1. Food Receiving Control Slide 1 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

2. Recap of the Previous session Determine order quantities using the periodic and perpetual order methods. Discuss the use and benefits of purchase orders. Describe the procedures for purchasing perishable and nonperishable foods at the most favorable prices. List and explain the advantages and disadvantages of centralized purchasing and standing orders. Slide 2 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

3. KCM of Receiving Control Identify and assess the primary purpose of receiving control. List and explain three standards established to govern the receiving process. Discuss the importance of training of receiving personnel. Distinguish between directs and stores. Identify the receiving clerks daily report. Slide 3 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

4. Scope The process of receiving. Contents of an invoice and management. Establishing standards and procedures in receiving. Features of Receiving clerks daily report. Goods received note. Common oversights in receiving Slide 4 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

5. Establishing standards for Receiving The primary purpose of receiving control is to verify, Quantity, Quality and the price of each item delivered conforms to the orders placed. Quantity wise as mentioned in the stewards market quotation(Purchase order) Quality should match the specification. Prices should match the Stewards market quote. Slide 5 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

6. The Food Cycle Slide 6 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

7. The Process of Receiving Off load goods on loading bay/ check against Purchase requisition Transfer into Journal Prepare GRN Enter into daily report Check against Invoice Prepare FIFO for stores operation Check & mark after assessing quality parameters Assign Directs and Stores to the material Compare Quantities weights and Prices against Specifications stamp Invoice Date mark and attach Tags Slide 7 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

8. The Invoice The delivery note. The Invoice and Bill. An invoice is usually presented to the receiving clerk in duplicate by the person making the delivery, who will expect the receiving clerk to sign and return the second copy. Slide 8 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

9. Slide 9 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

10. ESTABLISHING STANDARD PROCEDURES Verify that the quantity, quality, and price for each item delivered conform exactly to the order placed. Acknowledge that quantity, quality, and price have been verified by stamping the invoice with the rubber invoice stamp provided for that purpose. Slide 10 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

11. ESTABLISHING STANDARD PROCEDURES 3. List all invoices for foods delivered on a given day on the Receiving Clerk ’ s Daily Report for that day and complete the report as required, or enter appropriate information directly into a computer terminal. 4. Forward completed paperwork to proper personnel. 5. Move food to appropriate storage areas Slide 11 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

12. Stamping the Invoice Slide 12 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

13. Listing Invoices on Receiving Clerk ’ s Daily Report For establishments that do not use a computer for keeping track of inventories,the Receiving Clerk ’ s Daily Report is an important accounting document. Directs are those foods that, because of their extremely perishable nature, are purchased on a more or less daily basis for immediate use Slide 13 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

14. Segregating Directs and Stores Slide 14 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

15. Listing Invoices on Receiving Clerk ’ s Daily Report The working definition is that directs arethose items that will be issued and charged to food cost as received. Stores , by contrast, are those foods that, although ultimately perishable, will not diminish significantly in quality if they are not used immediately. Slide 15 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

16. Food is Directs and Stores Directs: Fresh fruits, Vegetables, Freshly baked goods. Stores: Meats, Groceries, Canned items in Tins, Boxes. Fish is optional and depends entirely on the decision of the establishment. Slide 16 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

17. Receiving clerk daily report Is a journal segregated record of items received from suppliers further separated into Directs and stores for later posting in the Purchase Journal Food Direct Food Stores. Sundries Quantity. Unit. Description. Unit price Amount. Slide 17 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

18. Slide 18 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

19. Meat Tags and Filling them out Slide 19 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

20. Meat Tags Tags as a matter of fact are applied to all foods especially all meats information revealed on the tags is as follows: Item Name: Grade: Weight: Size: Dealer name: Date Issued: Date Received: Price: Slide 20 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

21. Goods received note GOODS RECEIVED NOTE: (GRN) Is a document produced when goods are received into the company/factory. It will usually accompany goods to any inspection and is used to check against invoices before payment. Slide 21 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

22. Moving delivered food Moving all items received to their respective storage areas. Make sure that the FIFO procedure is followed. Items like vegetables that require washing with sanitizer have to be done with first. Slide 22 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

23. Common oversights in receiving Accepting inappropriate quantities. Non detailed inspection. Faulty check for expiry. Not referring to specification provided. Inviting many suppliers at the same time. Multi tasking while receiving. Shortage of helping staff. Delay in ordering Slide 23 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011

24. Questions  Comments Slide 24 / 24 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Thursday, March 17, 2011