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[Audio] Receiving of Food and Beverage: A Comprehensive Guide The receiving process is essential to ensure the highest quality and specification of goods in PPG organization. This guide outlines the three crucial steps involved in the receiving procedure: Receiving, Inspection, and Acceptance. Let's dive into the details! In this guide, we'll explore the key steps in receiving goods: Receiving, Inspection, and Acceptance. These stages are vital to ensure top-notch quality and meet specific standards within any organization. Let's delve into each step to understand their importance in the process..

[Audio] Receiving During the receiving step, the physical action of taking possession of delivered goods occurs. This involves inspecting the products according to the purchase order requirements. It is crucial to verify that the details of the delivery match those specified in the purchase order. When receiving goods, it's important to physically take possession of the delivered items and check if they match what was ordered. This means inspecting the products to ensure they meet the requirements mentioned in the purchase order..

[Audio] Inspection The inspection process is where the suitability of the delivered goods is determined. It involves thoroughly examining the products to ensure they meet the required quality standards. This step plays a vital role in maintaining the overall quality of goods received. "During the inspection process, we carefully assess the delivered goods to make sure they meet our quality standards. This step is crucial in maintaining the overall quality of the products we receive.".

[Audio] Acceptance Acceptance is the final step in the receiving process. It involves confirming that the received products are of suitable quality and have met the specifications outlined in the purchase order and food safety requirements. This step ensures that only approved goods are accepted into the organization. In the process of receiving goods, acceptance marks the final stage. It's about making sure that what's received matches the quality and specifications detailed in the order, especially regarding food safety. This step is crucial to ensure that only the right, approved items are taken in by the organization. It's like giving a nod of approval to say, "Yep, these products are exactly what we ordered and meet our standards!".

[Audio] Receiving Process Flow: F&B Item To ensure a smooth receiving process for food and beverage items, specific guidelines are followed. Firstly, all deliveries must be accompanied by the original invoice and cross-checked with the approved purchase order. The receiving team meticulously examines the deliveries to ensure they meet the specified quality, quantity, specification, and price mentioned in the purchase order. "In the smooth handling of food and beverage items, certain steps are essential. Each delivery should arrive with its original invoice and must align with the approved purchase order. Our receiving team diligently inspects all deliveries to confirm they match the required quality, quantity, specifications, and prices stated in the purchase order.".

[Audio] Receiving Process Flow Cont'd: F&B Item Details Verification Price Confirmation Confirm that the details of the deliveries match the purchase order in terms of specification and quantity. Ensure that the price quoted on the invoice aligns with the purchase order. Quality Assurance Damage Inspection Verify that the incoming products meet the company's purchase specification in terms of count, weight, measure, freshness, etc. Check for any damaged goods such as broken or cracked containers, dented cans, leakage, or bruising on perishable items. "Reviewing Delivery Details: Confirming that the items received match what was ordered in terms of type and quantity. Checking Price Accuracy: Ensuring that the amount billed aligns with the agreed purchase order. Assuring Quality: Verifying that the received products meet our set standards regarding quantity, weight, freshness, and other specifications. Inspecting for Damage: Checking for any harm to goods, like broken containers, dented cans, leaks, or damage to perishable items. These steps help guarantee accuracy and quality in our inventory.".

[Audio] Receiving Process Flow Cont'd: F&B Item Expiration Dates Consider the expiry dates on the products and assess their compatibility with the kitchen's usage. Products with a 3-month expiry period are generally acceptable. Temperature Control Ensure that all frozen and chilled items are received within the specified temperature range: -12°C to -18°C for frozen items and 0°C to 8°C for chilled items. Non-Compliant Temperature If a frozen or chilled product is delivered outside the agreed temperature zone, inform the relevant staff and evaluate the feasibility of accepting the product based on urgency and intended usage. "Expiry dates are crucial. We accept products with a 3-month shelf life. Frozen items must be between -12°C to -18°C, and chilled ones between 0°C to 8°C. If they're not, tell the team. Check if we can still use them, depending on how urgent or needed they are.".

[Audio] Tolerance Rate +10% A tolerance rate of +10% is allowed for quantity discrepancies. The Procurement/Cost Control team must approve any variances falling within this range during the receiving process. A thorough investigation is conducted to determine if the variance is acceptable, and the Goods Received Note can proceed for posting and payment. "In the receiving process, a tolerance rate of +10% is allowed for quantity differences. The Procurement/Cost Control team needs to OK any differences within this range. They'll investigate to decide if the difference is okay, and then the payment process can continue. This is done by checking the Goods Received Note (GRN). This ensures that any small differences in the amount received are checked and approved before payment is made. It's an important step to make sure everything matches up before finalizing payments.".

[Audio] . Plaza Prerniurn Group Global Receiving Of Food & Beverage 2 2 ived goods rejected 2 goods delivered in Record for the balance excess quantity. Record received Note for the quantity. 2 If are satisfactorily SCM posting Cost.

[Audio] If goods are short delivered The complete process if goods are short delivered is as follows: When goods are short delivered, it is important to inform the Procurement department for follow-up action. This means notifying them that the expected quantity of goods has not been received. The Procurement department will then take the necessary steps to address the short delivery issue. This may involve contacting the supplier to inquire about the shortage or taking other appropriate actions to resolve the situation. In order to properly document the short delivery, the actual received quantity should be recorded. This helps in accurately tracking the inventory and identifying any discrepancies. Additionally, a Goods Returned Note should be raised for the short delivery quantity. This note serves as a formal record of the shortage and helps in initiating any necessary actions, such as requesting a replacement or adjusting the invoice. Overall, the process involves promptly informing the Procurement department about the short delivery, recording the actual received quantity, and raising a Goods Returned Note to document the shortage. This ensures that the issue is properly addressed and appropriate actions are taken to resolve it..

[Audio] If goods are being rejected The complete process if goods are being rejected is as follows: When goods are rejected, it is important to inform the Procurement department for follow-up action. This means notifying them that the received goods are not satisfactory and should not be accepted. The Procurement department will then take the necessary steps to address the rejection issue. This may involve contacting the supplier to inform them about the rejection and discuss potential resolutions. In order to properly document the rejection, there are two options: Cancel the item from the delivery order/invoices: This means removing the rejected item from the records and ensuring it is not included in any further processing or payments. b. Raise a Goods Returned Note: This involves creating a formal record of the rejected item, which helps in initiating any necessary actions, such as returning the item to the supplier or adjusting the invoice accordingly. The specific action taken (canceling or raising a Goods Returned Note) may depend on the internal processes and policies of each site. Overall, the process of handling rejected goods involves informing the Procurement department, discussing the issue with the supplier, and taking appropriate actions to remove the rejected item from the records or initiate a return. This ensures that unsatisfactory goods are properly addressed and necessary actions are taken to resolve the situation..

[Audio] If goods are delivered in excess The complete process if goods are delivered in excess is as follows: When goods are delivered in excess, the maximum tolerance rate is set at 10%. This means that if the excess quantity does not exceed 10% of the ordered quantity, it will be considered within the acceptable range. The actual received quantity, including the excess (+10%), should be recorded. This helps in accurately tracking the inventory and maintaining proper records. A Debit Note should be raised for the balance excess quantity. This note serves as a formal record of the excess and helps in initiating any necessary actions, such as returning the excess quantity to the supplier or adjusting the invoice accordingly. The specific action taken (raising a Debit Note) ensures that the excess quantity is properly documented and appropriate actions are taken to address it. In summary, if goods are delivered in excess, the process involves recording the actual received quantity, raising a Goods Returned Note for the excess quantity, and taking necessary actions to resolve the excess, such as returning it or adjusting the invoice..

[Audio] If goods are satisfactorily delivered The complete process if goods are satisfactorily delivered is as follows: Upon receiving the goods, they should be checked against the approved Purchase Order to ensure they match the ordered items. The actual received quantity should be recorded accurately to maintain proper inventory records. The received items should be placed in their respective rack or designated area for storage. The person in charge of GRN posting should post in the system and close the PO, indicating that the goods have been successfully delivered. A daily receiving report should be generated to document the received items and provide visibility to relevant stakeholders. Invoices related to the delivered goods should be forwarded to the Local Finance for processing and payment. In summary, when goods are satisfactorily delivered, the process involves checking against the PO, recording the actual received quantity, placing the items in their designated area, posting in the SCM system, generating a daily receiving report, and processing the related invoices for payment..

[Audio] General Item For products requiring technical expertise, the receiving person in charge is assisted by department team members to identify items based on their specifications. This ensures accurate verification and acceptance of general items. In managing technically specialized products, the designated person overseeing the reception is supported by colleagues from the department to match items with their specified requirements. This collaborative effort ensures precise confirmation and approval of the received general items..

[Audio] Blanket Order For blanket orders, the same checking procedure is followed. The quantity received must correspond to the remaining balance mentioned in the Purchase Order. Noting the outstanding balance on the Purchase Order helps track future deliveries and serves as a reference. "In handling blanket orders, it's essential to ensure that the quantity received matches the remaining balance specified in the Purchase Order. Keeping track of this balance on the PO is crucial for future deliveries and as a point of reference. This helps in maintaining accuracy and consistency in the ordering process. By confirming the received amount against the outstanding balance, it ensures smooth and effective tracking of ongoing orders." This rephrased version aims to simplify the language while retaining the formal and informative nature of the content, making it accessible and understandable to a wide audience..

[Audio] Service Contract The Operation in charge attends service/inspection performed by vendors at each outlet. Once the service is completed as per the authorized contract, a signed-off job sheet is provided. A copy of the completed service sheet is shared with the Procurement department for further actions. Open communication and updates between the Operation and Procurement teams ensure compliance and efficiency in handling noncompliance or service-related issues. Operation PIC oversees vendor service and inspections at each outlet. After vendors finish their service according to the contract, they give a signed job sheet. The Procurement team gets a copy of this sheet for next steps. Communication between Operations and Procurement is crucial for handling any issues efficiently and ensuring everything follows the rules. This helps tackle noncompliance or service problems effectively..

[Audio] Quality Assurance Check The Local Finance or Cost Supervisor and Local Procurement departments conduct random checks to ensure that all food, beverage, and general items are properly inspected, counted, and meet the highest quality standards. These checks further enhance the overall receiving process and contribute to maintaining exceptional product quality. The Finance/Cost Supervisor and Procurement teams perform random inspections to guarantee that all food, beverages, and general items meet stringent quality standards. These checks improve the receiving process and uphold top-notch product quality..