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OR

Food Ordering and Receiving Checklist

Pre-Order Inventory Review

Count walk-in, reach-in, and dry storage

Reconcile counts against the par sheet

Review upcoming reservations and private events

Confirm 86 list and menu changes with sous chef

Order Placement

Build the order in the distributor portal

Verify pricing against last week's invoice

Confirm delivery window with the dock

Submit the purchase order

Receiving Dock Setup

Clear and sanitize the receiving area

Calibrate the receiving thermometer

Pull the open PO and the count sheet

Delivery Inspection

Match each case to the PO line by line

Inspect produce, protein, and dairy quality

Probe-check refrigerated and frozen items

Reject and document out-of-spec items

Storage and Put-Away

Move TCS items to the walk-in within 15 minutes

Date-label every case using FIFO

Update inventory in MarginEdge or R365

File credit memo with the distributor rep

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Incoming Materials Inspection Checklist

Documentation and Identification

Match the packing list to the open PO

Verify the mill cert or certificate of compliance

Record lot and heat numbers for traceability

Confirm the part rev matches the current ECN

Check shelf life on date-sensitive material

Physical Condition and Packaging

Inspect outer packaging for damage or tampering

Photograph any damage or contamination

Verify packaging suits the material type

Stage the receipt in the quarantine bay

Dimensional and Material Verification

Count quantity received against the packing list

Measure critical dimensions per the AQL sampling plan

Run PMI on metallic alloy stock

Record the inspection result

Non-Conformance Handling

Open an NCR in the QMS

Apply red hold tags and segregate to the MRB cage

Notify the buyer for supplier disposition

Record the MRB disposition

Release to Stock

Update the receipt in the ERP

Move material to the assigned stock location

Release the lot for production use

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Perishables Stocking Checklist

Receiving the Delivery

Stage the receiving area before the truck arrives

Probe-check temps on TCS items

Match invoice line items to the PO

Inspect produce, proteins, and dairy for quality

Decide whether to accept or reject the load

Reject and Credit Process

Photograph the rejected items on the dock

File the credit request with the distributor rep

Adjust the prep list around the shorted items

Walk-In Storage and Rotation

Date-label every case and pack with use-by

Rotate FIFO with older stock pulled forward

Shelve raw proteins below ready-to-eat items

Move frozen goods to the freezer within 15 minutes

Inventory and Cost Tracking

Enter received quantities into MarginEdge or R365

Flag price variances above 10% for the chef

Update par sheet for tomorrow's order build

Pull and discard items past the use-by date

Walk-In Maintenance and Sign-Off

Log walk-in and reach-in temps on the cooler chart

Wipe down shelves and sweep walk-in floor

Manager sign-off on the receiving record

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Receiving and Storage Checklist

Dock Receipt and PO Match

Match packing slip to the open PO

Inspect pallets for freight damage

File a carrier damage claim

Verify quantity against the packing slip

Documentation and Traceability

Capture heat and lot numbers

Collect the supplier C of C and mill cert

Verify shelf-life dating on time-sensitive material

Incoming Inspection

Determine the incoming sampling plan

Run dimensional inspection on the sample

Perform PMI on alloy material

Disposition the inspection result

Open an NCR and segregate to MRB

Storage Area Readiness

Confirm the assigned bin location is empty and labeled

Verify temperature and humidity for sensitive stock

Stage hazmat to the chemical storage area

Put-Away and System Update

Receive the PO line in the ERP

Apply lot label and bin location tag

Move material to the assigned bin

Notify the buyer and planner of receipt

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Receiving Shipment Checklist

Pre-Arrival Preparation

Pull the open PO from the inventory system

Clear and sweep the receiving dock

Stage pallet jack, box cutters, and scanner

Capture the PO number for this run

Freight Arrival and Unloading

Inspect pallet wrap and cartons before signing the BOL

Photograph any visible carton damage

Record freight condition on arrival

Unload pallets to the staging zone

Damage Claim Workflow

Note damage on the BOL before the driver leaves

File a freight claim with the carrier

Notify the buyer of the damaged shipment

Piece Count and Quality Inspection

Scan each carton against the PO line

Count units inside each carton against the packing slip

Inspect units for defects, mis-picks, or wrong color

Confirm whether the count matches the PO

Shortage and RTV Resolution

Log the shortage SKUs and quantities

Open a chargeback ticket with the vendor

Tag defective units for RTV and segregate

System Receipt and Stocking

Receive the PO in the inventory system

Apply source tags or EAS sensors to ticketed SKUs

Move replenishment to the floor per planogram

Shelve overstock to its stockroom location

File the signed BOL and packing slip

Receiving Sign-Off

Break down cartons and recycle dunnage

Manager signs off the receiving log

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Supply Quality Checklist

Receiving and Inspection

Inspect the delivery truck before unloading

Probe-temp the cold and frozen cases

Check packaging for damage or tampering

Count cases against the purchase order

Reject the delivery and notify the vendor rep

Product Quality Inspection

Sensory-check proteins and produce

Check use-by and pack dates on every case

Spot-check spec on key high-cost items

Storage and Handling

Log walk-in and freezer temperatures

Rotate stock using FIFO

Store raw proteins below ready-to-eat items

Walk the dry storage for pest signs

Documentation and Compliance

File the signed invoice and BOL

Capture COAs and source documentation

Request a credit memo from the vendor

Supplier Performance Review

Log on-time delivery against the window

Update the supplier scorecard

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