2.

Menu Planning:
Align food purchases with the menu requirements.
Analyze sales data to understand popular dishes and plan purchases accordingly.
Consider seasonal availability and incorporate diverse ingredients for a well-
balanced menu.
3. Quality Standards:
Establish clear quality standards for all food products.
Insist on proper certifications for food safety and hygiene.
Regularly inspect incoming shipments to ensure compliance with quality
standards.
4. Price Negotiation and Cost Management:
Negotiate prices with suppliers to achieve cost savings.
Monitor market trends and fluctuations to make informed purchasing decisions.
Consider bulk purchasing for certain non-perishable items to reduce costs.
5. Inventory Management:
Implement a robust inventory system to track stock levels.
Rotate stock to prevent spoilage and wastage.
Set par levels for each item to avoid stockouts.
6. Supplier Relationships:
Cultivate strong relationships with suppliers based on mutual trust and
communication.
Provide feedback to suppliers for continuous improvement.
Consider loyalty programs or long-term contracts for consistent supply and better
pricing.
7. Sustainability and Ethical Sourcing:
Embrace sustainable and ethical sourcing practices.
Consider purchasing locally-produced or organic products.
Communicate your commitment to sustainability to customers.
8. Ordering Process:
Establish a streamlined ordering process, whether manual or through an electronic
system.
Clearly communicate order deadlines and specifications to suppliers.
Verify order accuracy upon delivery.
9. Storage and Handling:
Adhere to proper storage conditions for various food items.
 Train staff on correct handling procedures to maintain food safety.
Monitor shelf life and implement first-in, first-out (FIFO) practices.
10. Regulatory Compliance:
Stay informed about local and national regulations related to food purchasing.
Ensure that suppliers comply with health and safety standards.
Keep accurate records for audits and inspections.
11. Contingency Planning:
Develop contingency plans for unexpected events such as supply chain disruptions
or price increases.
Establish alternative suppliers to mitigate risks.
12. Technology Integration:
Explore the use of technology for efficient procurement, such as automated
ordering systems or inventory management software.
Utilize data analytics to optimize purchasing decisions.
By paying attention to these aspects, businesses can ensure a smooth and cost-
effective food purchasing process while maintaining high-quality standards and
meeting customer expectations.

Purchasing, receiving and storage

In a nutshell: Purchasing is the very first step of a process that takes place in the
kitchen every day. Once food and supplies have been purchased, they must be
thoroughly inspected upon delivery to ensure safety. Food can be saved from
spoiling and contamination by proper storage.

Purchasing
Purchase food and its ingredients from reliable and approved sources. Do not buy
from questionable sources:

 Stay connected with suppliers and, if necessary, request for relevant supporting
documents, including business licences, official export documents and health
certificates, certificates of origin, laboratory reports, etc.
 Conduct annual inspection or audit on suppliers. Qualified suppliers will be
selected as a reference for purchasing the next year, and the list of reliable
suppliers will be updated on a regular basis.
 Ascertain that suppliers have obtained the required valid licenses issued by the
Food and Environmental Hygiene Department.
 Upon delivery, suppliers must provide a copy of testing reports for each batch of
products. The reports must be stamped or signed.
 Update suppliers' information timely.
 Provide full copies of supporting documents such as business registration, health
certificates, and any other system certification documents (if necessary).
 Keep all purchasing and sales records, receipts, food origin and hygiene-related
documents to facilitate food tracing in the event of a food incident.
Receiving
Upon receipt of food, the following items should be inspected:

 Fruits and vegetables are undamaged and free of bruises. No cracked or leaky eggs
and no mouldy dried foods should be received.
 All prepackaged foods have an expiry date, such as "use by" or "best before" dates.
 The outer packaging should be intact with no tears. Canned foods are not bulging,
dented or rusty. The packaging materials are clean and undamaged.
 Store chilled food at 4°C or below, and frozen food at -18°C or below.
 Each batch of seafood (including oysters) must be attached with a valid health
certificate.
 If it is found or suspected that the food is unsafe, has been stored at an improper
temperature for an extended period of time, has been contaminated or damaged,
or is required to be recalled, it must be immediately returned to the suppliers and
separated from normal items during temporary storage.
 Storage
Store food properly. Food should be kept at safe and appropriate temperatures
and used in a first-in-first-out (FIFO) manner:

 Store incoming goods properly as soon as possible: Perishable food should be

wrapped or put in a container within two hours before placing in the refrigerator.
Airtight containers prevent moisture loss while reducing cross-contamination or
physical (foreign objects) hazards to food.
 Do not leave or divide food ingredients outside the food premises to avoid the risk
of food exposure to dangerous temperatures, infestation and environmental
contamination.
 Keep chilled food in the refrigerator at 4°C or below and frozen food in the freezer
at -18°C or below. Food packages should be labelled with the storage date. Make
sure the refrigerator is not overcrowded to allow circulation of cold air.
 Foods that can be stored at room temperature (e.g. canned foods) or dried foods
(e.g. flour, rice, beans, potatoes and spices) should be stored in a clean, dry and
cool place.
 Read food labels carefully and verify the shelf life of foods stored in the chiller /
freezer.
 Attach the date of food processing and any other necessary information to food in
order to apply the first-in-first-out (FIFO) principle to stock rotation. Do not
consume food that has gone beyond its expiration date.
 All refrigeration devices should include a temperature display, which is monitored
and reported twice a day. If any deviations higher than 1°C are identified, checking
of the devices is warranted.

Bacteria can grow rapidly when the food is kept at dangerous temperatures between 4℃and 60
temperature). Therefore, it is important to keep all foods, high-risk food in particular, away from
Danger Zone.

A FIFO stock rotation system enables the safe use of raw materials. According to the principle,
arrange items on shelves in such a way that the oldest items are used first.
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Food Service
Receiving and Storing Food
Safely: A Checklist for Food
Protection Managers
December 5, 2023

8 Min Read

As a dedicated Food Protection Manager,

you have a responsibility to safeguard
consumers by ensuring that all food being
served has been stored correctly.
In this detailed guide, we'll discuss the intricate aspects of receiving and storing food
safely. Beyond the basics, we'll explore a range of strategies and insights that will help
you establish resilient and cost-effective food protection and inventory management
procedures.

Efficient Inventory Management:

Sustaining Food Safety and Operational
Efficiency
Efficient inventory management is the unsung hero of cost-effective food protection. It's
not merely about arranging products on shelves; it's a dynamic process that involves
strategic decision-making and continuous staff training. Let's dissect how a well-
organized inventory system can be your ally when it comes to minimizing waste and
maximizing operational efficiency.

The Financial Perils of Inefficient Inventory

Management
In the context of a food business, inefficient inventory management is comparable to a
broken dam, except it’s money that’s seeping through the gaps.
Consider the repercussions of over-ordering or allowing food items to overstay their
welcome on shelves. Not only do you risk serving unsafe food to consumers, but you
also face profound financial implications that could impact the overall sustainability of
your operation.

Implementing Efficient Inventory Management

There are three fundamental steps you can take to ensure safe and efficient stock
management:

1. Smart Stock Rotation: Elevate your inventory management game by instilling the
practice of smart stock rotation. Train your staff to implement a First In, First Out
(FIFO) policy that prioritizes the use of older items before introducing new ones, thus
mitigating the risks of expiration.

2. Expiration Date Checks: Regularly scrutinize expiration dates with precision. This
not only ensures the safety of the food but also serves as a financial safeguard against
the costly repercussions of disposing of expired items.

3. Strategic Purchasing: Educate your team on the art of strategic procurement. Avoid
over-purchasing, a common pitfall that ties up capital and amplifies the risk of serving
unsafe food.

Case Study: Bonsoir Bistro

Bonsoir Bistro is a popular restaurant in Southern California. Despite being in business
for many years, the owners began to observe serious face food safety issues and
operational inefficiencies. Inadequate inventory management resulted in overstocking
and food spoilage, which in turn increased the number of incidents involving
contaminated food.

They decided to appoint a new Food Protection Manager who then initiated a robust
food safety and inventory management plan. Food handling staff underwent specialized
training, emphasizing strategic stock rotation, meticulous expiration date checks, and
prudent purchasing decisions.

The following results were achieved:

1. Reduced waste: Smart stock rotation significantly minimized instances of expired

items, leading to a reduction in waste and disposal costs.

2. Elevated safety standards: Rigorous expiration date checks ensured the freshness
and safety of ingredients, mitigating the risk of foodborne illnesses.

3. Operational streamlining: Strategic purchasing practices optimized inventory levels,

preventing overstocking and allocating resources more efficiently.
4. Enhanced customer confidence: The appointment of a new Food Protection
Manager elevated the restaurant's credibility, fostering trust among patrons, staff, and
regulatory bodies.

Bonsoir Bistro's dedication to food safety, efficient inventory management, and staff
training not only enhanced operational efficiency but also positioned the restaurant as a
leader in prioritizing public health and safety within the food service industry.

How to Receive and Store Food Safely

A failure to follow established food safety protocols for receiving and storing items can
swiftly lead to premature spoilage, increasing the risk of foodborne illnesses caused by
harmful pathogens.

There are disposal costs to consider too; a reduced shelf life can significantly impact the
bottom line of your food business.

Receiving Deliveries
It’s critical to maintain strict standards when receiving supplier deliveries. By being
vigilant at this stage of the food handling process, you can significantly reduce the risk
of introducing contaminants or pathogens into your establishment.

Here are 10 tips for creating a safe and seamless process for bringing food supplies into
your business:

1. Ensure your delivery area is clean, dry, well-lit and free from pests

2. Check that the delivery vehicle is clean and hygienic

3. Look for signs of pests among the food and within the vehicle itself

4. Confirm that food has not come into contact with non-food items (e.g. chemicals)
during transit

5. Verify storage temperature compliance using a calibrated thermometer

a. refrigerated items should be delivered at 40°F or less
b. frozen items should be delivered at 0°F or below

6. Check for signs of deterioration (e.g. unusual color or smell)

7. Ensure that food packaging is intact and functional with no tears or leaks

8. Check that all items are labeled in accordance with government standards

9. Review expiration dates

10. Keep all invoices and receipts

As obvious as it may sound, you must ensure that your employees are well-informed
about the importance of these checks and are familiar with the proper procedures. This
will help prevent costly errors such as accepting deliveries that include spoiled, expired,
or contaminated food (chemical, physical, or biological contamination).

Strategic Storage Methods

Equip your staff with the knowledge to select the correct storage method for each
specific food type. This simple yet effective practice significantly extends the freshness
of products and reduces the development of harmful pathogens.

Food Storage Containers

Using appropriate food storage containers can make a big difference when it comes to
preserving food quality and safety. When selecting containers, ensure that they meet
the following criteria:

 Durable and Safe

Food containers must be made from materials that are suitable for food storage. You
should also clean and sanitize them after use. Single-use packaging should not be
reused.

 Airtight

Sealed containers can help prevent food spoilage and contamination.

 Clearly Labeled

Include the date of storage to ensure food freshness and support the FIFO inventory
management process.

Storage Temperatures
One of the fundamental principles of food handling and storage is temperature
control. This is because when food items remain at certain temperatures for too long,
they can act as a breeding ground for harmful pathogens that cause foodborne
illnesses. In order to prevent harm being caused to consumers, foods must be stored at
the correct temperature at all times.

The development of pathogens such as salmonella and campylobacter becomes an

issue when perishable food items linger in what is called the Temperature Danger Zone
(TDZ) for extended periods (2 hours or more). According to the United States
Department of Agriculture (USDA), a temperature range between 40°F and 140°F is
where food is most susceptible to dangerous levels of pathogen growth. At this
temperature, bacteria can double in number every 20 minutes.

For this reason, the United States Food & Drug Administration (FDA) mandates that
commercial refrigerator temperatures must not exceed 40°F and freezers must maintain
a temperature of 0°F or less.

FIFO Principles
Enforce and encourage the use of First-In, First-Out (FIFO) principles. This systematic
approach ensures that older food items are utilized first, minimizing the risk of items
being stored beyond their expiration date.

Cold Storage Equipment Maintenance

Neglecting the maintenance of commercial kitchen appliances is a practice that is
fraught with risks. Critical equipment may become ineffective or break down altogether,
jeopardizing operational efficiency as well as the safety of the food you serve.

A prime example of this is refrigerators and freezers. If your cold food storage
equipment fails, food can fall into the Temperature Danger Zone, potentially leading to
foodborne illnesses caused by the growth of harmful pathogens.

Regular maintenance isn't just routine; it's an investment in the longevity of your
appliances that can pay dividends in the form of consistent food safety compliance.

The Role of Food Protection Manager

Training
Food Protection Manager Training plays a vital role in upholding food safety standards
by providing your team with the necessary knowledge and skills to recognize and
prevent potential food safety risks.

Given its significance, numerous U.S. states, such as California, have enacted
legislation mandating that food establishments acquire Food Protection Manager
Certification. This certification is not only a legal requirement but also serves to enhance
your credibility and validate your commitment to both food safety and cost-effective
practices.

The presence of a certified Food Protection Manager on your staff signals to

customers, employees, and regulatory authorities that your business prioritizes food
safety. This certification instills a sense of assurance and trust, which is particularly
invaluable in an industry where the enjoyment and well-being of patrons takes center
stage.
Placing emphasis on food safety and adherence to regulations goes beyond
safeguarding your business; it’s also about protecting public health. After all, the
repercussions of foodborne illnesses can be profound, with hospitalizations and
deaths a possibility in the most extreme cases.

When it comes to keeping consumers safe, the food industry places huge reliance on
Food Protection Managers to consistently apply established guidelines regarding food
storage. In order to carry out their responsibilities to the required standard, these
individuals must undergo the appropriate training.

Find a Userve Food Protection Manager Course that applies to your specific
state, or contact us if you need help choosing the most suitable training program
for you.

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Description

Strategies for Safe Purchasing, Receiving and Storage of Food is a collection

of fun activities that will help students learn ways to keep food safe. This
product is great for students who are preparing for the ServSafe® exam. This
is a collection of fun activities. You can choose to incorporate some or all of
my strategies into your lesson plans. Once you purchase this unit, you will
receive a zipped folder containing the activities I have created. You will note
that each unit contains a variety of learning activities. Many of the activities
are provided with several delivery options. These activities are only for those
teachers who like to make learning fun. Teachers who like for everyone to sit
silently in straight rows should not bother purchasing this product.

Purchasing Principles
• Purchasing Principles Cartoon (two pages)
Receiving and Inspecting
• Receiving and Inspecting Role Play (one page)
• Checking Temperatures Activity (one page)
Accept or Reject
• Worksheet (three pages plus three page key)
• Scenario Sheet (one page)
• Small Group Activity (five sheets)
Labeling
• Labeling Language Worksheet (one page)
Storage
• FIFO Activity (four pages)
• Storage Order (four pages plus four page key)
22 pages

Restaurant Food: Purchasing, Receiving and Storing Tips

Restaurant365
Mar 25, 2022
 Share this

If you can get through to your next ordering day with no leftover product, no spoilage,
and not having to 86 any menu items, then you are winning at ordering. However, this
is hardly the case for most of us.

Why is proper purchasing of food supply important? It is important to put a proper food
purchasing procedures into place because the way that you order, receive, and store
product ultimately helps you to control your food cost.

Here are some best practices to help with easing the flow of food purchasing and
receiving.
Keys to Ordering Product
 Accurately forecast your sales. Forecasting in one of the biggest factors affecting food
purchasing accuracy. It is extremely important to look at last year’s sales each day to
know what to expect this year. You must also consider other factors, such as the current
economy, local events, weather conditions, and local competition to name a few.
 Evaluate your needs. Look at your last order, do an inventory to see what you have on
hand, then consider your sales forecast to determine where you need to be in the next
few days or weeks (whenever your next order is; see below).
 Know the vendors unit sizes. How a product is sold can differ from vendor to vendor.
Before placing an order, you should check to see the unit size – this might be “each”,
case, bottle, container, pound, ounce, etc. It may be necessary to check your vendor’s
terms to see if there is an extra charge to split a case, and to determine if this is worth it
overall.
 Consider the timing of your order. The number of orders you place per week will vary
based on your volume of sales and how much storage space you have. You should
figure out what works best for you – do you need to bulk order dry goods, have seafood
or other produce to coming every few days? Factors like these should be used to
determine a regular schedule, based on your individual needs. The key to lowering your
food costs is to keep your inventory as low as possible without running out of product.
 Have a backup vendor. No vendor will have every item on your purchasing menu,
every time that you need it. It is wise to have a few backup vendors already lined up in
case your delivery is short, and that vendor can’t get more in quickly enough to
accommodate your needs. Be sure to check your contracts with your primary vendors
first.
Keys to Receiving Product
 Engage help. You will not always be there for every order. Train 2-3 trusted employees
to properly receive and store incoming product to ensure that it is done correctly, even in
your absence.
 Schedule deliveries wisely. Make sure to have your deliveries arrive when first
authorized person is there to sign for it. Typically, between 8:00 – 11:00 AM works best
(though you should consider having a specific delivery time window added to your
contract during the next renewal). Nothing is worse than having a truck at the back dock
when the restaurant is slammed. Venders sometimes offer “dark drops” outside your
door for a discount. This is not recommended, because if nobody is there to check the
order for accuracy and quality then you may not be saving money after all.
 Print the order. The person receiving the order should have a printed copy of the order
with them when checking it in. Going off the invoice reflects what the order contains, not
necessarily what you ordered. If your order is shorted, you will want to know
immediately so that you can contact a backup vendor.
 Open each case. It is important to check the count and quality of every item. Not every
operator does this, so be sure to alert the vendor that you are planning to do this in
advance so that their drivers have ample time for you to review your order.
 Return unacceptable items. It’s ok to send poor quality items back with the driver. This
is easier than accepting the item and trying to replace it after you have signed for it. Be
sure to mark these changes on the invoice, and have the driver initial it to head off any
possible discrepancies.
 Spot check weights. Pre-portioned items are convenient and cut out extra steps that
you would had to have done inhouse, but don’t let that put you too much at ease. Even
the most trust-worthy vendors can over or under portion, which can throw off your
consistency and/or food costs. A quick spot check now and then will make sure that you
are getting what you ordered.
 Lock the back door. Make sure to always lock the door, especially after a new delivery
when items are still boxed and near the exit.

Keys to Storing Product

  Get organized. The time spent organizing upfront will pay off with the time that
you save down the road. Be sure that products have a permanent home to make
them easy to find. Similar items should be placed together for easy unloading.
 Put everything away immediately. The same key employees who check in the
order should be responsible for storing it correctly as soon as it arrives. As
tempting as it may be to “deal with it later”, putting it off will only lead to spoilage,
forgotten or misplaced product/boxes, or theft. Your employees learn from you
how important a delivery is. If you don’t value what is in those boxes, neither will
they.
 First in, first out. Be sure to have your staff place the new items behind the
items already on your shelf to prevent spoilage.
 Limit access. Place expensive items in a secure area that only managers have
access to.

Conclusion
The purchasing cycle in food and beverage that your team practices is critical to your
ability to control food costs. Ensuring that you are following a well-organized food
purchasing system will keep help reduce waste, spoilage, and theft.

If you would like to increase efficiency and boost profits, consider automating your
restaurant food purchasing process. Restaurant365 incorporates restaurant accounting
software and restaurant operations software into an all-in-one, cloud-based platform. It
includes tools for financial reporting, operational reporting, inventory control, scheduling,
and more.