Vendor Order Checklist

Target food cost is typically 28-32% of projected sales for the week. If the PO total pushes the running food-cost percentage over target, trim non-critical lines or substitute to a house brand before submitting.

Walk the chef through the lines driving the overage. Common drivers: protein cost spikes, an unplanned event order, or a par set too high after a slow week. Decide whether to trim, substitute, or approve the variance.

Sysco, US Foods, and PFG cutoffs are typically 4 PM the day before delivery. Missing the cutoff bumps the drop by a full day — confirm before submitting.

Open every case and count. Signing for 24 when the case held 22 buries the loss in food cost with no audit trail. Note short-ships, substitutions, and damaged cases on the invoice before the driver leaves.

Cold items must arrive at 41°F or below; frozen items solid with no ice crystals. Reject anything out of range — the FDA Food Code does not give credit for "close enough" on receiving temps.

Most distributors require credit requests within 24 hours of delivery. Photograph the issue, note case and lot numbers, and email the rep so the credit posts before the invoice clears AP.

Restaurant Depot or a secondary distributor for protein and produce gaps. Capture the substitute receipt against the original PO so the food-cost variance lands on the right week.

Date and label every case before it goes on the shelf. Pull older inventory forward; new product to the back. FIFO failures are the top driver of avoidable spoilage waste.