The Silent Profit-Killer: How Your Restaurant's Receiving System Can Make or Break Your Bottom Line

Why You Can't Afford to Ignore Receiving

When it comes to food cost issues, it's surprising how many restaurants lose money right at the receiving dock. Poorly-managed receiving is a breeding ground for inefficiencies, errors, and even dishonesty. New restaurants, especially, need to establish strong receiving protocols from day one. Your staff and suppliers are paying attention.

Keeping Money In, Not Out

So, how do you plug the holes in your receiving system that let profits slip away? Implement these best practices:

1.Digital Purchase Orders: Your First Line of Defense

A digital purchase order (PO) system allows you to document your orders and print out POs to use during receiving. This ensures that you're getting the products and prices you agreed upon.

2.Count Twice, Pay Once

Always cross-verify the items received with the PO and invoice. Ensure that you're getting the exact quantity, brand, and size you ordered. A mismatch should be a red flag.

3.The Scales Don't Lie

Weighing your products is non-negotiable. If you're not doing it, you're leaking money. Investing in a commercial-grade scale is a small price to pay for the long-term cost savings it provides.

4.Immediate Inspection and Discrepancy Resolution

Before signing any invoice, inspect your products for quality and correct any discrepancies on the spot. Once you sign, you're legally obliged to pay, so make sure everything is in order.

5.Price Verification and Document Storage

Always check that the invoice prices match those on the PO. Keep all related documents stapled together for easy verification later.

6.Security First

Maintain a secure receiving area. Keep the back door locked to prevent unauthorized access, which can lead to theft or worse.

7.Choose Your Receiving Clerk Wisely

Don't leave this crucial task to busy managers who may not give it the attention it deserves. Consider designating a responsible hourly employee to manage receiving.

No Trophies, Just Profits

You won't get an award for 'Best Receiving,' but a well-oiled receiving system can save you thousands of dollars over time. It's an integral part of effective food and beverage cost management, helping you retain more of your hard-earned money and build a successful business.

The Power of Credit Memo

Using a credit memo system can safeguard against lost credits notes due to returns or adjustments. This creates an audit trail that ensures you get credited for any changes.

Picking the Right People

The ideal receiving clerk might not be who you think. Avoid tasking busy managers with this role; instead, train a dedicated hourly employee to handle it. They often have more uninterrupted time to perform this vital function effectively.

Implementing these best practices in your receiving system could be one of the most effective steps you take towards a more profitable restaurant operation.