Receiving Raw Materials | Standard Procedure

Receiving raw materials and other inputs in the organization is a fundamental element in the overall operation of hospitality establishments. There are no specific laws that govern this process, especially in the private sector. However, in public sectors, there are specific procedures for receiving materials. In this article, I have analyzed the pros and cons involved in the receiving process of inputs that cuts across both the public and private sectors in the industry.

Besides, most hoteliers miss the mark on both quality and quantity inspection as a mandatory procedure in receiving inputs. However, the process involves both the user and the stores/receiving clerk. Therefore, is the user’s duty is to confirm the quality while that of the sores clerk to ascertain the quantity of the products.  Check out our Publications

The Procedure for Receiving Raw Materials

The following is the procedure for receiving dairy products, meats, poultry, and seafood.

  • An image of stores clerk - receiving raw materialsThe materials are to be delivered by the supplier within the delivery time span fixed.
  • At the time of receiving the materials, do an inspection simultaneously, and reject those items that are not complying with the specification.
  •  In the case of food items, the executive chef or Sous Chef will conduct an inspection. In the case of other items, the respective departmental heads shall carry on the inspection.
  • After receiving the materials after inspection, the receiving clerk signs the delivery note and acknowledges the receipt of materials, puts an inspection stamp on the delivery note, and signs by the inspecting authority, with or without comments.
  • In case of rejection of materials, the store clerk writes the actual quantity received on the goods return voucher which is then signed by both the receiving clerk and supplier.
  • In case of excess supply, the additional items can only be received if it is approved by the concerned inspecting authority and countersigned by the financial controller/chief accountant.

Preparation Of Daily Receiving Report

  • After receiving the materials, the receiving clerk shall prepare a daily receiving report in quadruplicate.
  • Distribute to the accounting department, stores, food, and beverage controls, and retain the fourth copy.
  • On receipt of material by the stores, the store clerk will count or weigh the items with reference to the copy of the daily receiving report (DRR).
  • The store clerk will make entries in the Bin card and the food and beverage controller’s office will make necessary entries in the store ledger.
  • Issue perishables and fresh seafood directly to the kitchen and charge to the food cost of the day.
  • Receive beverage items by the receiving clerk only. The receiver should check the delivery against the local purchase order (LPO). This ensures that the items correspond to the specifications on the brands, proofs, vintages, size, case packs, e.t.c.
  • Check full cases for breakages by carefully shaking the case and listening for broken glass. Besides, check for moisture on the outside of the case.
  •  If both situations arise, open each case and inspect every bottle before delivery can be accepted.

The above material receiving procedure guarantees the right quality and quantity of products. On the other hand, this will promote customer satisfaction while increasing return on investments.

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