Receiving and Storage in Food Production Department

Receiving

Receiving is a function that involves checking of the quality, quantity and conditions of the
incoming foods followed by their proper storage. It can also be defined as an activity for
ensuring that products delivered by suppliers are those that were ordered by the food service
manager.

STANDARD RECEIVING PRACTICE

A set of standard receiving practices should include the following:

 Plan for delivery and have tools for receiving ready.
 Visually inspect all items and look for signs of container damage
 Check and record temperatures of frozen and refrigerated items
 Count each item that can be counted (number of cases or number of individual items).
 Weigh each item that is delivered by weight (such as meat). Approved weighing
scales must be provided for this purpose.
 Check the count or weight figure against the count or weight figure on the invoice
accompanying the delivery. If purchase orders are used, the invoice information
should also be verified against that.
 Confirm that the items are of the quality desired.
 Reject unacceptable goods and note the rejection on the invoice.
 Any item which does not conform to the standards according to specifications are
returned with the person delivering the food along with a note on the delivery chalan
stating the items returned.
 The request is made for replacement of the returned goods according to specifications
immediately. The items if not replaced within the specified period are then bought or
substituted and the supplier is warned against any such occurrence again. If such
behaviour is again repeated, then the supplier is usually changed.
 Spot check case goods to ensure that they are full and all items in the case are of the
same quality.
 Check off items on the invoice.
 Check prices on invoices against prices quoted on the market quotation sheet or
against the purchase order if purchase order is used.
 If goods are delivered without an invoice, prepare a memorandum invoice listing
name of supplier, date of delivery, count or weight of items and from the market
quotation sheet, the price of the items.
 Sign the invoice.
 Date the food packages
 Store all items in proper storage locations as soon after delivery as possible.
 Send all invoices and credit memoranda to the accounting office.

. POINTS TO ENSURE WHEN FOOD IS RECEIVED

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  Staff available to inspect when food arrives
 All packaging are intact and is not damaged or ripped
 Unpackaged food is in clean containers and covered completely
 Materials used to cover food are suitable for food packaging
 Frozen foods should not show signs of thawing
 Potentially hazardous foods are kept below 5 degrees Celsius or above 60 degrees
Celsius
 Food is within the “best-before” or “use-by-date”.

CRITERIA FOR ACCEPTING OR REJECTING FOOD DELIVERED

Meat, Lamb and Mutton: In food service institutions, meat may be purchased in one of the
following forms-in the carcass, by the quarter, wholesale cut or in ready-to-serve portions. It
should be delivered at a temperature of 41°F (5°C) or colder. Meat should be obtained from
an approved source. The flesh should be bright pink in colour and should not have any bad
odour.

Fish: Fish should be delivered at 41°F (5°C) or colder. The eyes should be bright, clear and
full. The flesh should be firm and not separating from the bones. The gills should be reddish
pink with no slime. The scales should be bright colored, glossy and adhering to the skin. It
should not have any off odor.

Shellfish: They should be delivered at 45°F (7°C) or colder. They should be delivered with
their shells intact and clean.

Poultry: They should have tender meat with soft pliable, smooth textured skin and flexible
breast bone cartilage. They should be obtained from an approved source. They should be
delivered at 41°F (5°C) or colder.

Eggs: They should be delivered at 45°F (7°C) or colder. They should be obtained from an
approved source. The exterior should be clean.

Milk and milk products: All the milk and milk products should be pasteurized. They
should be delivered in proper cartons or containers at 41°F (5°C) or colder. They should be
purchased from an approved source. They should not have any off odor. All milk and milk
products should have been produced and handled in accordance with the best sanitary
practices.

Vegetables and fruits: Uniformity in variety, degree of maturity and freedom from defects
are the selection criteria for vegetables and fruits. The criteria for accepting some of the
common vegetables and fruits are given below:

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  Vegetables-Beans should be firm, crisp, snap readily when broken, stringless and spot
free
 Brinjal uniform dark colour, smooth, heavy for size
 Cabbage bright, fresh, firm and free from yellowing or cracks
 Carrots firm, fresh, crisp, well shaped and good colour
 Cauliflower compact, heavy, firm, curd like heads and no black spots
 Green leafy vegetables fresh, clean tender leaves. The leaves should not be wilted.
 Onions bright, hard, well shaped
 Potatoes sound, firm, fairly smooth skin, no green discoloration or black spots, heavy
for size
 Tomatoes mature, firm, but not overripe, smooth skin, good colour, heavy for size
 Fruits-Banana plump and free from bruises
 Citrus fruits firm, well shaped, heavy for size, thin skinned and juicy and should have
few seeds
 Grapes plump, fresh, highly colored
 Pears fairly firm and free from blemishes
 Pine apple fresh, clean appearance and hollow eyes

Cereal, cereal products, pulses and legumes: Examine for presence of insects, foreign
materials like stones, hair, etc. reject if lumpy, discolored or with odors characteristic of
infestation. The packaging should be clean and in good condition.

Nuts: Reject of there is presence of insect or their residues, off flavor and colour change.

Fats and oils: Any signs of leakage or any unusual seal may indicate spoilage, rancidity or
willful contamination.

Canned foods: It should be obtained from an approved source. The cans should not have
swollen ends, leaks, rust or dents. The label should be readable and attached to the product.

In food service institutions, more than fifty percent is spent on food materials. If there are no
proper receiving practices, a number of problems may arise such as careless losses, failure
to assure quality and quantity of goods delivered and pilferage. These potential losses can
cut into the profits of the organization. Proper control in the receiving area will ensure lesser
food losses and increase in the profits of the organization.

FOOD STORAGE PROCEDURES

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The length of time food may be kept satisfactorily depends on the quality of the product when
stored, how well it is stored, and the temperature of the storage area. The manager should be
consulted in regard to any food that may be questionable, before beginning food production
or service. All food preparation facilities must have areas designated for dry, refrigerated or
frozen storage. These areas should be maintained as follows:

A. DRY STORAGE

1. Dry storage areas should be dry, cool, well-ventilated, clean and free from insects and
rodents.
2. Foods should be stored a minimum of 6-inches from the floor and 2-inches from the wall
on racks or pallets to allow for air circulation. Do not store foods directly on the floor.
3. Canned foods should be removed from the cardboard shipping cases prior to shelving.
4. When shelving, the date of receipt should be clearly marked on all purchased food items
and the date of packing listed on the cardboard .
5. Dates should be marked on each can or unit using a black marking pen.
6. Opened ingredients (flour, sugar, etc.) should be stored in sealed, airtight containers.
7. Bagged items (flour, sugar, etc.) should be cross-stacked for ventilation.
8. Cleaning products and chemicals should be stored in a separate location from food storage
areas.

COLD STORAGE

1. Cold (both refrigerated and freezer) storage areas should be clean and free from moisture
or ice build up.
2. Foods should be stored a minimum of 6-inches from the floor and 2-inches from the wall
on racks or pallets and should be arranged to allow for air circulation.
3. Do not store foods directly on the floor. All items should be marked with a receiving date
prior to shelving.
4. Opened ingredients should be stored in sealed, airtight containers
5. Cold storage areas should have a minimum of one thermometer installed to monitor
maintenance of temperatures between 32-40 degrees F (cooler) and -10-0 degrees F (freezer).
Temperatures in cold storage areas should be recorded daily on the temperature record.
6. Previously frozen food items must not be refrozen.
7. Frozen food items should be stored in their original containers until used in preparation.
8. Foods with strong odors should be placed in airtight containers to prevent odor transfer to
other foods.
9. To prevent cross contamination, do not store meat items above other foods in the cooler.
10. Doors to all cold storage facilities should be kept closed when not in use.

Good Food Storage Practices

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Good food storage practices are crucial for maintaining the quality, safety, and freshness of
ingredients in a kitchen, regardless of the location. Here are some specific food storage
practices for a kitchen in India:

1. Dry Storage for Grains and Pulses: Store grains (such as rice, wheat, and lentils) in
a cool, dry, and well-ventilated area to prevent moisture buildup and insect
infestation. Use airtight containers or storage bins to protect against pests.
2. Spice Storage: Store spices in airtight containers away from direct sunlight and heat
to preserve their flavor and aroma. Consider using opaque containers to protect spices
from light exposure, which can cause flavor degradation.
3. Refrigeration for Perishables: Use refrigerators to store perishable items such as
dairy products, fresh fruits, vegetables, and cooked foods. Ensure that the refrigerator
temperature is set between 0°C to 4°C (32°F to 40°F) to prevent bacterial growth and
food spoilage.
4. Freezing for Long-Term Storage: Use freezers to store items that need to be kept
for an extended period, such as frozen meats, seafood, and prepared meals. Package
foods in airtight, moisture-proof containers or freezer bags to prevent freezer burn and
maintain quality.
5. Proper Organization: Organize food items in storage areas based on their type, shelf
life, and temperature requirements. Store raw meats separately from ready-to-eat
foods to prevent cross-contamination. Use labels and date markers to indicate the
contents and expiry dates of stored items.
6. Regular Inventory Checks: Conduct regular inventory checks to monitor stock
levels, rotate products based on the first-in, first-out (FIFO) method, and identify any
expired or spoiled items for disposal.
7. Cleaning and Maintenance: Keep storage areas clean and well-maintained to
prevent the buildup of dirt, dust, and pests. Regularly clean shelves, bins, and
refrigerators with food-safe sanitizers to ensure hygiene and food safety.
8. Temperature Monitoring: Use thermometers to monitor the temperature of
refrigerators, freezers, and storage areas regularly. Calibrate thermometers as needed
to ensure accurate readings and adjust temperature settings accordingly.
9. Safe Handling Practices: Train kitchen staff on safe handling practices to minimize
the risk of foodborne illness. Emphasize the importance of washing hands, using clean
utensils, and avoiding cross-contamination during food storage and preparation.
10. Adherence to Food Safety Regulations: Familiarize yourself with local food safety
regulations and standards, such as those set by the Food Safety and Standards
Authority of India (FSSAI), and ensure compliance with all relevant guidelines for
food storage and handling.

By following these food storage practices, kitchens in India can maintain the quality and
safety of their ingredients, minimize waste, and ensure that food is stored under optimal
conditions for freshness and flavor.

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