Good receiving control prevents you from paying for spoiled products or wrong quantities. Many kitchens don't check deliveries properly, which causes them to lose money on poor quality or shortages. With a simple daily checklist you prevent these problems and keep control of your purchasing costs.
Why receiving control is crucial
Every day deliveries come in. Fish, meat, vegetables, dry goods. Without control you pay for products you can't use. Or you receive less than you ordered.
⚠️ Note:
Suppliers make mistakes. Sometimes intentional, sometimes not. You pay for what's on the invoice, not for what's actually delivered.
The basic receiving checklist
You check every delivery on four points: quantity, quality, temperature and shelf life. That's all you need for daily use.
- Quantity: Does the number of pieces/kilos match the invoice?
- Quality: Does the product look good? No damage?
- Temperature: Are chilled products cold enough? (below 7°C)
- Shelf life: At least 2/3 of the shelf life remaining?
💡 Example receipt:
Fish supplier delivers salmon at 08:30:
- Invoice: 5 kg salmon fillet
- Actual: 4.8 kg (200 grams short = €7.20)
- Temperature: 4°C (good)
- Shelf life: 3 days (too short for weekend)
Action: Report shortage and short shelf life, ask for discount
Temperature control upon receipt
Chilled products must stay below 7°C. Frozen below -18°C. Measure this with a probe thermometer, not by feel.
- Meat and fish: Insert thermometer in thickest part
- Dairy: Measure in packaging if possible
- Frozen: Must feel hard, no ice crystals
⚠️ Note:
Reject products above 7°C immediately. Even if the driver says it "just happened". Food safety comes first.
Quality control in 30 seconds
You don't need to inspect every product thoroughly. Check the most important signs of poor quality.
💡 Quick quality check:
Per product group:
- Fish: Clear eyes, red gills, no fishy smell
- Meat: Nice color, not sticky, no odd smell
- Vegetables: Firm, no brown spots, fresh color
- Dairy: Packaging intact, not swollen
What do you do when problems occur?
Problems with deliveries happen. It's about how you handle them. Be friendly but clear.
- Shortages: Report immediately, have driver sign for actual quantity
- Poor quality: Take photo, set product aside, call supplier
- Wrong temperature: Refuse product, don't accept it
- Short shelf life: Ask for discount or exchange for fresh batch
Digital vs. paper registration
Many kitchens still work with paper receiving invoices. That works, but digital has advantages for searching and overview.
💡 Digital advantages:
- Photos of problems recorded directly
- Temperatures automatically logged with date/time
- Search by supplier or product type
- Overview of recurring problems
Apps like KitchenNmbrs make this possible from your phone.
How do you create a receiving checklist? (step by step)
Create a simple checklist
Write down the four basic controls: quantity, quality, temperature, shelf life. Print this out or put it on your phone. Keep it simple so it goes quickly.
Determine who checks when
Assign one person per shift for receiving control. This can be the chef, sous-chef or experienced kitchen staff. Different people cause inconsistency.
Record what you check
Note per delivery: supplier, time, products, problems found and action taken. Keep this for at least 3 months for potential discussions with suppliers.
✨ Pro tip
Always check your best-selling ingredients first. If you need salmon every day, check that extra carefully. A problem with a top ingredient can disrupt your entire evening service.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Do I need to check every delivery?
Yes, every delivery deserves a basic check. It takes 2-3 minutes but prevents much bigger problems. With reliable suppliers you can work a bit faster.
What if the driver is in a hurry?
Your check comes before their schedule. Explain that this is standard procedure. Good suppliers respect this and plan time for it.
How long should I keep receiving data?
At least 3 months for discussions with suppliers. For HACCP administration often longer. Check the requirements in your country or use a digital system that archives automatically.
What do I do with repeated problems from one supplier?
Document all problems and discuss with your supplier. No improvement? Find an alternative. Bad suppliers ultimately cost you more than they deliver.
Can I automate this?
Partially yes. Apps can log temperatures and save photos, but you always have to do the physical check yourself. Nobody can judge fish quality without looking at it.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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