Receiving Control
All establishments must have set down procedures for receiving, checking and accepting goods, which have been delivered by suppliers. These goods must be checked against the purchase specification applicable to them and the order made to the supplier as per requisitions received clerk or officer on whom this responsibility falls, whereas in smaller establishments the responsibility may fall on the departmental head, manager or proprietor. The procedures involved in checking goods delivered will vary in different establishments; the receiver of the goods needs to be competent and have knowledge of purchase specifications. The goods should be inspected, counted and weighed to check against:
- Commodities received not matching the required specifications.
- Inferior or damaged products.
- Short weight or quantity.
Goods received should then be stored as soon as possible to minimize the risk of deterioration and the possibility of pilfering taking place. The goods received area should have an adequate space and be adequately lit to enable the procedure to be carried out quickly and efficiently, scales and other equipments should be provided. The goods receiver should have a copy of order sent to the supplier and should check against the delivery note of the supplier. The necessary documentation then must be completed.
THE FUNCTIONS OF RECEIVING DEPARTMENT
- Receiving personnel should be aware of the commodities ordered and when they are expected to be delivered. In many operations, a copy of the purchase order is sent to the receiving department.
- Inspection and receiving procedures should be completed in a reasonable amount of time. This is important for the person receiving the merchandise as well as for the delivery person.
- Persons in charge of receiving should have experience in checking and should know relevant testing procedures. Materials and methods used for testing should be readily accessible to the receiving personnel. Receiving personnel should follow good sanitary practices in handling foods so that any chances of contamination or spoilage are avoided.
- Receiving personnel should know the time and temperature at which different products may be stored. They should also know the shelf life of various commodities. It is advisable to have this information as wall charts and on the other easily understood illustrations.
- Receivers should also be aware of specifications, description of terms, weights and measures and possible use of the products. Instructions should be given to those in charge of receiving that these specifications should be adhered to rigidly.
- Receiver should have a copy of invoice or the delivery ticket listing the products being delivered. A stamp or signature is helpful in recording and verifying the goods delivered and received.
- The purchasing department should be promptly informed of any items that were not delivered, those that do not meet required specifications or those that were rejected, giving reasons for such actions.
- If possible, the deliveries should be scheduled in such a way that there is even and smooth transfer of goods. Too many shipments at one time will interfere with adequate receiving and may result in food spoilage and other losses. Adequate arrangements should be made in advance to keep the shipments to be received. Scheduling of deliveries is important to prevent the docking area from getting blocked. Receiving personnel should be aware of general legal procedures and papers pertaining to buying and receiving functions.