Procurement

Goods Receiving

To accept only goods that match the purchase order in quantity, quality and condition, and to create the record the invoice will be paid against.

Scope

Applies to every delivery to every property, including food, beverage, operating supplies and contractor materials.

Receiving Clerk checks and signs. The requesting department verifies quality. Finance matches the invoice.

Purchase order, calibrated scales, probe thermometer, goods received note, camera.

Refuse any delivery that arrives without a purchase order reference.
Check the vehicle condition and cleanliness before unloading chilled or frozen goods.
Probe chilled goods on arrival and reject anything above 5 degrees Celsius.
Probe frozen goods and reject anything above minus 15 degrees Celsius or showing signs of thawing.
Weigh or count every line against the purchase order. Do not accept a rounded quantity.
Check expiry and production dates and reject anything with less than the agreed remaining shelf life.
Inspect packaging for damage, pest evidence or leakage, and photograph anything rejected.
Record partial deliveries and short quantities on the delivery note before signing it.
Sign only for what was actually received, never for the full order as a courtesy.
Move chilled and frozen goods to storage within fifteen minutes of acceptance.

Do not accept any food delivery from an unrefrigerated vehicle. Do not lift beyond the safe manual handling limit.

Every delivery has a goods received note matched to a purchase order. No invoice is paid without one.

Escalate to Procurement and the Executive Chef for repeated quality failures from a supplier, and any rejected temperature delivery.

Procedures are issued to a property, acknowledged by the staff it applies to, and re-issued when they change.