Food-Service-Manual-for-Health-Care-Institutions

Food Service Manual for Health Care Institutions
592
Exhibit 18.2. Invoice Stamp
Date Received: _________________________________________________________________
Quantity: ______________________________________________________________________
Price Correct: __________________________________________________________________
Extension Correct: ______________________________________________________________
Entered in Computer: ____________________________________________________________
Sent to Finance and Accounting: __________________________________________________
Institutions with a centralized receiving department usually require a written report for all
merchandise received. The food service director and the buyer should have copies for their files.
Two receiving methods are used most often in food service operations. These methods are
invoice receiving and blind receiving.
Invoice Receiving
Invoice receiving involves having a receiving clerk check the items delivered against the original
purchase order or telephone order (documented in writing) and note any discrepancies.
This method makes it easy for the clerk to check the quantity and quality of the materials delivered
against the specifications. Invoice receiving is quick and economical, although it loses its
advantage if the clerk fails to compare items delivered with the specifications and simply uses
the delivery invoice as a reference.
Blind Receiving
With blind receiving, the clerk uses an invoice or a purchase order that has the “quantity
ordered” column blacked out. The clerk records the quantity actually received for each item on
the invoice or purchase order—not on the supplier’s invoice. This method takes more time than
invoice receiving because it requires that the clerk prepare a complete record of all merchandise
delivered. Even so, blind receiving is the more reliable method of the two.
Record Keeping
Maintaining records of all merchandise delivered is as important as inspecting deliveries for
quality and quantity. The methods and forms used for this purpose may be simple or complex,
depending on the level of documentation required. A receiving record must be kept so that all
personnel involved in purchasing, using, and paying for supplies are informed of what was
received. Depending on whether receiving is centralized or takes place in the food service
department, one or more of the following records may be used.