Managing Inventory Control and Procurement

When the quality and quantity of incoming merchandise is not carefully inspected, the benefits of detailed purchase specifications and careful buying practices are eliminated. A key player in this procedure is the staff member who handles the receiving in your facility. In large operations, this may be a receiving clerk whose job is to concentrate solely on the receiving (and often storage) activity. In smaller operations receiving may be handled by the foodservice manager or a head cook or lead worker in a kitchen.

Obviously, training for completing the receiving and storage tasks is extremely important and must emphasize accuracy and conscientious adherence to proper procedures. Training may be completed on-the-job and should include the following functions:

• checking the quality, quantity, and weight of the incoming deliveries against the purchase order and specifications; (It is not possible to check each piece of fruit, for example, so a random inspection is recommended to assure quality.) Hint: Occasionally turn the case over and check the bottom layer or produce!
• inspecting for the specified quality;
• recording deliveries received in the daily record;
• monitoring critical control points for all potentially hazardous foods;
• knowing what action to take if a problem occurs with a delivered product;
• following procedures and preparing paperwork for returning unsatisfactory merchandise;
• handling invoices;
• marking cartons for storage;
• delivering merchandise to the storeroom or kitchen for storage or use; and
• proper procedures for storing food and rotating inventory.