Receive and store kitchen supplies
Unit overview
This unit introduces the skills and knowledge required to receive and store supplies in commercial cookery or catering operations. It focuses on the general stock handling procedures required for food and kitchen-related goods. ‘Supplies’ refers to all perishable and non-perishable goods received from both internal and external suppliers and maintained within a stock control system. This unit applies to all hospitality and catering enterprises where kitchen supplies are received and stored, such as restaurants, hotels, clubs, cafeterias and other catering operations. Those undertaking this role would work under supervision and would usually be part of a team.

Subject code: SITHCCC003A


Prerequisite subjects: This unit must be assessed after the following prerequisite unit: SITXOHS002A – Follow workplace hygiene procedures Indicative HSC hours: 10 hours

Employability skills
For a full range of employability skills relevant to this unit, click Employability skills on the Welcome screen.

Key terms:
danger zone enterprise procedures FIFO food segregation Food Standards Code FSANZ HACCP LILO rotation stock rotation storage supplies



cambridge hospitality second edition – electiVe pool Units

Take delivery of supplies
Supplies in the hospitality industry include food and food ingredients, and may also include other goods. Food supplies include dry goods, dairy products, meat and seafood, poultry, fruit and vegetables and frozen goods. Goods other than food often ordered within the industry include beverages, utensils and equipment used for food preparation, cleaning materials and supplies such as linen, tea towels, serviettes, tablecloths, aprons, stationery, vouchers and tickets.

that must be filled in properly to ensure good stock control. All incoming supplies should be checked: • • against specifications against order and delivery information.

activity 1.1
1 Draw up a table like the one below and identify the quality and food safety points you would check when receiving the items listed.
item QUality and food safety points

Check all incoming supplies
To prevent or limit the loss of food supplies when receiving goods, the staff receiving the items should check for quality and look for any aspect that may result in a shorter shelf life for the item. The raw materials should be appropriately packaged and include details of when the item was packed or the use-by date. They should be free from any bruises, defects and rodent activity and kept out of the danger zone (5–60˚C). A delivery docket is a form that accompanies goods from the supplier that is signed on receipt by the customer. All delivery dockets need to be carefully checked for accuracy in regard to the quantity and quality of the product ordered. There are several pieces of documentation related to receiving stock

Fresh fish Frozen chicken Fresh tomatoes Canned pineapple Flour

Identify and record information about the supplier
When ordering goods, staff members need to identify and record information about the supplier as well as carry out various checks on the supplies. Temperature checks are undertaken for a range of foods at different temperatures, including raw foods, ingredients and cold, frozen or reheated food or ingredients. Any variations and
figure 1.01 Check all incoming supplies

discrepancies must be reported to an appropriate person, usually a manager or someone of higher authority. Any variations and discrepancies that must be reported include: • rejection of food that is likely to be contaminated, for example, at the incorrect temperature. Food that is intended to be frozen but has thawed, or cold food that is inside the temperature danger zone • • • packaged food that is exposed through damaged packaging incorrect quantities, amounts or weights wrong products.

figure 1.02 Scales are used to measure the weight of the supplies

Delivery documentation
In the hospitality industry, all purchases should be written down and recorded on an order form. It is a checking system that helps to control what is used, what is needed

Unit 1: receiVe and store Kitchen sUpplies


and what is received. Requisitioning is the industry term used for ordering and purchasing goods. When ordering, it is important for the purchaser to give to the supplier a detailed description of what is wanted, including the quality, size, packaging and weight. Usually a carbon copy (or computer-based) form is used so both the supplier and purchaser have a record of what was ordered. A delivery docket is a form from the supplier that accompanies a delivery of goods. The customer signs it upon delivery to confirm receipt of the goods. The delivery docket is used to identify stock in terms of quantity, size, weight and specific types or descriptions of goods (e.g. A4 paper). Delivery dockets and the items delivered should be carefully cross-checked to ensure there are no discrepancies When receiving goods from a supplier, all delivery dockets need to be checked for accuracy. Delivery dockets should include: • • • • • • the supplier’s name a docket (or order) number the date any credits or changes to the order space for the signature of the person who accepts the goods information about the quantity, weight, brand etc. of all items. If there are variations or defects in items delivered, these must be reported. This can be done in a number of ways. You can indicate on the delivery docket and have the delivery driver witness and initial it, or you can notify the supplier immediately by phone or email and request a credit note or extra delivery.

This helps to ensure that consumers are receiving high quality food goods at all times. A number of local, state and territory food safety regulations need to be administered and adhered to. • Hazard Analysis Critical Control Points (HACCP) – a process that ensures all critical points in the production of a food are controlled to minimise the risk of contamination, through monitoring any potential problems and taking corrective action before food can pose a health risk to consumers. • Food Act 2003 (NSW) (as amended) – the primary law governing food for human consumption in NSW, this Act makes it illegal to sell contaminated or adulterated food. It means that food handlers must conform to minimum standards of hygiene or risk fines, prosecution or even jail. • Food Regulation 2004 (NSW) – this regulation allows the food safety standards to be implemented and have the force of law.

activity 1.2
Emma is employed as a cook for a small restaurant. The manager, who is away on holiday, has told Emma about a delivery that will be occurring during his absence and informed Emma where the documents about the order were kept. The delivery van arrives and the delivery person unloads two crates of fish. Emma and the delivery person weigh the crates and check that the weight indicated on the invoice is correct. Emma signs the invoice. Emma then locks the door of the loading dock and puts the fish in the freezer. 1 Outline two things that Emma neglected to do when she received the fish. 2 Outline two steps in the procedure of receiving goods that Emma followed. 3 Discuss the main reasons for following the correct procedure for receiving goods.

Inspect supplied items
Supplies must be inspected according to enterprise policy and regulatory requirements. A number of specific checks may need to occur in regard to food supplies, including: • • • • checking all items for correct size and specifications, quality and use-by dates checking packaging and reporting anything broken or tampered checking for damage to the actual food item reporting errors or variations on the delivery docket. The code of Food Standards Australia New Zealand (FSANZ) as well as local, state and territory food safety regulations need to be followed. FSANZ is an independent statutory agency that works with the government in Australia and New Zealand to develop standards for the food industry, including what is in our food and food safety. The agency helps to determine such standards as the quantity of meat needed in a meat pie before it can be classed as one. FSANZ also deals with food product recalls when food and basic ingredients do not meet standards.

Manage excess stock appropriately
It is inevitable that some kitchen supplies will be wasted. However, the amount of wastage in an establishment can be reduced by applying some basic principles of stock control. These principles include the following. • Rotation – be aware of products that go out of date more quickly than others. Don’t order an excess of slow-moving goods. Rotate new and old stock so old stock is used first – otherwise known as the FIFO or LILO principles.


cambridge hospitality second edition – electiVe pool Units

FIFO (first in, first out) – rotating supplies is essential to retain the freshness of food products. This means placing new stock at the back of the storage area and bringing older stock to the front.

Staff will need to ensure that storage complies with enterprise procedures, food safety programs and regulatory requirements for temperature, ventilation and sanitation. Some foods, including raw ingredients, will need to be stored in specialty areas.

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LILO (last in, last out) – this is the same concept as FIFO, just in the opposite order.

Storage – use correct storage procedures for specific food to minimise the need to dispose of stock that has deteriorated or become contaminated.

Safe manual handling techniques
All Australian workplaces are covered by legislation that defines employer and employee responsibilities for OHS requirements. In addition, most workplaces have an OHS policy and code of practice that aims to reduce the incidence of illness and injury within the workplace. Many injuries occur when stock is delivered and being put away. To reduce the incidence of injuries, the following should be observed: • OHS lifting techniques – when lifting heavy items, care should be taken. You should bend from the knees, not from the waist, keeping your back straight at all times. Avoid carrying awkward or unbalanced loads. For specific information, see the textbook: Unit 5 Follow health, safety and security procedures. • • Use of trolleys and pallet lifting – where possible use a hydraulic lift or trolley to carry heavy loads. Ask for help from colleagues – seek assistance from other employees to help carry large objects.

Food segregation – keep all supplies of a particular type together and don’t allow foods to mix.

Store supplies
It is vital that goods are stored correctly to minimise the loss of quality. Many kitchen supplies arrive in packaging that clearly states contents and use-by dates – however, supplies are often removed from original packaging for various reasons.

Transport supplies to storage areas
Once received, goods should be transported quickly to their appropriate storage area to protect against loss, contamination, spoilage, temperature abuse and pests. Appropriate OHS and food safety procedures need to be followed at all times. Supplies must be stored in appropriate storage areas. Storage will depend on the item in question but may include: • • • • refrigeration freezers coolrooms dry stores.

Store stock
Make sure you transport the stock to the appropriate storage promptly and safely. Most products are delivered in some form of packaging, which protects them during transportation. When receiving supplies and putting them away, the following guidelines should be followed: • Remove and safely dispose of nails, staples and sharp metallic objects that come in packaging boxes. These items may cause injury. • • • • • • • • Use an appropriate tool to open boxes or containers so the contents are not damaged. Store heavier items on low shelves. Ensure heavy items are not stacked on light breakable shelves or up high. Keep all containers covered to keep out dust, insects and vermin. Remove all loose or spilled foods to discourage insects and vermin from breeding. All lights in storage areas should have guards over them to prevent accidents while transporting goods. Keep storage areas clean and tidy. Do not use containers normally used for other purposes to hold food, such as garbage bags for bread rolls and bottles usually used for detergents. • Perishable items should be immediately stored in the freezer or refrigerator.

figure 1.03 Storage must comply with regulatory requirements

Unit 1: receiVe and store Kitchen sUpplies


• •

Take care not to damage packaging when handling vacuum-sealed and airtight items. Take care not to damage packaging with sharp objects while unpacking and storing.

in packaging that clearly states contents and use-by dates, however, supplies are often removed from their original packaging for various reasons. When supplies are repacked into other containers, information such as contents, date received, date of last quality check and name of employee who carried out the check should be recorded. The use, storage and labelling of chemicals used in the workplace must meet OHS requirements as well as environmental requirements. Many of the chemicals used in the hospitality industry are potentially dangerous to humans, so it is important that they are used and stored in the correct way.

Appropriate storage areas
Stock should be stored in an appropriate area. Each stock type has its own inspection requirements upon delivery and its own storage requirements. Dry goods, canned and bottled goods, highly perishable foods, alcohol, chemicals, stationery and furniture all need their own suitable storage areas. It is necessary to store all products in appropriate locations following the enterprise’s OHS and security procedures. Good storage areas should have the following characteristics: • sanitary – clean shelving, free from grime, adequate seals around doors, protection against vermin and a regular cleaning program • • secure – preferably locked to ensure goods are not stolen; not accessible to non-employees appropriate temperature – temperature and humidity levels need to be appropriate for each item and monitored • ventilated – free from damp and good air circulation.

Shelf life of supplies
Where and how a food item should be stored will often depend on its shelf life: • Dry goods – have a long shelf life and are stored in a cool, dry area, away from vermin and up off the floor. Sunlight can increase the chemical and enzyme reactions in certain foods, reducing their shelf life. For this reason, dry goods should always be stored away from direct sunlight. • Dairy goods – have a short shelf life and must be stored out of the danger zone to prevent contamination. A cool room with a suitable temperature is ideal. • Meat goods – have a short shelf life and must also be kept out of the danger zone. Usually meat goods can also be frozen and kept for a period of up to six months. Supplies must be carefully wrapped and stored to prevent deterioration. • Fresh seafood – has a short shelf life. It should be stored in a cool environment for a maximum of just two days. Seafood can be frozen for a short period, but it must be carefully packaged to prevent deterioration. • Poultry – has a short shelf life if being used fresh. It must be stored out of the danger zone until ready for use. It must be packed appropriately as the juice from the meat can contaminate other foods during storage. It can be frozen for approximately six months if packaged appropriately. • Fruit and vegetables – are best purchased fresh. Fruit and vegetables are seasonal so they may not always be available or, if out of season, their quality may be poor and their price prohibitive. An establishment may choose frozen, canned or dehydrated items if fresh ones are not available, or may substitute a product if something is not available. Different types of fruits and vegetables should be stored accordingly. The shelf life of most fruits and vegetables can be extended by storing them in dry cool environments. However, you should check

Record stock levels
It is necessary to record the levels of stock accurately, following all enterprise procedures and using the appropriate technology. An accurate record of goods taken in and out of storage areas should be maintained. It is important to control waste and manage stock to ensure appropriate stock levels. The recording of stock levels should be carried out accurately and in accordance with enterprise procedures. It is usually done in two ways: • manual (bin cards) – where stock is counted, documented and recorded manually using a bin card system. The bin card records the name of the stock item, the unit price, the amount of stock added or removed from storage, the date that quantity was added or removed, the quantity still in store and date that the last check was made • computerised stock records – where all the same information is recorded as in the manual system, but records are updated electronically as stock is manipulated.

Label stock
When goods are delivered from suppliers, stock should be stored correctly and clearly labelled to avoid products that look similar being confused. Many supplies arrive


cambridge hospitality second edition – electiVe pool Units

with your supervisor before storing all fresh fruits and vegetables. • Frozen goods – must be stored in the freezer to ensure their quality. Establishments must check and ensure freezers are operating at the correct temperature. Regardless of the good, establishments should maintain a system by which they are able to record supply levels accurately and promptly. Individuals should check with enterprise procedures and regulatory requirements. Food should always be labelled correctly, according to enterprise procedures. All containers should be labelled with the item, quantity, date received and use-by date. There should also be space to record the date of the latest quality check and the name of the employee who performed the check.

need to perform your tasks conscientiously and report discrepancies immediately. This can be done either verbally or in writing.

Excess stock and disposal
Checking, cleaning and maintaining storage areas on a regular basis are essential elements of basic hygiene. Correct disposal of waste such as food, cleaning chemicals and out-of-date products helps to avoid incidence of vermin and pests. Where possible, goods should be recycled to help reduce waste and protect the environment.

Maintain stock area
Different types of supplies require different storage conditions. Each storage area needs to be kept organised and easy to access, with all items being stored appropriately. Some different storage areas are listed below: • Stock room – contains expensive items such as electrical equipment, liquor supplies and specialist equipment. Access to the stockroom is often limited to personnel responsible for managing such areas. • Linen room/cupboard – for storage of all the linen used by an establishment, such as sheets, towels, serviettes and tablecloths. Should be well ventilated and free from moisture. • Stationery cupboard – contains stationery supplies such as pens, paper, envelopes, letterhead and general office equipment. • Housekeeper’s office – often where cleaning equipment and materials are stored. It is important that this area is kept locked, as many of the chemicals are toxic and dangerous to touch. Such goods need to be treated with care and not stored near food. The area should be cool, dry and well-ventilated. Some types of chemicals should not be stored next to other types, so product labels and material safety data sheets should be checked.

Rotate and maintain supplies
Rotation of goods is needed in hospitality establishments to ensure food supplies are fresh and are well maintained. Some basic principles need to be followed. • • • • • • Rotate supplies according to enterprise policy. Move and shift supplies according to safety and hygiene requirements. Check the quality of supplies and complete reports as required. Dispose of damaged or spoiled supplies according to enterprise and regulatory requirements. Identify and report any problems promptly. Maintain storage areas to optimum condition, ensuring that they are clean, at required temperature, free from vermin or infestation and free from defects.

Quality of stock
Each product has particular quality points that must be checked on a regular basis. Supplies should be checked to ensure packaging is intact, use-by dates are valid and that there are no obvious signs of pests or vermin. After checking stock, all findings need to be reported to the appropriate personnel. Also upon checking of stock if an excess is noted the stock should be placed into storage or disposed of according to enterprise procedures.

Types of control systems
All supplies in an establishment need to be carefully and constantly maintained and rotated. Effective stock control measures and frequent monitoring ensure that the supplies are of a consistently high quality. When stock control systems are used correctly and according to enterprise requirements, they ensure speed, accuracy and a high level of efficiency within these areas of the organisation.

Report problems with stock orders
Defects or variations in stock orders received should be reported immediately to the following people: • • • supervisor or manager supplier or wholesaler finance or accounts department. Communicating clearly with all departments in the enterprise is vital. Working as part of a team means you

Unit 1: receiVe and store Kitchen sUpplies


Unit summary
At the completion of this unit, students will have discussed, researched and analysed: • principles of stock control including: – rotation – correct storage procedure for specific goods – food segregation – checking for slow-moving items • enterprise requirements and procedures related to the code of Food Standards Australia New Zealand and food safety programs suitable storage for various types of food basic supplies and commodities • • • • • • • hygiene procedures related to stock handling and storage waste minimisation techniques and environmental considerations in relation to the receipt and storage of kitchen supplies OHS issues related to the receipt of goods safe and efficient storage of kitchen supplies various reasons why a food item may be rejected the need to rotate supplies according to enterprise policy correct disposal of damaged or spoiled supplies according to enterprise and regulatory requirements.

• •

Unit summary questions
1 2 3 What do the acronyms LILO and FIFO stand for and how do they apply to stock rotation? From the point of view of a customer, outline the importance of high quality food ingredients. Discuss the need for hospitality establishments to enforce correct storage procedures for their various food ingredients. Under what circumstances should variations and discrepancies in goods be reported? Outline the quality control procedures that need to be undertaken when checking incoming food goods. What role does FSANZ play in ensuring the safe supply of food supplies and ingredients? 9 8 7 Make a list of suitable ingredients that should be stored in: • the refrigerator • the freezer • coolroom • dry stores. When checking incoming food supplies, you find that several of the ingredients don’t meet food safety standards. Outline how you would deal with this issue and the procedures that need to be followed. How would you dispose of damaged or spoiled supplies to ensure they do not further contaminate other ingredients?

4 5 6

10 Outline the procedures undertaken to ensure food storage areas are maintained on a regular basis to keep food supplies clean, at the required temperature and free from vermin and infestation.


cambridge hospitality second edition – electiVe pool Units

Multiple-choice questions
1 When goods have been delivered, checked and signed for, the original of a two-part invoice is a retained by the purchaser. b returned with the delivery person. c sent to the taxation office. d sent to the supplier’s business address. When checking the quality of delivered goods, the staff member accepting deliveries should ensure that a the ‘use by’ and ‘best before’ dates have not expired. b the packaging is not damaged. c the freshness of foods meets in-house purchasing guidelines. d all of the above. A delivery docket may differ from an invoice in that a an invoice often does not contain quantities. b a delivery docket often does not include the cost of the goods. c an invoice often does not include a description of the goods being delivered. d a delivery docket does not need to be signed by the storekeeper or receiving staff member. Delivery of food items should be accepted only if a the delivery is made within 24 hours of the order being placed. b the quality of all the items is acceptable, even if not quite as expected. c all the items on the original purchase order are present. d all the items delivered were actually ordered. Which one of the following statements about dealing with excess stock is not correct? a Excess stock is placed in storage or disposed of in accordance with an enterprise’s requirements. b Excess stock is placed in storage or disposed of in accordance with government requirements. c Excess stock problems should be promptly identified and reported. d Excess stock should be maintained at relatively high levels to ensure all items are always available. 6 An advantage of labelling incoming goods is that it a makes the stocktake easier. b helps the counting of stock as it arrives. c helps with food rotation as it is used. d ensures that the law isn’t broken. Rotation of incoming stock usually involves: a placing new stock in front of existing stock. b shifting existing stock to the left. c placing new stock behind existing stock. d shifting existing stock to the right. Stock rotation is particularly important for _______ goods. a dry b perishable c frozen d canned You must lift an object from the floor. What is the correct body position at the actual moment of lifting? a Back and knees are both straight. b Back is straight but knees are bent. c Back is bent but knees are straight. d Back and knees are both bent.







10 Why should food storage areas be protected from direct sunlight? a Direct sunlight is a fire risk. b Frozen foods thaw out in direct sunlight. c Sunlight can increase chemical and enzyme reactions in food. d During hot weather, storage areas should be kept at a pleasant temperature for staff.


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