Procedure No. 702.9
Area: Business Services

Adopted: 04/23/96
Revisions Approved:

Description: Perishable Storeroom Basic Daily Receiving Procedures


Following are the Receiving Clerk's basic daily Receiving Procedures:

A. Review Market Quotation Lists and Purchase Orders to become familiar- ized with deliveries expected each day. Check weight and count of each item against specifications and invoice.
B. Check off each item received on the Market Quotation List and Purchase Orders with regard to quantity, specification, price and vendor. This must be done while the driver is present.

Check grades, sizes, date of pack, brand names (Sunkist lemons, large eggs, 88 count oranges).

C. Discrepancies regarding vendor's invoice price or quantity are to be noted on a "Request for Credit Memo" (See No. 702.9 - Supplement 2), and the Purchasing Agent should be notified immediately.

The Supervisor must be notified of all discrepancies in either weight, price or quality through issuance of Credit Memo, any refusals of food due to improper specification or quality must be noted on the back of the invoice.

The Supervisor of the College should be called prior to any refusals if he is available on the premises.

D. When products arrive without an invoice, a "Goods Received Without an Invoice" (See No. 702.9 - Supplement 1) must be prepared after deter- mining that the delivery had been properly ordered.
E. Notify Supervisor if merchandise fails to arrive by specified time.
F. Persistent invoice discrepancies, uncooperative drivers and lack of vendor service must be relayed to the Supervisor of the College.
G. Refrigerate or freeze all perishable items as soon as possible.
H. Randomly sample and inspect quality of fruits and vegetables by cutting and tasting if necessary.
I. Do not refrigerate potatoes, onions or bananas.
J. Check frozen items for excessive icing, freezer burn or evidence of refreezing or partial thawing.
K. Check canned items for blown up or dented cans. These must all be refused.
L. Initial and stamps every incoming invoice after merchandise passes inspection.
M. Tag required meat, fish and poultry items and date all other items as applicable. Stock rotation and usage on a first-in, first-out basis must be adhered to at all times to ensure product freshness.
N. Weight all meat, fish and poultry items, removing excess packing or ice prior to weighing.
O. Forward all paperwork to Purchasing Agent. No salesman should be allowed in the storeroom without the knowledge of the Purchasing Agent.
P. In certain instances, the refusal of a product due to the quality or specification variance will not be feasible. This should only occur when shipments arrive under unusual circumstances. In instances such as this, the Purchasing Agent should be contacted immediately.
Q. If the product is to be frozen for shipping at a later date, take precautions that it is not accidently placed into production.
R. Frequency of delivery will depend on vendor location, access to primary markets and freight schedules. On busy delivery days, when trucks start lining up outside the receiving dock area, the clerk may be tempted or "rattled" by the driver to speed up inspection of deliveries. The clerk's responsibility to ensure that every piece of food has been checked for quality and count should not be neglected.
S. While a driver might be honestly trying to proceed as quickly as possible to his next stop, he could also be attempting to shortweight or pass on inferior products. Drivers must be informed that all deliveries will be inspected.
T. Any repetition of rush tactics should be relayed to the Purchasing Agent for corrective action.
U. All paperwork, i.e. receiving reports, meat tags, etc., must be forwarded to the Supervisor at the close of each business day.

Procedures:

Goods Received Without Invoice Supplement 1, No. 702.9
Request for Credit MemoSupplement 2, No. 702.9
Central Stores Non-Perishables No. 702.10
Central Stores Distribution No. 702.11
Print Shop No. 702.12
Mail Room No. 702.13

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