Table of Contents
The objectives for beverage receiving are similar in many ways to those of food receiving. However, as the value of beverage purchases and the ensuing profits from the sale of beverages are high, it is important that due attention is given to the receiving of beverages.
The main objectives are to ensure that:
- The quantity of beverage delivered matches that which has been ordered. This requires a methodical approach to checking the goods against the purchase order and the delivery note. Items would be in standard units of crates, cases, etc., with standard contents of a specific size. Crates and cases should be opened to check for such things as empty, missing or broken bottles.
- The quality inspection is simple but again requires a thorough and methodical approach. It involves such things as checking the brand name and label on each item, the alcohol proof, the vintage and shipper, against the delivery note and the purchase order.
- The prices stated on the delivery note are in accordance with the negotiated prices shown on the purchase order form.
- When the quantity or quality (or both) of the beverage delivered is not in accordance with the purchase order, or an item is omitted from the order, that a request for credit note is raised by the receiving clerk or cellarman.
- An accurate record is made in the goods received book recording details of the delivery.
- An accurate record is kept of all chargeable empties delivered and returned.
- Deliveries of beverages are timetabled with the suppliers, often to and afternoon, when receiving and cellar staff are normally not so busy and the receiving area is free from other deliveries.
Importance of Receiving Department:
- Not a revenue-producing department.
- Control of quality and quantity.
- Receiving of items through purchase orders/ daily perishable items.
- to keep a note regarding the agreement with the suppliers
- Standard specifications are taken into the consideration.
Duties and Responsibilities of Receiving Officer:
- Receiving of goods by quality and quality.
- Compare with challans /bills/purchase orders.
- Checks for quality, packing, specifications and quality.
- In case of items for maintenance, housekeeping, stewarding, etc. it is checked by quantity.
- In case of perishables, these are checked for quality by the Main Kitchen Chef and by the Butchery Chef in case if butchery items only.
- Selling of the scrap also.
- Making daily Receiving report, shortage receipt, scrap report, Gate pass and soft drinks book.
Receiving procedure
1. Quantity inspection
To ensure that the quantity of the goods delivered is in accordance with quantity listed on the purchase order/invoice. This means that all goods will have to be weighed (for example, fresh fruits, vegetables, meat, etc.) or counted (for example, cases, crates, boxes, sacks, etc.)
2. Quality inspection
To ensure that the quality of the goods delivered is in accordance with the quality established in the standard purchase specifications of the establishment.
3. Price inspection
To ensure that prices stated on the invoice/delivery note are in accordance with the prices on the purchase order / invoice.
4. Dispatch to stores/user departments
The goods, having been checked for quantity, quality, and price must be removed from the receiving area to appropriate stores/user departments. For example, perishable food items to the kitchen and all other food items to the stores.
5. Clerical procedures
- Invoice stamping to acknowledge the receipt of supplies.
- Recording invoices on goods received book.
- Raising ‘Request for Credit Note’ for shortages, breakages, sub-standard items etc.
- Filling out meat tags for expensive food items.
- Forwarding completed paperwork to purchase office.