Stock Receiving

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Check the diary at the beginning of the day for deliveries scheduled to arrive. The note should also contain instructions about what to do with the stock when it has arrived; if not, you should put it on the shelves or crates at the back of the shop. Due to food safety regulations, the food needs to be at least 5 cm off the floor.

See Stock management for all other grocery-related information other than refilling.

What to do when stock arrives

  1. When the delivery person arrives, welcome them, and they will unload the stock into the middle of the shop.
  2. Check that everything on the invoice has been delivered; if the invoice does not match what has been delivered, adjust the total on the invoice and get the delivery person to sign it.
  3. Goods will be paid for electronically. If the invoice is correct simply write 'Ok to pay' and place it in the sleeve in the invoices folder for the finance coordinator to pay. If the total needs to be adjusted then note that on the invoice.
  4. On our copy of the invoice:
    • a) Write “received on <date>”
    • b) Write your name
    • c) If all the items on the invoice have been delivered, write “All OK”. Otherwise, write details of what is different.
    • d) Put the invoice into the invoices folder (under the counter).
  5. Sign the delivery person's copy
  6. Write note in diary that the delivery has arrived
  7. Price the goods, and write this next to each product on the invoice (see Pricing).
  8. Use the computer to see if there are any bulk orders and their price.
  9. Put stock away if possible either into barrels/jars or into the appropriate storage area (see stock management to know what goes where)
  10. When everything has been priced and put away, put the invoice in the Invoices folder.
  11. When putting stock away (i.e. into barrels and/or jars for display and use in the shop) don’t forget to write the price and name of the product on the tag.
  12. When storing extra stock, make sure you write what it is and the date it was received in an easily visible place.