Receiving Procedure

Receiving Procedure

1.  All goods are received at the centralized receiving department within specified time only, under the supervision of the receiving clerk.
2.  The receiving clerk checks for quality (against SPS), quantity, price and time (against purchase order) and matches with the invoice.
3. When everything is in order he signs on the copy of invoice or delivery note and returns it to the supplier’s man.
4. If there is any discrepancy – shortage / goods not up to the set standards – a credit note is made and handed over to the supplier’s man.
5. The invoices are posted on the receiving sheet / daily receiving report (DRR) / goods receiving report (GRR). Then the invoice and the receiving sheet are sent to the F&B Controller’s office for checking.
6. The goods are sent to appropriate sections – stores or departments.
7. When receiving directs / perishables a chef of the concerned kitchen must be present at the receiving area.

 Blind Receiving –

When there is no document (invoice / delivery note) from the supplier, instead it is directly send to the accounts and a list of articles is send along with goods. the receiving clerk has to do his job more carefully preparing a Blind Receiving Report, and weighing and counting all good as per the purchase order and checking their qualities as per SPS with the help of list given by supplier. the receiving clerk then sends the complete list to the accounts department.

Assessing the performance and efficiency of receiving department:-

1. a) By strict supervision of the receiving department’s recordkeeping and paperwork.
2. b) To ensure that receiving schedule are strictly followed.
3. c) To evaluate the receiving clerk’s performance by blind receiving.