Module 7 Flashcards
1
Q
It is where inspection of products is done to ensure they meet the quality and quantity specifications
A
Receiving food supplies
2
Q
It takes legal ownership and physical possession of ordered items
A
Receiving food supplies
3
Q
3 key departments in receiving
A
- Management/Food service manager or Dietitian
- Food production/Head Chef
- Accounting
4
Q
Who acts as the accounting for small time restaurants?
A
Owner of the management
5
Q
How does receiving deliveries works?
A
- The receiving process involves meticulous inspection of delivered goods and important documents.
- Proper receiving process accounts for food safety, cost control, and product specifications.
6
Q
2 things to keep in mind when receiving goods
A
Documents and the goods
7
Q
Receiving process (1-7)
A
- Stocks are received together with sales invoice, and delivery receipts
- Check delivery against the purchase order (PO), specifications, and invoice
- Accept an order only if all quantities and quality specifications are met
3.1 Check for quality
3.2 Check for quantity - Complete the receiving records
and acknowledge deliveries - Immediately transfer foods to
appropriate storage - Prepare a daily receiving report
- Send a copy to the assigned invoice and PO to accounting
8
Q
Differentiate sales invoice and delivery receipts
A
- Sales invoices contain prices and other charges
- Delivery receipts list of items that are being delivered
*Sales invoice and delivery receipt should contain the same food item; difference is that delivery receipt does not give the cost and other expenses
9
Q
Differentiate invoice and purchase order
A
- Purchase order form - communication between the food service unit and the supplier
- Invoice comes from the supplier telling the FS unit that “here I am delivering the products”
*PO and invoice should indicate the same product and quantity of products
10
Q
How to check for quality
A
- Spot check canned goods
- Check items according to set criteria
- Take note of expiration dates
11
Q
How to check for quantity
A
*Check accuracy of weighing scales
*Count individually or weighed net of packaging
*Check cases at random
*Should respond to the quantity indicated in the PO
12
Q
Who are the people involved in step 4: Complete the receiving records and acknowledge deliveries?
A
*“Received by” (receiving personnel from FS)
*“Checked by” (Checker from FS)
*“Delivered by” (delivery personnel)
13
Q
How should perishable items be stored?
A
washed/cleaned and labelled
before storage.
14
Q
3 main activities in receiving process
A
- Inspection of goods
- Acknowledgement of received goods and deviations (if applicable)
- Record keeping
15
Q
3 methods of receiving deliveries
A
- Invoice-receiving
- Blind-check receiving
- Partial blind receiving
16
Q
Type of receiving where the delivery is checked against the delivered merchandise, the specifications, purchase order et.al, and discrepancy is noted down
A
Invoice receiving
17
Q
Method which is unbiased approached
A
Blind-check receiving
18
Q
It is where the receiving clerk is given a blank invoice and a purchase order, the clerk must provide the quantities, quality, weights and prices as he finds them on delivery. An invoice (filled) is mailed to the accounting office and is checked with the accomplished invoice at the store level
A
Blind-check receiving
19
Q
It is where the clerk is provided a form with the quantities omitted, he fills up the quantity column as he receives them, slower but more accurate than invoice receiving
A
Partial blind receiving
20
Q
True or false: The method that is more efficient is also more secured.
A
False (more efficient, less secure, and vice versa)
21
Q
6 components of good receiving program
A
- Personnel characteristics
- Location of facilities
- Equipment and tools
- Forms for documentation
- Schedule and security
- Coordination with other departments
22
Q
What are the characteristics of a personnel in charge of the receiving process
A
- Knowledge of food quality, standards and awareness of written specifications
- Ability to evaluate product quality (senses & objective measures)
- Understands proper documentation procedures
Bonus: honest
23
Q
Characteristics of receiving facilities in terms of location
A
close to delivery docks, storage facilities and kitchen with large glass windows &
usually at the rear entrance near the service area
24
Q
Characteristics of receiving facilities in terms of area
A
large enough to accommodate an entire delivery
25
Equipment and tools in receiving
Equipment:
- Forklift, hand trucks and trolleys
- Calibrated and accurate scales
- Thermometers
- Inspection/receiving tables
Supplies:
- Pens, paper, tape, markers, scissors and filing cabinet, calculator, weight and conversion chart, specification chart
26
6 forms for documentation
1. Specifications
2. Purchase orders
3. Invoice
4. Receiving report and summary
5. Substitution invoice
6. Request for credit memo
27
True or False: Substitution invoice is not always used but used for goods that needs to have alternative.
False. (use for goods that needs to have alternative -> use for goods received without the invoice)
28
Information in invoice form that is critical for managers who are looking for missing items.
Invoice number and date
29
In purchase order form, who is the person who authorize the order?
Managers
30
This form is internal to the organization and keep for documentation of all the goods receive from one supplier to be summarized.
Receiving report I
31
This is the summary of all the receiving report from different suppliers
Receiving report II
32
Purpose of Receiving report II
for inventory
33
When to refuse deliveries?
- Quality, amount ordered, items not covered in the PO
- All irregularities (price, quantity, no show or
items not delivered)
34
What is a discrepancy report?
- for the seller/vendor aka Purchase Returned Form
- Informing that seller that there are discrepancies, and FS are rejecting the deliveries
- Signed by the delivery personnel, they represent the supplier
35
What is a credit memorandum?
- for the accounting office, signed
by the delivery person
- Communicate rejection to the accounting
36
It records actual temperature or condition of the delivered items and aid in the inspection.
Receiving checklist
37
It is defined by policy and communicated to sellers.
Schedule
38
Considerations in schedule of receiving goods
time, necessary materials and personnel
39
Circumstance that must be avoided as a schedule for receiving goods
Busiest production times
40
Inspections of this food items must be as soon as it arrives to avoid TDZ
meat and seafoods
41
T or F: For security, all deliveries must be check immediately.
T
42
T or F: Entry to the receiving area is restricted during receiving goods.
T
43
What are the key departments that need to be coordinated by the FS management?
- purchasing
- production
- accounting
44
Criteria for acceptance and rejection of meats
Accept
- Temperature: ≤41°F (5°C)
- Color:
- Beef: bright cherry red
- Lamb: light red
- Pork: light pink meat, firm white fat
- Texture: firm and springs back when touched
- Odor: no odor
- Packaging: intact and clean
Reject
- Temperature: > 41°F (5°C)
- Color:
- Beef: brown or green
- Lamb: brown, whitish surface covering the lean meat
- Pork: excessively dark color, soft or
rancid fat
- Texture: slimy, sticky, or dry
- Odor: sour odor
- Packaging: broken cartons, dirty wrappers, torn packaging, vacuum packaging with broken seals
45
Criteria for acceptance and rejection of poultry
Accept
- Temperature: ≤41°F (5°C)
- Color: no discoloration
- Texture: firm and springs back when touched
- Odor: no odor
- Packaging: should be surrounded by crushed, self-draining ice
Reject
- Temperature: > 41°F (5°C)
- Color: purple or green discoloration around the neck; dark wing tips (red tips are acceptable)
- Texture: stickiness under the wings or around joints
- Odor: abnormal, unpleasant odor
46
Criteria for acceptance and rejection of fish
Accept
- Temperature: ≤41°F (5°C)
- Color: bright red gills; bright shiny skin
- Texture: firm flesh that springs back when touched
- Odor: mild ocean or seaweed smell
- Eyes: bright, clear, and full
- Packaging: should be surrounded by crushed, self-draining ice
Reject
- Temperature: > 41°F (5°C)
- Color: dull gray gills; dull dry skin
- Texture: soft flesh that leaves an imprint when touched
- Odor: strong fishy or ammonia smell
- Eyes: cloudy, red-rimmed, sunken
47
Criteria for acceptance and rejection of shellfish
Accept
- Temperature: ≤45°F (7°C)
- Odor: mild ocean or seaweed smell
- Shells: closed and unbroken
- Condition: shipped alive; identified by shell stock identification tag
Reject
- Temperature: > 45°F (7°C)
- Odor: strong fishy smell
- Shells: broken shells; open shells that do not close when tapped
- Condition: dead on arrival
- Texture: slimy, sticky, or dry
48
Large ice crystals in frozen goods (meat, poultry, fish) are rejected because it is an indication of what?
Thawing and refreezing; temperature abuse
49
Criteria for acceptance and rejection of crustaceans
Accept
- Temperature: ≤45°F (7°C)
- Odor: mild ocean or seaweed smell
- Shells: hard & heavy for lobsters & crabs
- Condition: shipped alive; packed
with seaweed & kept moist
Reject
- Temperature: > 45°F (7°C)
- Color: dull gray gills; dull dry skin
- Texture: soft flesh that leaves an imprint when touched
- Odor: strong fishy or ammonia smell
- Eyes: cloudy, red-rimmed, sunken
50
Criteria for acceptance and rejection of eggs
Accept
- Temperature: air temperature ≤ 45°F (7°C)
- Odor: none
- Shells: clean & unbroken
- Condition: firm, high yolks that are not easy to break & whites that cling to the yolk
Reject
- Temperature: air temperature >45°F (7°C)
- Odor: abnormal smell
- Shells: dirty or cracked
51
Criteria for acceptance and rejection of dairy products
Accept
- Temperature: ≤41ºF
- Milk: sweetish flavor
- Butter: sweet flavor, uniform color, firm texture
- Cheese: typical flavor & texture &
uniform color
Reject
- Temperature: >41ºF
- Milk: sour, bitter or moldy taste
- Butter: sour, bitter or moldy taste; uneven color; soft texture
- Cheese: unnatural mold, uneven color, abnormal flavor & texture
52
Criteria for acceptance and rejection of fruits and vegetables
Accept
- Condition: crisp, bright in color with no signs of decay or rotting
* leafy vegetables --> turgid leaves
* fruits and starchy vegetables---> firm flesh, no wrinkling
Reject
- Condition: signs of decay or rotting
* leafy vegetables --> yellow tips in leafy vegetables, wilting
* fruits and starchy vegetables---> mushy flesh, wrinkled skin
53
Criteria for acceptance and rejection of dry goods
Accept
- Packaging: intact & in good condition
- Expiration dates: allow at least one year allowance for safe usage
Reject
- Packaging: Holes, tears, or punctures
- Product: contains insects, insect eggs, or rodent droppings; has an abnormal color or odor, spots of mold, or a slimy appearance
54
Criteria for acceptance and rejection of MAP and vacuum-packed products
Accept
- Temperature: ≤41ºF
- Frozen foods should be received frozen
- Packaging: intact & in good condition
Reject
- Temperature: >41ºF
- Packaging: leaking
- Product: expired code date; unacceptable product color; appears slimy or has bubbles
55
Criteria for acceptance and rejection of canned products
Accept
- Packaging: can & seal in good condition
Reject
- Packaging: bulging ends, leaks & flawed seals, dents, rust dents, no labels
56
How should foods safety and sanitation in receiving deliveries be done?
* Should be kept clean and sanitary at all times
* Regular pest control should be practiced
* Consider the kitchen layout in managing time temperature abuse of delivered goods. Short distance between receiving area and storage areas will limit exposure of food at room temperature
57
What are the consequences of a poorly planned receiving program?
1.Short weights
2.Substandard quality
3.Double billing
4.Inflated prices
5.Mislabelled merchandise
6.Inappropriate substitutions
7.Spoiled or damaged merchandise
8.Pilferage or theft
58
What are the preventive measures in controlling cost in receiving?
* establish product specifications
* establish standard receiving procedures
* proper training of receiving personnel
* accurate documentation
59
What is the result of an improperly planned receiving program?
Financial loss
