Food Purchasing and Receiving Best Practices

This chapter discusses the essential aspects of purchasing and receiving food, including the characteristics of approved suppliers, guidelines for handling deliveries, requirements for key drop deliveries, food recall procedures, temperature checking, and more. Key terms such as approved suppliers, key drop deliveries, shellstock identification tags, and inspection stamps are explained in detail to ensure food safety and compliance with regulations.

• Food safety
• Supplier guidelines
• Receiving procedures
• Temperature checks
• Inspection requirements

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1. Chapter Number 6 The Flow of Food: Purchasing and Receiving 1

2. Learning Objectives After this presentation, you should be able to complete the following Learning Outcomes 6.0 6.1 Characteristics of an approved supplier Guidelines for receiving deliveries 6.2 Requirements for key drop deliveries 6.3 Procedure for handling food recalls 6.4 Procedures for checking the temperatures of various food items 6.5 2

3. Learning Objectives After this presentation, you should be able to complete the following Learning Outcomes 6.0 6.6 Temperature requirements when receiving food Packaging requirements when receiving food 6.7 Documentation required when receiving food 6.8 Government inspection stamps required when receiving food 6.9 Quality requirements when receiving food 6.10 Receiving criteria for specific food items 6.11 3

4. 6.0 KEY TERMS Approved suppliers: Suppliers that have been inspected, are able to provide an inspection report, and that meet applicable local, state, and federal laws. Key drop delivery: The receipt of food by a foodservice operation after-hours while closed for business.

5. 6.0 KEY TERMS Shellstock identification tags: Each container of live, molluscan shellfish received must have an ID tag that must remain attached to the container until all the shellfish have been used. Tags are to be kept on file for 90 days from the date recorded on the tag. Inspection stamp: A stamp indicating carcasses and packages of meat have been inspected by the USDA or a state department of agriculture.

6. 6.1 Characteristics of an Approved Supplier PURCHASING CONSIDERATIONS The final responsibility for the safety of food entering your operation resides with you. You can avoid many potential food safety hazards by using approved, reputable suppliers.

7. 6.1 Characteristics of an Approved Supplier PURCHASING CONSIDERATIONS Consider the following when making your selection: Approved, reputable suppliers have been inspected and can show you an inspection report. Meet applicable local, state, and federal laws.

8. 6.1 Characteristics of an Approved Supplier PURCHASING CONSIDERATIONS Inspection reports Consider reviewing suppliers most recent inspection reports. These can be from: U.S. Department of Agriculture (USDA) The Food and Drug Administration (FDA) Third-party inspectors They should be based on Good Manufacturing Practices (GMP) or Good Agricultural Practices (GAP).

9. 6.1 Characteristics of an Approved Supplier PURCHASING CONSIDERATIONS Good Manufacturing Practices (GMP) GMPs are the FDA s minimum sanitation and processing requirements for producing safe food. They describe the methods, equipment, facilities, and controls used to process food. Both suppliers and their sources are subject to GMP inspections. Make sure an inspection report reviews the following areas: Receiving and storage Processing Shipping Cleaning and sanitizing Personal hygiene Staff training Recall program HACCP program or other food safety system

10. 6.2 Guidelines for receiving deliveries RECEIVING CONSIDERATIONS Having procedures in place for inspecting food can reduce hazards before they enter your operation. Here are some guidelines that can help you improve the way you receive deliveries: Scheduling Suppliers should deliver food when staff has enough time to inspect it. Staff needs Make sure that enough trained staff is available to receive and inspect food promptly. Good preparation Have clean hand trucks, carts, dollies, and containers ready. Make sure there is enough space in dry-storage and walk-in areas for shipments. Timing of inspections Inspect and store each delivery before accepting another one. This will prevent temperature abuse in the receiving area.

11. 6.3 Requirements for Key Drop Deliveries KEY DROP DELIVERIES Some foodservice operations receive food after-hours when they are closed for business. This is often referred to as a key drop delivery. Products are then placed in coolers, freezers, and dry- storage areas. The delivery must be inspected once you arrive at the operation and must meet the following conditions: It is from an approved supplier. It was placed in the correct storage location to maintain the required temperature and was protected from contamination. It has not been contaminated. It is honestly presented.

12. 6.3 Requirements for Key Drop Deliveries REJECTING SHIPMENTS You can refuse any delivery that does not meet your standards. Staff should know how to reject an item or a shipment: Set the rejected item aside from the items you are accepting. Tell the delivery person exactly what is wrong with the item. Use your purchase agreement to support your decision. Get a signed adjustment or credit slip from the delivery person before the item is removed. Log the incident on the invoice or receiving document. Be specific about the action taken and the item involved.

13. 6.4 Procedure for Handling Food Recalls RECALLS Food items you have received may sometimes be recalled by the manufacturer. This may happen: When food contamination is confirmed or suspected Items have been mislabeled or misbranded Food allergens have not been identified on the label

14. 6.4 Procedure for Handling Food Recalls RECALLS (cont.) Follow these guidelines when notified of a recall: Identify the recalled food items by matching information from the recall notice to the item (manufacturer s ID, time of manufacture, item s use- by date). Remove the item from inventory, and place it in a secure and appropriate location. The recalled item must be stored separately from food, utensils, equipment, linens, and single-use items. Label the item in a way that will prevent it from being placed back in inventory and inform staff not to use the produce. Refer to the vendor s notification or recall notice for what to do with the item.

15. Procedure for Checking the Temperature of Various Food Items 6.5 TEMPERATURE VERIFICATION Use thermometers to check food temperatures. The following examples explain how to check the temperatures of various types of food: Meat, poultry, and fish Insert the thermometer stem or probe into the thickest part of the food.

16. Procedure for Checking the Temperature of Various Food Items 6.5 TEMPERATURE VERIFICATION (cont.) Use thermometers to check food temperatures. The following examples explain how to check the temperatures of various types of food (cont.): Reduced-oxygen packaged (ROP) and bulk food Insert the thermometer stem or probe between two packages or fold the package around the thermometer stem or probe. Other packaged food Open the package and insert the thermometer stem o rprobe fully into the food.

17. Temperature Requirements when Receiving Food 6.6 TEMPERATURE REQUIREMENTS Deliveries should be received at the temperatures indicated below.

18. Packaging Requirements when Receiving Food 6.7 PACKAGING REQUIREMENTS Both food items and nonfood items must be packaged correctly when you receive them. Items should be delivered in their original packaging with a manufacturer s label. The packaging should be intact and clean, and it should protect food and food-contact surfaces from contamination.

19. Packaging Requirements when Receiving Food 6.7 PACKAGING REQUIREMENTS (cont.) Reject food and nonfood items if the packaging has any of the following problems. Damage Reject items with tears, holes, or punctures in their packaging. Reject cans with labels that are not intact or that have bulging or swollen ends, rust, or dents. All food packaged in a reduced-oxygen environment must be rejected if the packaging is bloated or leaking. Items with broken cartons or seals, or items with dirty or discolored packaging should also be rejected. Do not accept cases or packages that appear to have been tampered with.

20. Packaging Requirements when Receiving Food 6.7 PACKAGING REQUIREMENTS (cont.) Reject food and nonfood items if the packaging has any of the following problems. Liquid Reject items with leaks, dampness, or water stains (which means the item was wet at some point). Reject items if there are large ice crystals or frozen liquids on the packaging . Pests Reject items with signs of pests or pest damage. Dates Do not accept food that is missing use-by or expiration dates from the manufacturer. Reject items that have passed their use-by or expiration dates. Some operations label food items with the date the item was received to help with stock rotation during storage.

21. Documentation Requirements when Receiving Food 6.8 INSPECTION AND GRADING STAMPS Meat must be purchased from plants inspected by the USDA or a state department of agriculture. Inspected does not mean free of pathogens; rather, that the product and processing plant have met defined standards. Carcasses and packages of meat that have been inspected will have an inspection stamp with abbreviations for inspected and passed by the inspecting agency, along with a number identifying the processing plant. Poultry is inspected by the USDA or the state department of agriculture in much the same way as meat. Liquid, frozen, and dehydrated eggs must also have a USDA inspection mark. These types of eggs are required by law to be pasteurized.

22. Documentation Requirements when Receiving Food 6.8 DOCUMENTS AND STAMPS Shellfish: Must be received with shellstock identification tags. Tags indicate when and where the shellfish were harvested. Must be kept on file for 90 days from the date the last shellfish was used from its delivery container.

23. Documentation Requirements when Receiving Food 6.8 DOCUMENTS AND STAMPS (cont.) Fish (that will be eaten raw or partially cooked): Must be received with the correct documentation. Documents must indicate the fish was correctly frozen before you received it. Keep these documents for 90 days from the sale of the fish. Farm raised fish must have documentation that the fish was raised to FDA standards and must be kept for 90 days from the sale of the fish.

24. Government Inspection Stamps Required when Receiving Food 6.9 INSPECTION AND GRADING STAMPS Meat must be purchased from plants inspected by the USDA or a state department of agriculture. Inspected does not mean free of pathogens; rather, that the product and processing plant have met defined standards. Carcasses and packages of meat that have been inspected will have an inspection stamp with abbreviations for inspected and passed by the inspecting agency, along with a number identifying the processing plant. Poultry is inspected by the USDA or the state department of agriculture in much the same way as meat. Liquid, frozen, and dehydrated eggs must also have a USDA inspection mark. These types of eggs are required by law to be pasteurized.

25. Quality Requirements when Receiving Food 6.10 FOOD QUALITY Work with your suppliers to define specific safety and quality criteria for the food items you typically receive. Reject food if it has any of the following problems. Appearance Reject food that is moldy or has an abnormal color. Reject food that is moist when it should be dry. Reject food item that shows signs of pests or pest damage. Reject frozen food that has large ice crystals on it.

26. Quality Requirements when Receiving Food 6.10 FOOD QUALITY Reject food if it has any of the following problems. Texture Reject meat, fish, or poultry that is slimy, sticky, or dry. Reject if there is soft flesh that leaves an imprint when you touch it. Odor Reject food with an abnormal or unpleasant odor.

27. 6.10 Receiving Criteria for Specific Food Items FRESH FISH Reject criteria Color: dull gray gills; dull dry skin Texture: soft flesh that leaves an imprint when touched Odor: strong fishy or ammonia smell Eyes: cloudy, red-rimmed, sunken Product: tumors, abscesses, or cysts on the skin Accept criteria Color: bright red gills; bright shiny skin Texture: firm flesh that springs back when touched Odor: mild ocean or seaweed smell Eyes: bright, clear, full Packaging: product surrounded by crushed, self-draining ice

28. 6.10 Receiving Criteria for Specific Food Items SHELLFISH Reject criteria Texture: slimy, sticky, or dry Odor: strong fishy smell Shells: excessively muddy or broken shells Condition: dead on arrival (open shells that do not close when tapped) Accept criteria Odor: mild ocean or seaweed smell Shells: closed and unbroken, indicating that the shellfish are alive Condition: if fresh, they must be received alive

29. 6.10 Receiving Criteria for Specific Food Items CRUSTACEANS Reject criteria Odor: strong fishy smell Condition: dead on arrival Accept criteria Odor: mild ocean or seaweed smell Condition: shipped alive, packed in seaweed, and kept moist

30. 6.10 Receiving Criteria for Specific Food Items MEAT Reject criteria Color Beef: brown or green Accept criteria Color Lamb: brown, whitish surface covering the meat Pork: excessively dark color; soft or rancid fat Texture: slimy, sticky, or dry Odor: sour odor Packaging: broken cartons; dirty wrappers; torn packaging; broken seals Beef: bright cherry red; aged beef may be darker; vacuum-packed beef will appear purplish Lamb: light red Pork: light pink meat; firm, white fat Texture: firm flesh that springs back when touched Odor: no odor Packaging: intact and clean

31. 6.10 Receiving Criteria for Specific Food Items POULTRY Reject criteria Color: no discoloration Texture: firm flesh that springs back when touched Odor: no odor Packaging: should be surrounded by crushed, self-draining ice Accept criteria Color Beef: bright cherry red; aged beef may be darker; vacuum-packed beef will appear purplish Lamb: light red Pork: light pink meat; firm, white fat Texture: firm flesh that springs back when touched Odor: no odor Packaging: intact and clean

32. 6.10 Receiving Criteria for Specific Food Items SHELL EGGS Reject criteria Odor: sulfur smell or off odor Shells: dirty or cracked Accept criteria Odor: no odor Shells: clean and unbroken

33. 6.10 Receiving Criteria for Specific Food Items DAIRY PRODUCTS Reject criteria Accept criteria Milk: sweetish flavor Butter: sweet flavor; uniform color; firm texture Cheese: typical flavor and texture; uniform color; clean and unbroken rind Milk: sour, bitter, or moldy taste; off odor; expired sell-by date Butter: sour, bitter, or moldy taste; uneven color; soft texture; contains foreign matter Cheese: abnormal flavor or texture; uneven color; unnatural mold; unclean or broken rind

34. 6.10 Receiving Criteria for Specific Food Items PRODUCE Reject criteria Accept criteria Condition: evidence of mishandling or insects (including insect eggs and egg cases) Spoilage: mold, cuts, wilting, unpleasant odors, discoloration, etc. (will depend on the produce involved) Temperature: varies according to the product Condition: varies according to the product