Checking in and receiving of deliveries and capturing the invoice

Receiving deliveries and checking in the order is the start of one of the most important responsibility circles in your business.

This is the first step in checking quality and quantity, two of the most determining factors in your food cost. If the quality is poor you will have stock losses and if you sign and accept the invoice not receiving all the stock that is invoiced you are losing the battle already.

Therefore the following steps for receiving and checking in:
  • Allow the supplier in.
  • Lock the back door.
  • None of your stock can leave the store now.
  • Pack the new stock away from your current stock to avoid confusion of the quantity received.
  • Check-in the order.
  • Check the quality.
  • Tick the invoice per item received.
  • Compare the invoice to the order book.
  • If there is a discrepancy notify the supplier and request a correction to be made
  • Check the temperature of the delivery vehicle if frozen or refrigerated stock is delivered.
  • Check the temperature of the stock if refrigerated or frozen stock.
  • Check for any damage or spoilage.
  • Discoloration, dents, blown vacuums, cracked or broken food items, leaks or stained packaging.
    check expiry dates.
  • Record discrepancies, incorrect or damaged stock on the delivery document as returned stock.
  • Call or email the supplier and request the credit note.
  • If goods are rejected remember to re-order.
  • Consider health and safety and pack away goods to avoid accidents.
  • First in first out.
  • Do stock rotation.
  • Defrosting and topping up.
  • Pack stock away.

Do not feel rushed by the delivery guys. Request that they point out the items as you check them. 

Insist that while delivering that the delivery guys pack the stock neatly and safely so that it is easy to count.

Be courteous and firm while receiving deliveries. There are many delivery people who have mastered delivering items short or obscure expiry or sell-by dates that are extremely close to the D date.

Once you show the delivery people that you have a system and a procedure that you follow they will not attempt any shenanigans and actually assist you in doing the task correctly.

Capturing of invoices:
  • Is the invoice details legally correct?
  • Dated
  • Address
  • Company name and registration number.
  • Numbered.
  • Account number displayed.
  • VAT number.
  • Units purchased.
  • Value of the invoice including and excluding vat.
  • The VAT amount specified.
  • Are the items invoiced received?
  • Are the prices charged correctly?
  • Is the VAT calculation correct?
  • Are the invoiced items on your pos.
  • If not please load such.
  • Capture invoices as they arrive.
  • Report mistakes immediately.
  • Insist on receipt of the new invoice.
  • Was the invoice signed by your manager on duty.
  • Were the weights checked and recorded?
  • Were the quantities checked and recorded?
  • Sign the invoice as captured.
My suggestion is to build in a triple-check: 
  • Reading the invoice and transferring the information.
  • Reading the invoice out loud after transferring it.
  • Ticking off the cost items charged for on invoices and ticking the excluding, including and VAT amounts before filing the document.
The devil is in the detail: 
  • Computers are only as good as the people that punch the buttons. 
  • Accuracy of transferring the detail is imperative. 
Marius Joubert
Author: Marius Joubert

Founder of the first true community for the restaurant and hospitality industry.

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