5.1 General Purchasing and Receiving Principles

The flow of food begins long before ingredients reach your kitchen. Purchasing from approved sources and properly receiving deliveries are your first—and most critical—lines of defense against foodborne illness.

Key Principle: Once unsafe food enters your establishment, no amount of careful handling can make it safe again. Prevention starts at purchasing and receiving.

Approved Food Sources

Approved source - A supplier that has been inspected and meets all applicable local, state, and federal laws.

Why Approved Sources Matter:

Purchasing from approved sources means:

• Regular government inspections - USDA, FDA, or state inspectors verify safety
• Food safety systems in place - Suppliers follow HACCP or similar programs
• Traceable supply chain - You can track where food came from if there's a recall
• Legal compliance - You meet health code requirements
• Documentation available - Suppliers can provide inspection reports

What an approved source looks like:

• Licensed and inspected facilities
• Proper transportation and storage (refrigerated trucks for TCS foods)
• Clean delivery vehicles
• Professional drivers who understand food safety
• Documentation proving inspections and approvals

For the Exam: You must purchase all food from approved sources. Buying food from unapproved sources (like roadside vendors, home kitchens, or unlicensed suppliers) is a Big Five risk factor and a critical violation.

Examples of Approved vs. Unapproved Sources:

Receiving Food Safely

Receiving is the critical control point where you accept or reject deliveries based on food safety criteria. This is your last chance to stop unsafe food from entering your operation.

The Receiving Process:

1. Preparation Before Delivery:

• Schedule deliveries at times when staff can properly inspect
• Ensure receiving area is clean and organized
• Have calibrated thermometers ready
• Keep receiving area separate from food preparation
• Have adequate lighting for inspection

2. Essential Receiving Equipment:

• Calibrated thermometer - To check food temperatures
• Scales - To verify quantities match invoices
• Purchase orders - To confirm what was ordered
• Clipboard and pen - To document inspection results
• Flashlight - For inspecting dark delivery trucks
• Sanitizing solution - For cleaning between tasks

3. First Steps When Delivery Arrives:

• Check delivery truck for cleanliness and proper temperature
• Verify delivery is from an approved source
• Check driver's practices (handling food properly, clean appearance)
• Inspect delivery vehicle for signs of pest infestation

Critical Rule: Receive only one delivery at a time. Rushing through inspections to handle multiple deliveries increases the risk of accepting unsafe food.

Temperature Requirements at Receiving

Temperature control starts the moment food arrives. Every TCS food delivery must be checked for proper temperature.

Temperature Guidelines for Receiving:

Important: While most cold TCS foods must be received at 41°F or below, shell eggs and live shellfish can be received at an air temperature of 45°F or below. This is a heavily tested exception.

How to Check Temperatures at Receiving:

1. Insert thermometer between packages - For cold foods, place probe between two packages to check temperature
2. Open a package and insert probe - For more accuracy, especially with frozen items
3. Fold packaging around probe - For accurate air temperature readings
4. Check multiple items - Don't rely on one reading for large deliveries

Infrared Thermometers at Receiving:

• Can be used for quick surface temperature checks
• Must verify with probe thermometer if temperature seems off
• Good for initial screening of packages
• Cannot replace probe thermometers for final verification

Receiving Inspection Procedures

Every delivery requires a thorough inspection. Train designated staff members to be the "receiving inspectors."

The Complete Receiving Inspection Checklist:

Visual Inspection:

• Check packaging for damage, holes, tears, or leaks
• Look for signs of pest damage (gnaw marks, droppings)
• Verify product labels are intact and readable
• Check expiration dates and "use by" dates
• Inspect for signs of thawing and refreezing (ice crystals, frozen liquids)
• Look for discoloration or off-odors
• Verify product matches the invoice

Temperature Checks:

• Cold TCS foods at 41°F or below (except eggs/live shellfish at 45°F)
• Frozen foods at 0°F or below
• Check multiple items, not just one package
• Document all temperature readings

Quality Checks:

• Meat: Firm flesh, no slime, no discoloration, no off-odors
• Fish: Clear eyes, red/pink gills, firm flesh, mild ocean smell
• Poultry: No discoloration, no off-odors, properly packaged
• Eggs: Clean, uncracked shells
• Produce: No mold, proper color, firm texture
• Dairy: Proper temperature, within expiration dates
• Canned goods: No dents, swelling, rust, or leaks

Documentation:

• Product name and quantity
• Delivery date and time
• Supplier name
• Temperature readings
• Condition of products
• Employee signature

Best Practice: Use a receiving log to document every delivery. This creates a paper trail for food safety audits and helps track supplier performance.

Reasons to Reject Food Shipments

Reject any delivery that fails to meet food safety standards. You have the right—and the responsibility—to refuse unsafe food.

Automatic Rejection Criteria:

What to Do When Rejecting Food:

1. Do not accept the delivery - Refuse to sign for it
2. Document the rejection - Write down date, time, product, reason for rejection
3. Take photos if possible - Visual evidence supports your case
4. Notify the supplier immediately - Call to report the problem
5. Get a credit - Ensure you're not charged for rejected items
6. Complete a receiving log - Note the rejection for your records

Remember: It's better to reject a questionable delivery than to serve unsafe food. Your reputation and customers' health are worth more than the temporary inconvenience.

Special Receiving Considerations

Shellfish Tags:

• Must be kept for 90 days after the shellfish are received
• Tags identify the source and harvest date
• Required by law for traceability during outbreaks
• Write the date the last shellfish was used on the tag

Shell Eggs:

• Receive at air temperature of 45°F or below
• Check for cracks (reject cartons with cracked eggs)
• Store at 41°F or below after receiving

Modified Atmosphere Packaging (MAP):

• Packaging with reduced oxygen to extend shelf life
• Check for bloating or leaking (indicates bacterial growth)
• Verify proper temperature throughout transport

Farm-Raised Fish:

• Must come from approved sources with inspection documentation
• Check for proper labeling and source information

Organic and Specialty Products:

• Verify organic certification if claimed
• Same temperature and quality standards apply
• Documentation must prove organic status