Food Purchasing, Receiving and Storage

Prof. Engeline D. Ilumin, RND,MBA

 Objective of Purchasing
➔ to buy goods and services with due consideration to:

1. Right quality, or suitability of the product or service for its intended use.
Specification quality refers to the characteristics the buyer calls for or
specifies for a product or service.
Conformance quality refers to the extent to which goods or services
received measure up to the specifications.

2. Right quantity, which is influenced by:

a. number of servings per unit
b. price, quantity discounts, rebates, small quantity extras
c. money available (budget)
d. shelf-life of product
e. available storage facilities
f. policies of the institution
 Objectives of Purchasing
3. Right time, which means:
a. buying to meet needs without overloading the storeroom with inventory
b. buying to minimize unfavorable effects of price changes

4. Right source. The bases for selecting quality-conscious suppliers include:

a. reputation of firm or seller
b. survey of potential suppliers’ facilities and personnel
c. comparative study of several suppliers
Requisites of a Good Buyer
 Requisites of a Good Buyer
1. Must know market trends
2. Must know and continually
find new sources and new
products
3. Must know his requirements
and must be a judge of what
is a fair price in relation to
specific requirements
4. Must understand purveyor’s
operating situation
Requisites of a Good Buyer
5. Must know how commodities are
grown,processed, transported, marketed
and handled.
6. Must know how to operate/organize
the purchasing department and perform
control functions
7. Must know how to analyze and
compare costs of substitutes and
alternate merchandise
8. Must know how to control functions
and closely folllow control policies and
procedures
9. Must show a high level of
professionalism that advocates
adherence to code of ethics.
 Code of Conduct or Ethics for Buyers
✔ A set of rules of human conduct, with emphasis on what is legally and
socially right. A buyer is expected to:
1. act both loyally and honestly in carrying out lawful policy and instructions,
provided such policy and instructions are not in conflict with his own
conscience;
2. refrain from any activity which may conflict with the interest of the
organization or may impair his impartiality;
3. refuse to accept arrangements which falsify the process of tendering an
open competition;
4. refuse to connive at relaxation of standards of health and safety;
5. aim at a continuing and mutually satisfying relationship with suppliers
rather than short-term advantage;
Code of Conduct or Ethics for Buyers
6. discourage practices which could lead to corruption,
especially those concerned with the giving or receiving of gifts
or other benefits;
7. make the most effective use of all resources employed; and
8. promote the development of high standards of professional
conduct and competence.
 Objective of Food Storage
➔ To maintain an adequate supply of food, ensure its safety for
consumption, and to minimize losses at all stages, from
receiving to production, through spoilage and pilferage.
 Basic Requirements for Facilities
and Equipment
All foodservices must have adequate storage space which must:
1. be situated near the receiving and production areas
2. be kept clean and orderly
3. be provided with basic equipment like weighing scale, sink, with adequate
space for weighing and sorting requirements
4. have adequate containers for both raw and cooked foods
5. be well ventilated
6. have slotted floor racks so that food are not stored on floors
7. have the required number and capacities of refrigerators and freezers
registering the right temperature which can be closely monitored
8. have adequate amounts of mobile and adjustable shelves.
 Arrangement of Food
1. Food items must have a fixed location. Do not keep changing. Commodities
should not be found in several locations at one time because this is a possible
cause of overpurchasing, spoilage, theft, and inventory problems.
2. Food items may be arranged according to: alphabetical sequence, frequency
of usage with the more frequently used items kept near the entrance,or grouping
of commodities.
3. Separate facilities for different classes of food should be maintained if
possible.
4. Observe stock rotation by using the first in first out (FIFO) method.
5. Facilitate availability of stocks be keeping heavy items near entrances to
minimize labor/effort in transferring them.
 Location
➔ The storeroom must be near the receiving and production areas
to facilitate movement and transfer of food. This will lead to:
1. faster storage and issuing
2. maximum security because of less distance travelled
3. reduction in labor requirements
4. reduction in time requirements
 Security
1. Dry food storage must be sealed to avoid insect
infestation.
2. Transfer food from receiving to storage as fast as possible to
avoid pilferage.
3. Open storeroom only at specified hours of the day.
4. Lock freezers and refrigerators when issuing is over.
5. Only authorized employees must be allowed in the storeroom.
6. Only one person must be allowed and held responsible for
handling the keys.
Records. Appropriate records must be consistently and
accurately filled.

Training. Proper employee training on storage procedures

must be extended to those concerned.

Sanitation. Clean storage areas and equipment regularly.

They must be free from insects and rodents.
Practices and Procedures for the Care and
Maintenance of Refrigeration Units
A. General
B. Frozen Storage
➔ The faster food freezes, the better it turns out since sharp freezing
keeps ice crystals small and undetectable. Food freezing should be a
three step process: a) refrigeration to cool; b) sharp freezing; c)
holding at low temperature
Points to consider in freezing:
1. Keep frozen foods at 0oF (-10oC) or less. The lower the
temperature and the less variation, the better.
2. Cook thawed foods promptly . Ground meat and moist meat
provide an ideal place for spoilage organisms to develop
Practices and Procedures for the Care and
Maintenance of Refrigeration Units
3. Never refreeze foods that have thawed. Nutritive value, flavor
and appearance suffer.
4. Insist that frozen items are delivered frozen. Store only clean
packages which have been inspected carefully. Products to be
frozen should be packaged in a commercial freezer wrap to
protect them during storage.
5. Place old stock in front to be used first. Rotate stock.
Purchase frequently.
6. Frozen food will not keep indefinitely. It gradually losses
nutrients, flavor, texture and color.
 FOOD STORAGE GUIDE
A. Storage Areas
B. Storing Foods in the Refrigerated Stores
C. Storing Meats
D. Storing Fish and Seafoods
E. Storing Eggs and Dairy Products
F Storing Fruits and Vegetables
G. Storing Staples
H. Storing Fats and Oils
I. Storing Canned Goods
 FOOD STORAGE GUIDE
A. Storage Areas
1. Dry stores- should be dry, cool, well-ventilated, free from
insects and rodents, clean and orderly; used for canned goods,
china, glass and paper goods, cleaning supplies, linen and
glassware. A Food Stores Index posted in a conspicuous place
will facilitate locating goods.
2. Refrigerated stores- the quality and safety of perishable foods
are greatly affected by the proper refrigeration temperature.
a. Meats – 31-35oF (-1 to 2oC)
b. Seafoods - 29-33oF (-1 to 1oC)
c. Dairy Products - 33-37oF (1 to 3oC)
d. Fresh Fruits and Vegetables - 36-40oF (3 to 5oC)
 FOOD STORAGE GUIDE
B. Storing Foods in the Refrigerated Stores
1. In general, food should be cleaned first before storing.
2. Hot foods should be allowed to cool to room temperature
before refrigeration.
3. Use appropriate containers with cover.
4. Food should be wrapped or packaged properly before
freezing.
5. Package should be labeled with name of food item,
quantity and date.
6. Strong-smelling foods, unless tightly wrapped or covered,
should not be kept in refrigerated stores.
 FOOD STORAGE GUIDE
C. Storing Meats
1. Clean before storing by rinsing in running water
2. Cut into desired style, wrap and freeze if not used
immediately after purchase.
3. Label if necessary, using masking tape or indelible
marking pen,before freezing
4. When thawing meat, do not remove from package. Do
not refreeze thawed meat.
5. Cured meats wrapped in plastic bags should be
refrigerated. Freezing is not necessary.
6. Left-over meats shoud be refrigerated until used the
following day.
 FOOD STORAGE GUIDE
D. Storing Fish and Seafoods
1. Clean first before slicing into desired style.
2. Package and label before storing in the refrigerator or
freezer.
3. Dried fish may be stored at room temperature properly
protected from insects and rodents.
4. Smoked fish should be refrigerated.
5. Crabs, clams, mussels and other mollusks should be
cooked before refrigeration.
6. Shrimps may either be fresh or cooked before keeping in
refrigerated stores. Live shrimps are preferably cooked first,
while shrimps for guisado should be frozen fresh.
 FOOD STORAGE GUIDE
E. Storing Eggs and Dairy Products
1. In the absence of refrigeration, eggs may be stored at room
temperature for about 7 days.Left-over egg yolks and egg whites
should be kept in containers that will prevent drying when kept under
refrigeration.
2. Evaporated milk in unopened cans should be stored in a cool, dry
place. Opened cans, if not used immediately, should be refrigerated.
Otherwise, it will spoil after 36-48 hours.
3. Condensed milk keeps longer than evaporated milk because of its
igh sugar content.
4. To maintain maximum quality, cheeses should be well-wrapped and
refrigerated. The softer and uncured varieties have a very short shelf
life. Pasteurized and processed packaged cheeses do not have to be
refrigerated until they are opened. The hard cheeses may be frozen if
longer storage is needed, to maintain their moisture and flavor.
 FOOD STORAGE GUIDE
F. Storing Fruits and Vegetables

1. Fruits and vegetables should be washed and the decaying

portions removed before storing.
2. Vegetables should be first blanched before freezing if to
be kept for long duration.
3. Root crops are stored at room temperature
 FOOD STORAGE GUIDE
G. Storing Staples
1. Rice should be stored preferably in sacks and placed
on a platform to prevent direct floor contact.
2. Sugar should be stored in tightly covered containers,
preferably non-metallic.
3. The storage room for flour should be well-ventilated
because storage temperature, humidity and length of
storage affect baking qualities. Flour also readily absorbs
objectionable odors.
 FOOD STORAGE GUIDE
H. Storing Fats and Oils
Deterioration of fats and oils is due primarily to oxidation
and absorption of odors. To prevent this, fats and oils
should be stored in closed containers that exclude air and
should be kept at low temperatures to deter enzymatic or
bacterial action. Hydrogenated fats have excellent keeping
qualities.
 FOOD STORAGE GUIDE
I. Storing Canned Goods
1. The storeroom for canned goods should be well-
ventilated and maintained at a temperature of 50-60 oF.
Windows should be screened and walls and floors should be
rat proof.
2. Shelves should be at least 6” above the ground and 2”
away from the wall if in cartons. These should be placed on
states numbered for better control and cross-stocked for
better ventilation.
3. Canned goods sould be marked with date of delivery and
the stock should be used according to the first in first out
principle. Regularly inspect canned goods in storage to look
for signs of deterioration as well as leaks and swells.
PERTINENT LAWS GOVERNING
FOOD PRODUCTS