NFSC 350 Receiving, Storage, Inventory

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NFSC 350Receiving, Storage, Inventory

• Nancy Brenowitz, MS, RD

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Control Over Receiving

• Proper purchasing can be null and void in
  receiving is not controlled
• Once receiving clerk signs for items vendor is
  under no obligation to exchange them
• Reject items if they are not what was ordered,
  inform vendor immediately

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Basic Rules for Receiving

• Have a trained receiving clerk
• Well paid
• Office (with windows) near receiving dock
• Reports to manager or accounting, not to
  purchaser
• May have other duties as well

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Basic Rules for Receiving

• Equipment
• Adequate scales
• Rulers and measuring devices
• Receiving sheets, credit forms
• Specifications
• Thermometers
• Strap cutters, crate hammers, knives

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Basic Rules for Receiving

• Delivery Schedule
• Clerk should be prepared for delivery
• Should know when orders will arrive
• Set delivery times are best

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Basic Rules for Receiving

• Procedure for checking foods
• Check merchandise immediately
• Perishable items first
• Check count, weight, quality, condition, etc. and
  compare to specs or purchase order
• Random case counts
• Weigh overall and individual items (ex. Steak)
• Check trim of meat, size of produce
• Temperatures
• Be sure items meet specs
• Store perishable items immediately
• Fill out appropriate paperwork

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Basic Rules for Receiving

• Paperwork
• Invoice receiving check amt, etc. against
  purchase order
• Blind receiving uses an invoice or purchase
  order that has the quantity columns blacked out
  clerk must record exact amount received time
  consuming but reliable

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Type of Storage

• Dry goods
• Refrigerated items
• Frozen items
• Non-food items
• Alcohol needs to be locked up even if nothing
  else is
• Tablecloths, dishes, silver, etc.

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Proper Storage Amount

• Cost control
• Theft control
• Food Spoilage prevention

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Rotation and Storage Set Up

• FIFO
• Check dates daily before serving
• Keep an eye on satellite storage
• Security

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Dry Goods

• Food and non-food separate
• Dry, cool, dark, well-ventilated
• 50-60 humidity
• CLEAN
• Space between shelves for air circulation
• Bottom shelf 10 inches off of floor, 2 feet away
  from wall
• Light fixtures covered with wire mesh
• Good lighting

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Dry Goods

• Windows screened and secure
• Metal or plastic containers for storing flour,
  etc.
• Tight fitting lids on all containers
• Bulk foods often put on wheels

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Refrigerated Storage

• Thermometers, forms to record temperatures
• PHFs 40F or less
• Air circulation important
• Keeps cooked foods covered
• Label and date items
• CLEAN
• Working gaskets around doors
• Hot foods put away in shallow pans, cooled first
  if possible

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Refrigerated Storage

• Types
• Reach-ins
• Walk-ins
• Pass-thoughs
• May want separate refrigerators at different
  temps for different items
• Fruits and vegetables 40-45 F
• Dairy, eggs and meat 32-40 F
• Freezer -10 to 0 F

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Frozen Storage

• Temperature 0 to 20 F
• Keep temperature from fluctuating
• Defrost regularly if needed
• Label and date
• Other things same as with refrigerated storage
• May have blast freezer for freezing items and
  storage freezer for storage

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Meat

• Delivered in refrigerated truck, 40F or colder at
  delivery
• Fresh meat
• Temperature close to 32F, 80-90 humidity
• Will usually keep for 3-4 days
• Ground meat 24 hours
• Stored away from other foods, where it cant drip
  on other things
• Light cured
• Under refrigeration

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Meat

• Full Cured
• Cool room
• Frozen Meat
• Defrost appropriately
• Cook once thawed

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Other items

• Seafood
• Packed in ice for delivery
• Held at 30-34 F
• Can be put in pan that fits above ice filled pan
• Frozen fish should be thawed in refrigerator or
  cooked frozen
• Poultry
• Keeps for 2-3 days at 38F or less
• Frozen keeps for up to six months
• Cookedstored covered and refrigerate

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Other items

• Eggs
• Absorb odors, so dont store with strong flavored
  foods
• Store at 33-40F, lower for long term storage
• Covered
• Will keep 9-10 months
• Dairy
• Cover tightly
• 38-40F
• May want separate refrigerator
• Be careful to rotate

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Other items

• Fat
• Store in closed containers, excluding air and
  light
• Cool temperatures
• Fruits and Vegetables
• Bananas and potatoes, room temperature
• Away from light
• Others can usually be refrigerated

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Other items

• Salads
• Some that have not been on line can be saved,
  check temps
• Dont mix with new salad
• Discard liners, rinse garnished
• Can use some components of salads for soups
• Cut fruits dont keep well

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Other items

• Dressings
• Check temperatures
• Pour into clean containers, clean out used
  containers
• Bakery Items
• Be careful with cream filled pastries
• Set a policy on how long to save

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Inventory

• Par Stock System
• Certain quantity level is established for an item
• When amount of item drops below preset level,
  enough is ordered to bring up to predetermined
  level
• Must adequately predict usage between orders to
  prevent shortages
• Minimax
• Establish both a minimum and a maximum

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Inventory

• Perpetual Inventory
• Process of recording all purchases and food
  issues
• Amount in inventory at any given time can be
  predetermined
• Amount used is determined from purchasing records
• Records kept by computer and/or scanner
• Info recorded amount on hand, amount received,
  quantity issued, cost for all items

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Inventory

• Physical Inventory (periodic inventory)
• Actually counting the amount of items in storage
• Should be performed periodically even if
  perpetual inventory is kept, double check
• Discrepancies may be due to theft,
  incomplete/incorrect record keeping, spoilage
• Easier if storeroom organized in logical fashion
• Recording form should be set up according to
  storeroom design
• Different package sizes of same item should be
  listed separately

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Inventory

• Physical Inventory (periodic inventory)
• Form should include
• Product name, description
• Unit size
• Quantity on hand
• Unit cost
• Total value of amount on hand
• Just In Time Inventory
• Items ordered to arrive just when needed
• Not a lot of money tied up in inventory

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Cost of Food Used

• Beginning Inventory
• Food Purchased
• Food on Hand
• - Final Inventory
• Cost of Food Used

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Issuing Items from Storeroom

• Purchasing, receiving and inventory should not be
  done by the same person
• Facilities will have different policies on
  issuing items from the storeroom
• Written requisition employees fill out
  requisition sheet, give to storeroom person who
  issued items time consuming, more personnel
  needed but requisition sheets can help with
  inventory

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Issuing Items from Storeroom

• Open storage area staff has open access to dry
  goods, canned items, etc and can remove as
  needed faster but harder to keep track of
• Items still need to be subtracted from inventory
• Locked/staffed storage areas in some cases all
  items are locked up, on some cases only high
  priced items such as alcohol, meat, etc.

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Shortages

• Need to know when next delivery is
• If in time, okay
• If not, tell cook chef, may need to revise recipe
  or menu
• Tell purchasing office, may be able to make
  special order from supplier but price may be
  higher