Food Purchasing, Receiving & Storing


Purchasing is “the process of getting the right product into a facility at the right time and place, plus the amount of goods at the right price and right source. An act of buying. It is a complex activity because it involves a lot of decision making in obtaining the best quality with the least money, time, and energy”.

Classification of food purchase

1. Perishable food

  • These are the food items that have short, useful life after they have been received. Items that are liable to spoil or decay. (ex:- meat, poultry, seafood, fruits, vegetables, butter and eggs)

2. Staple food

  • These are the food items that have longer shelf life-often stored on shelves at room temperature, usually in a storeroom. (ex:- groceries and canned goods)

3. Contract items

  • These are the food items usually consumed every day and thus have to be purchased on the basis of a negotiated contract. (ex:- coffee, milk, oil, ice cream, noodles, breads and etc…)

Purchasing guidelines

  • Buy by weight.
  • Buy by count or size.
  • Buy by brands or trade names.
  • Buy foods in season.

Points need to consider when purchasing food

1. Purchasing Meat

  • Consider the desirable characteristics of each type of meat.
  • Buy only the reliable sources or markets that are regularly inspected.
  • Choose meat reasonably free from bruises and foul odor.
  • Check whether the meat is freshly butchered or frozen.
  • Choose cuts of meat suitable to the preparation desired.
  • Look for the stamp of the Bureau of Animal Industry.
  • Buy exact quantity to be used.

2. Purchasing Poultry

  • Age is an important consideration. Full-grown poultry has a better flavor, young birds are usually tender and contains little fat.
  • Consider the condition of the bird when it was slaughtered.
  • Select the type best suited for the recipe.
  • Be vigilant for any deterioration such as foul odor and discoloration.

3. Purchasing Seafood & Fish

  • Fish and other seafood should be fresh.
  • Shells should not be cracked or broken.
  • Shells of mussels and oysters should be tightly shut, open shells that do not close when tapped sharply should be discarded.
  • Lobsters, crabs and prawns should have a good color and be heavy for their size.
  • Lobsters and crabs should have all their limbs.
  • Fresh fish has bright and full eyes, gills are bright red and clean, flesh is firm, and scales are intact.

4. Purchasing Fruits and Vegetables

  • Vegetables should be bought fresh. Green vegetables should be green and crispy vegetables should be crispy.
  • Check that they are clean, free from damaging cuts and bruises, and are not over-size.
  • Choose fruits in season.
  • Vegetables should no sign of wilting and are free from dirt.

(more about vegetables & fruits click here)

Difference between perishable and non-perishable foods

  • Perishables are “those items, typically fresh food, that have short useful life after they have been received”.
  • Non-perishables are “those food items that have longer shelf life”.
Perishable Food
Non Perishable Food


Receiving is “the point at which food service operation inspects and takes legal ownership and physical possession of items ordered. Its purpose is to ensure that the food and supplies delivered match the established quantity and quality specifications”.

Standards of receiving

  • The quality delivered should be the same as the quantity listed.
  • The quality of the item delivered should conform to the establishments, standard purchase specifications (SPS).
  • The prices on the invoice should be the same as those circled on the quotation list.
  • All invoices for foods delivered in a given day should be listed by the receiving clerk’s daily report for that day.
  • Meat tags should be filled out.
  • Completed paperwork should be forwarded to proper personnel.
  • Food should be moved to the appropriate storage area.

Verifying quality, quantity and price

  • A permanent copy of establishments SPS.
  • Equipment for determining weight-hanging scale or platform scale.
  • Certain paper forms, tags and rubber stamps.

Methods of receiving

1. Blind Method

  • Blind method is ”providing an invoice or purchase order. The clerk will quantify each item by weighing, measuring or counting, and recording it”.

2. Invoice Receiving

  • Invoice receiving “is a frequently used and more traditional method. The receiving clerk checks the delivered items against the original purchase order and takes note of any deviations”. This method is efficient but requires careful evaluation to ensure the accuracy of delivery.


  • Proper storage of food immediately after it has been received and checked is an important factor in the prevention and control of loss or waste.
  • Perishables need to be places immediately to refrigerated or frozen storage.
  • Staples should be stored in an orderly and systematic arrangement.
  • Food should be protected from pests, rodents, and insects.
  • Storage should also have a low humidity and proper ventilation to help prevent spoilage.
  • Always need to follow the FIFO when taking food from storage and arranging the new stock.
  • Keep records about the expiry dates of the non perishable items.


06/05/2020 by @cheflakey

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