“How to conduct purchasing, receiving, storage, and issuing”

PURCHASING
Purchasing entails a series of decision making it involves the
following steps:

 Determine what items or products should be purchased specifying the

quality and quantity. The market situation about the product such as the
supply, demand, market forms available and related information. Know
the suppliers terms and conditions related to purchasing.
 Compare the products available from different sources with your product
specifications.
 Evaluate what the supplies have to offer against your requirements as in
the quantity available, prices, terms and conditions of delivery, methods
of payment, and the like.
 Decide on the supplier or vendor. Place the order by communicating with
the supplier, either formally in or informally by telephone or in person.
RECIEVING
 The following steps are observed in receiving:
1. Set a definite schedule for delivery and receiving of ordered goods. An early morning schedule is usually set for
perishables such as meat, fish, poultry, fruits, and vegetable. Nonperishable’s like groceries and dry goods may
be scheduled for afternoon delivery. Proper scheduling prevents having too many deliveries at one time, which
could cause difficulty in making a thorough check of all goods delivered.
2. Prepare in advance a list of goods expected to be delivered f the nest day. This information can be summarized
from the purchaser’s market quotation list. This list enables one to check whether the goods delivered conform
with one’s order. Likewise, it is easier to check which of the goods expected to be delivered have not been
delivered.
3. As the goods are brought to the receiving area, check each item against the delivery receipt provided by the
supplier. Check for quality, quantity, and price as follows.
 Quality check—The quality of each item delivered is inspected based on the standard purchase
specifications, which every receiving person is expected to know. The actual condition of the goods is also
compared to that described in the invoice or delivery receipt. For example, are the fresh pineapples free from
damaged parts? Are the salad tomatoes firm, not overripe, and free from insect infestation? Are the whole
chicken frozen, individually wrapped, and sealed in thick plastic bags? Are the pork chops sliced eight pieces
to a kilo? Do the cuts of beef correspond to what is stated in the invoice?
 Quantity check – items delivered are counted or weighted. Actual quantities are compared with those written
on the invoice Short weight is noted, so that only the amounts received are actually paid for.
 Price check – The receiving person checks that the prices of goods indicated in the delivery receipt conform
with what was agreed upon during purchasing.
4. After goods have been thoroughly checked, they are immediately dispatched to either the
 Food preparation area for those that are to be used for the day’s cooking, or the
 Storage area, for goods that are to be stored for future use.
5. The receiving person prepares a daily receiving report.
STORAGE
Storing
Dry Storage
1. Nonperishable or dry goods such as canned or bottled products and staples are kept in the dry storage area.
The following guidelines must be observed for proper dry storage:
2. Keep the storage area dry, cool, and well ventilated Dry staples such as flour, sugar, rice, and other condiments
deteriorate fast when kept in damp places. Damp areas also cause growth of mold and give off odors.
3. Room temperature must not go beyond 21°C. Studies have shown that food in general can be stored three
tunes. Longer at 21°C than at 38°C.
4. Do not leave food on the floor as this will cause absorption of moisture and spoilage.
5. If the budget will allow, have metal shelves installed Compared to wood, metal shelves are easier to clean.
6. Keep shelves 5 centimeters (cm) away from the wall and 15 to 25 cm above the floor for good circulation of air.
Cold Storage
1.2. Perishable goods such as meat, fish, poultry, fruits, vegetables, and dairy products are stored in the cold
storage areas. The following guidelines must be observed for this type of storage:
3. Whenever possible, provide separate refrigerated areas for meat, fish, poultry, and dairy products. These food
items have different storage temperature requirements and there is danger of cross-contamination when they
are stored in the same place
4. Limit refrigerated space to what is necessary. Refrigerated space is very expensive. Too much space
encourages unnecessary accumulation of too many stored goods.
5. Keep temperature of refrigerated food at -1°C or lower. Freezing temperature must be –20° to -29°C Fruits and
vegetables are generally stored at 4.5° to 7°C.
6. Defrost and clean refrigerated units regularly Defrosting helps maintain the unit’s efficiency and reduces
unnecessary electrical costs.
ISSIUNG
 The following steps are observed before any stored goods are
issued:
1. The requesting person fills in the requisition form indicating what items
are requested the quantity and the date. He/She likewise signs the
requisition form.
2. The request is submitted to the immediate supervisor or approving
person for approval.
3. The form is sent at least a day in advance to the storekeeper.
4. The storekeeper prepares the goods and issues them on the date
requested.
5. The requesting person receives the goods and signs for all items
received.
6. The storekeeper calculates in cost of goods issued for the day by
multiplying the quantity of goods issued by the price to obtain total cost.