RECEIVING CONTROL
Chapter3
RECEIVING CONTROL
Aims of Receiving
Job Description of Receiving Clerk/Personnel
Equipment required for receiving
Documents by the Supplier (including format)
Delivery Notes
Bills/Invoices
Credit Notes
Statements
Records maintained in the Receiving Department
Goods Received Book
Daily Receiving Report
Meat Tags
Receiving Procedure
Blind Receiving
Assessing the performance and efficiency of receiving department
Frauds in the Receiving Department
Hygiene and cleanliness of area
Receiving Control
Job description of Receiving clerk
He should have a complete knowledge of each item’s SPS.
He must ensure that the food receiving, matches the purchase order in terms of SPS, quantity
and price. Also that the received should is fresh with optimum, shelf life.
He must be honest and reliable.
He must be willing to pay attention to details and will work toward achieving goods & objectives.
Receiving area is generally located at the back of the hotel. To perform the receiving tasks efficiently,
receiving are should be –
Large enough to handle large quality of foods.
It should be cleanable and washable.
Comprises of loading clock, of the same height as the back of most trucks, where un-loading of
goods can take place.
Area should be very will lit, with more focus on natural light.
Area should comprise of different requirements, which helps in receiving and storing goods.
Equipments used in Receiving department –
The equipment required by the department can be broadly divided into major equipment and minor
equipment.
Major equipment Minor equipment
Various weighing scale Racks
Conveyer belt Scientific equipment
to inspect the quality
Fork truck Filling Rocks
Trolleys Table and chair
Chute Telephone and inter com
Major Equipment
Various Weighing Scale – Different types of weighing scales are installed at the receiving dept.
In case of heavy material, loaded truck is weighed and then empty truck is weight, to get weight
of goods received. Hanging scale (for fish & meat items) and platform scale (for boxes) are
generally used.
Conveyor Belt – After weighing goods, conveyor belt is used to carry the goods to stare or any
other convenient place.
Fork truck – It is used to life unloaded material from the truck to bring it to the receiving dept
for opening big packets or to carry to weighing scale to weight are exact weight of goods
received.
Crane: Small cranes are used to Stack the goods received in racks or specially build platforms.
Trolleys: Trolleys are used to carry the goods received to the various stores kitchens and other departments which had requisite the goods.
Lift :To carry the goods to higher floors, the goods lifts are provided.
Minor Equipments:
1.Racks:
Numerous racks are provided to the receiving department so that the goods received can be kept
till they are shifted to stores. This keeps the floor of the receiving department neat and clean and
the fresh supplies can be properly received. The cleanness of receiving department ensures
better hygienic conditions and this ensures that the] germs do not attack the raw food which can
easily get contaminated.
2.Scientific Equipments to inspect the quality of goods:
To check the fat content in milk a lactometer can be used. Small pans are provided where the
frozen chicken can be dipped by filling them with water and after bringing it to room temperature
the weight of the chicken is taken. Sometimes suppliers inject water in the wings / breasts of
chicken and freeze them. Hotel pays for the frozen water along with the chicken. Different other
scientific equipments are used to check the purity of pulses, whole masalas, etc.
3.Filling Racks;
The filling racks are provided to keep all the supply orders, purchase orders, goods received
book, credit notes,etc.
4.Table and Chair;
Table and chairs are provided to carry out the paper work
5.Telephone and Intercom:
Telephone and intercom are provided so that there is no communication gap among various
departments and suppliers
Receiving Procedure
suppliers name and address.
Step I
Verify the quantity, quality, price for
Each product with purchase order and
Contract rate.
1. Matching delivery note and purchase order: me delivery note send along with the supply is
checked against the purchase order and SPS, to ensure goods are supplied in right quantity and
quality. It there is any discrepancy, it should be brought to the notice of supplier.
2. Checking quantity with the quality ordered by weighing or counting. Care must be taken to
present being cheated of () Kg. Any shortage should be () intimated to supplier, purchase officer
and entry is mode.
3. Checking quality with SPS. In case of branded items, brand must be checked.
Step 2
Stamping of invoice or
Issuance of credit note.
After cross checking of invoice, similar to a bill, with purchase order duplicate copy is stamped and
original is retained.
Incase of discrepancy, a credit note is prepared and is signed by delivery man. A copy of it is send to
supplier, through delivery man, one copy to purchase dept, one copy to accounts, one to control dept
and one copy is retained.
Crane – Small cranes are used to stack the goods receiving in racks or in specially build plat forms.
Trolley’s – They are used to carry goods to various stores, kitchens, and other department which has
sent the requisition.
Lift – To carry goods to higher floor, goods life are provided.
Chute – To carefully slide down goods from one level to another i.e. when Receiving area is above the store, Chute is used.
Minor equipments
Rocks – Numerous racks are provided, so that goods received can be kept till they are shifted to stores. This helps in keeping the dept neat and clean and the fresh supplies can be properly received.
Scientific equipments - To check the fat content in milk, lactometer can be used. Small pans are
provided where the frozen chicken can be dipped by filling them with water and after bringing it to
room temperature, the weight of the chicken is taken. This is done to avoid paying for frozen water.
Other different scientific equipment are used to check pulses, mosola etc.
Filling Rocks – These are provided/used to keep all supply order, purchase order, credit not at
forms/books in order and at one place.
Table and chair-
Telephone, Inter com, Internet –
Invoice:- It is a document containing detail information about the food deliveries. It is presented to the receiving clerk in duplicate by the person making the delivery who expect the receiving clerk to sign and return the second copy. Thus , acknowledge to the purveyor that the hotel has received the
commodities listed.
Important Formats
1. Invoice image
Name of Supplier
Address
To
Name of Hotel Date
Address
S. No Quantity Unit Description Unit Price Amount
2. Invoice Stamp
image
Step 3
All Invoices, credit note and other documents are listed and kept in proper file or entered directly in computer.
Step 4
All paper are forwarded to proper personal.
Step 5
Goods are send to the appropriate storage area or to the concerned dept.
Receiving Rules –
Delivery note must accompany goods.
All goods must be checked for quality and quantity.
No hurry should be made while inspecting goods.
Date……………
Receiving by………………….
Steward ………………………
Prices & extension verified ……………………….
Ok for payment ……………………………
Chapter3
For shortage/rejected supply, a credit note with fine copies is made and is send to
concerned people i.e. supplier, purchase dept. accounts, control dept, Receiving dept.
Goods receiving are recorded in goods received book.
Goods are send to the store or to the dept which has placed the order as per management
policy.
3. Credit Note
Hotel Name No……………….
Address date………………
To
Name of Supplier
Address
Please forwarded a credit note for the following goods returned I
(i) Due to poor quality
(ii) Not ordered
(iii) Not delivered
Item
Delivery Note Number Amount Remarks
Receiving clerk signature Delivery man signature
Chapter3
3.
Date…………………
S.No Supplier’s Name Purchase
order
Number
Supply
order
Number
Item Qty
Required
Qty
Received
Unit
Price.
Amount
Total………………………
Receiving officer’s signature
1. Receiving Report (DDR)
DDR is prepared by receiving clerk who merely record data from each in voice in appropriate
columns in the report and enters the total for each invoice into one of 3 columns under general leading
purchase distribution : (i) Food Direct (ii) Food Store (iii) Sundries.
Chapter3
(i) Food Direct/Direct Receiving
Those food which are extremely perishable and hence purchased on a daily basis, for
immediate use e.g. Fresh fruit & veg, dairy products etc. As these items are purchased for immediate
use, they are considered issued as soon as they are receiving and are ( ) in food cost figures on the day
of day of delivery.
Therefore, direct are those items that will be issued and charged to food cost as
received.
(ii) Food Store/Store Receiving
Those food items which can be held inn store and has longer shelf life e.g. Groceries,
Frozen meat etc. These items are purchased on the basis of anticipated needs and kept in inventory till
they are needed when need arises they are released from the inventory issued to particular department.
Therefore, stores are those items that will be charged to food lost as and when they are
issued from store for consumption.
Meat Tag
In majority of the establishment food items such as meat, special processed meat etc constitution the
most expensive of the purchased food because of this high cost the items received are checked very
thoroughly and are tagged along with details of quantity and quality received.
Uses of tag/tagging expensive food serves many purposes
(i) It ensures that receiving officer actually weights and checks and every individual items.
(ii) The reference number is issued and this helps in yield testing, portion control and control
of food cost.
(iii) The weight of expensive item is taken and is compared with purchased specification and
supply order/purchased order.
Chapter3
(iv) The date on which the item is received is mentioned and this helps kitchen and store for
efficient rotation of stock.
(v) Portion of tag is send to control department before issuing them to the kitchen for control
purpose.
Operation for tagging expensive item
(i) On receiving the item they are checked against purchase specification as to being acceptable or
not.
(ii) If suitable, a tag is made out for each item received, with the main information taken from
invoice. The weight recorded on tag being obtained by actually weighting each item individually.
(iii) The tag is then separated along with perforation with the control office copies being sent direct
to control with the invoice and kitchen copy being attached by string or wire to the food item.
(iv) When item is issued to the kitchen for use, the tag attached to the item is removed and sent to
control with the date of issue filled in.
(v) The control office, operate a Reconciliation of meat tag i.e. recording the tag received from
receiving dept. and kitchen. Thus the total value of tags of each specific expensive item would
be known for -
(i) daily purchase
(ii) daily issue to kitchen
(iii) balance stock.
Chapter3
ForMat Of Meat Tag
Meat Tag No…………….
Item -
Cut -
Total weight -
Post/kg -
Supplier Name -
Date Received -
Date Issued -
Food Control copy
-------------------------------------------------------------------------------
Meat Tag No………………….
Item –
Cut –
Total weight -
Post/kg -
Supplier Name -
Date Received -
Date Issued -
Food Store copy
Send to food control on day of issued to kitchen
Chapter3
Blind Receiving
In this receiving method, no invoice accompanies the goods delivery. The supplier prepares regular
invoice but mail them to the hotel’s account department.
The delivery man brings only a list indication total of items be has bought. The receiving clerk has to
make a complete list of each item by counting/weighting and recording every article.
Chapter3 image
Chapter3 image
No comments