Southern Philippines Medical Center

Nutrition and Dietetics Service

About the Lecturer

Nutritionist-Dietitian II
Insert
photo Administrative Dietitian- Receiving
here
• Graduate, Bachelor of Science in Nutrition and Dietetics | University of
Southern Mindanao
• Trainings:
• Diabetes Education Training (PADE-ADNEP)
• Nutrition Care Process
• Severe Acute Malnutrition (PIMAM)
• Nutrition in Emergencies
• Early Warning System for Food and Nutrition Security
• Nutrition Program Management

• Recognitions
• Internal Quality Auditor
• Elected President, NDAP- DAVAO Chapter (Year 2022)
 Southern Philippines Medical Center
Nutrition and Dietetics Service

Receiving, Issuance, and Storage

Lovely Joy P. Caballero,RND

Administrative Dietitian
Food Procurement-Receiving
Learning Objectives:

1. To define receiving and familiarize its work flow

2. To distinguish good quality from bad quality food items

3. Discuss SPMC-NDS Suppliers’ Policies

4. Demonstrate how to prepare disbursement vouchers

5. Discuss SMPC-NDS Storage and Issuance Protocols

 PR with
specification

Let’s Receiving,
Issuance &
storage
Canvass/
Bidding

review!
Abstract and
Market Order winning
supplier
 PR with
specification

Let’s Receiving,
Issuance &
storage
Canvass/
Bidding

review!
Where are we now?
Abstract and
Market Order winning
supplier
The Market
Order
RECEIVING
❑ Is a management responsibility which
involves making certain that the items
ordered are satisfactorily received in
terms of quantity and quality.
❑ Losses will result when food of poor
quality is delivered or items are under
weighed.
❑ Extra care should be exercised in
checking orders and weighing food
being received.
DO’s IN RECEIVING
❑ Evaluation of products’ quality through
their appearance, temperature and
expiration dates.
❑ Consistent & routine procedures are
essential
❑ Adequate controls to preserve quality &
prevent loss during delivery and receipt
Personnel In-charge
❑ Separate duties of purchasing & receiving basic to check-
and-balance system

❑ Well -trained employees to perform receiving tasks

competently

❑ Employee receiving order must know standards the

supplies must met
DO’s IN
RECEIVING
❑ Look for spoilage and
insect infestation.
❑ Items which are out of
specification must be
rejected. Fill-out the
rejection form if needed
Rejection Form
DO’s IN
RECEIVING
SHELF LIFE IS
7 DAYS, UNWASHED

NDS DELIVERY
SCHEDULE:
MONDAYS & THURSDAYS
GOOD PRODUCT
SPECIFICATION/S
MEAT INSPECTION
CERTIFICATE
WHAT ARE THE
RIGHT QUALITIES
Critical Controls in
Receiving

The receiving officer

should be a
Nutritionist-Dietitian
together with the
Hospital inspector.
The Inspector
DO’s IN RECEIVING
DO’s IN • CAN YOU NAME SOME?
RECEIVING
There should be
adequate facilities and
equipment for
receiving
Facilities &
Equipment
DO’s IN
RECEIVING
❑There should be an established delivery time based on
the needs of the hospital. Food items that need
precooking should be ordered and delivered in
advance.

BREAD 4:00 am to 5:00 am

MEATS, FISH, AND POULTRY 4:00 am to 12:00 nn

FRUITS AND VEGETABLES 6:00 am to 12:00 nn
GROCERY ITEMS 9:00 am to 4:00 pm
DO’s IN
RECEIVING
❑Market Order must always be on hand to
check all delivered items against
specification and quantity called for.
SUPPLIERS’ POLICY

1. The suppliers are required to complete all

deliveries on the day:
❖BREAD on or before 5 am
❖VEGETABLESon or before 12 noon
❖MEAT/ FISH on or before 12 noon
❖GROCERIES on or before 4:00 pm
 FRUITS and Vegetables** FRUITS and Vegetables** FRUITS and
Vegetables Vegetables Vegetables
Meats Meats
HALAL items HALAL items Meats
Frozen Fish Frozen Fish
Meats Meats Fresh Fish
Chicken Chicken
Fresh Fish Fresh Fish Chicken
Eggs
Chicken Chicken Grocery

Eggs

Processed items

** only when necessary

SUPPLIERS’ POLICY

2. Receiving of deliveries will be

on First-Come-First-Serve
accommodation, but should put
into consideration the
perishability of the supplies.
SUPPLIERS’ POLICY
3. Suppliers and/or helpers should
be in complete PPE (Personnel
Protective Equipment) upon
entering the Receiving Area; (1)
Apron, (2) Face Mask, (3) Hairnet,
(4) Closed Kitchen Slippers, (5)
Hand gloves if necessary. Suppliers
will provide their own PPE. NO PPE.
NO DELIVERY.
SUPPLIERS’ POLICY

4. Suppliers of fruits and vegetables

are required to clean and wash all
their deliveries and arrange for
proper storage.
5. Before leaving, suppliers are
required to clean the area they
used; i.e. sink, blood drippings,
and/or dirt on the floor.
SUPPLIERS’ POLICY CONT...

6. Suppliers need to inform the receiving Dietitian

ahead of time if there is no stock available:
❖ VEGETABLES 5:00 AM or earlier
❖ FRUITS one day before the delivery date
❖ MEAT/ FISH one day before the delivery date

7. Any incomplete deliveries will result to non-processing of

documents for voucher and should complete all the
required documents within the day for checking and review.
❖1st offense- reprimand
❖2nd offense- delay on voucher processing.
Upon delivery, suppliers provide DELIVERY RECEIPTS, CASH
SALES INVOICE, AND STATEMENT OF ACCOUNT
COMPLETION OF RECEIVED
RECORDS
DISBURSEMENT VOUCHER- is a form
used to have a check made to pay an
individual or an organization for
merchandise sold or service rendered.
 For the tax computation, refer to the table below:

TO LESS VAT VAT EXEMPT NON-VAT

Expanded Withholding 1% of the total 1% of the total amount 1% of the total amount
Tax amount / 1.12 / 1.12

Added Tax 5% of the total amount / none 1% for all processed

1.12 items & groceries. Except
for Brown Sugar and
Peppercorn
 Order of Documents

CANVASS BID item/s

1. Disbursement Voucher
1.Disbursement Voucher
2. Summary
3. Statement of Account
2.Summary
4. Charge Sales Invoice/Delivery Receipt 3.Statement of Account
5. Market Order 4.Charge Sales Invoice/Delivery
6. Abstract of Quotation Receipt
7. Purchase Request/Certification of
Availability of Funds 5.Market Order
8. Resolution 6.Notice of Award
9. Waive letter- if necessary
7.Notice to Proceed
Order of the Documents
 STORING
Is a responsibility supplementary to receiving. The proper
storage of food immediately after it has been received and
checked: is an important factor in the prevention and control
of loss or waste. Adequate space for storage should be
provided in a location accessible to receiving and preparation
area.
❑A store-aide or
trained reliable NDS
personnel should be
in charge of the
storeroom, under
the supervision of
Nutritionist-
Dietitian.
❑Upon delivery, foodstuffs should be properly stored. Perishable
items should be placed in a refrigerated storage and non-perishable
items in a dry storage.
Delivered items are recorded by the storeroom
keeper in the stock cards
STOCK CARDS

A system which records

all stock movement and
allows someone to
compare the stock
balance on record with
the actual physical stock
present

UPDATED DAILY
❑All storage should be
kept locked for adequate
control and loss and
pilferage.
❑All openings to the outside
environment must be secured
against rodents, pests, and
insect invasion.
❑Dry storage areas should be clean and well ventilated.

❑Refrigerators and freezers should be equipped with

thermostats/thermometers, checked and recorded daily on a
refrigerator/freezer temperature chart and properly
maintained.
Freezer Temperature Range
(-1oC to -18oC)

Chiller Temperature Range

(0oC to 5oC)

Room Temperature Range

(20oC to 25oC)
TAGGING
Shelves for storing containers of food should be at least 12 inches
above the floor or on wheels to permit proper cleaning of floors and
to protect containers form splash and other contamination.
REQUISITION AND ISSUANCE

❑Food should be issued only upon

presentation of a properly prepared signed
requisition slip

❑The requisition slip must contain a list of all

items and quantities requested and must
include the signature of the requesting
personnel, should be verified by the Cook’s
Supervisor, and approved by the Food
Production Dietitian.
REQUISITION AND ISSUANCE
Guidelines in Issuing of Suppliers from the Property Section
Storeroom

❑Supplies like rice, soap, detergents, insecticides, office

supplies, and other food supplies for stocks should be
requested from the Property Section.

❑Requests should be written in the RIS form. Supplies

Requisition and Issue Form. Supplies requested should
be based on a weekly consumption.
❑The RIS should be given to the Property Section
storekeeper and the Nutritionist-Dietitian or his/her
designate should receive the supplies and endorse
them to the dietary storekeeper.

❑The Nutrition and Dietetics Service storekeeper

issues the supplies to be used for the day following
the procedures mentioned earlier. The storekeeper
should record the supplies received and issued on
the stock card or Supplies Ledger Card
 Situation analysis

1. The supplier Robert Enterprise was informed

to deliver 200 kg of pineapple. Upon
receiving, the dietitian discovered that there
were small and medium sized brought. So
what’s the best to do?

SPECIFICATION:
Pineapple, ripe, medium sized, fresh, clean
and free from dirt and pest in kilos

Best Action:

Your Answer?
 Situation analysis

1. The supplier Robert Enterprise was informed

to deliver 200 kg of pineapple. Upon
receiving, the dietitian discovered that there
were small and medium sized brought. So
what’s the best to do?

SPECIFICATION:
Pineapple, ripe, medium sized, fresh, clean
and free from dirt and pest in kilos

Best Action:

Reject Small Pineapples

2.) BCL Meat And Poultry Supply
delivered 40 kg of ground pork. It
was inspected during receiving
however, when used by the cook, a
small metal ball was found. What’s
the next best thing to do?

Best Action:

Your Answer?
2.) BJ Meat And Poultry Supply
delivered 40 kg of ground pork. It
was inspected during receiving
however, when used by the cook, a
small metal ball was found. What’s
the next best thing to do?

Best Action:

Call the supplier’s attention. Investigate and

make an Incident Report.
3.) Supplier RR called the receiving dietitian that the
ordered pepino is unavailable. What’s the next best
thing to do?

Best Action:

Your Answer?
3.) Supplier RR called the receiving dietitian that the
ordered pepino is unavailable. What’s the next best
thing to do?

Best Action:
Ask the supplier for the replacement of the
unavailable vegetable. Investigate why pepino
was not available.
Lovely Joy P. Caballero,RND
ND II- Administrative Dietitian-Receiving