Receiving Deliveries

When a delivery arrives, take a few minutes to check it properly. Catching problems at the door is much easier than dealing with them later.

Step-by-Step Process

1. Check the Order

Before you start opening boxes:

1. Grab the order confirmation or packing slip from the delivery driver (it is usually taped to one of the boxes or handed to you separately).
2. Compare the packing slip to the items in the delivery. Check off each line item.

What to Verify	How
Correct items	Match product names to the packing slip
Correct quantities	Count boxes, bags, or cases against the listed amounts
Correct sizes	Verify cup sizes, container sizes match what was ordered

2. Inspect for Damage

Go through every box and container. Look for:

• Crushed or dented boxes -- open them to check if contents are damaged.
• Broken seals -- any container that should be sealed but is not gets set aside.
• Leaking containers -- especially syrups and dairy.
• Wet or soggy packaging -- could mean temperature issues during transport.

Dairy Check

Open the dairy delivery immediately. Check that milk and cream cartons are cold to the touch, not bloated, and within expiration dates. If dairy feels warm (above 40 degrees F), do not accept it -- tell the driver and notify the manager.

3. Store Immediately

Speed matters, especially for perishables.

Item Type	Storage Rule	Time Limit
Dairy (milk, cream)	Refrigerator	Within 15 minutes of arrival
Fruit purees	Refrigerator	Within 15 minutes of arrival
Tea leaves and powders	Back storage, top shelf	Within 30 minutes
Syrups	Back storage, middle shelf	Within 30 minutes
Dry tapioca pearls	Back storage, middle shelf	Within 30 minutes
Cups, lids, straws	Back storage, bottom shelf	Within 1 hour
Art supplies	Art closet	Within 1 hour

Rotate Stock

When putting new deliveries away, move the older stock to the front and put the new stock behind it. First in, first out. This prevents items from expiring in the back of a shelf.

4. Handle Problems

If something is wrong with the delivery:

Missing Items

1. Double-check the boxes -- sometimes items are packed inside other boxes.
2. Write down exactly what is missing (item name, quantity, from which order).
3. Note it on the packing slip.
4. Tell the manager immediately so they can contact the supplier.

Damaged Items

1. Do not throw away damaged items yet.
2. Take a photo of the damage.
3. Set the damaged items aside in back storage.
4. Note the damage on the packing slip.
5. Tell the manager -- they will handle the claim or replacement with the supplier.

Wrong Items

1. Do not open or use incorrect items.
2. Set them aside.
3. Note the discrepancy on the packing slip.
4. Tell the manager.

5. File the Receipt

After everything is checked and stored:

1. Write the date received and your initials on the packing slip.
2. Note any discrepancies directly on the slip.
3. Place the slip in the Delivery Receipts folder in the back storage binder.

Why File Receipts?

The manager uses these to reconcile invoices, track supplier reliability, and dispute charges for missing or damaged items. A missing receipt means we might pay for something we never received.

Delivery Schedule

Most deliveries arrive on predictable schedules. Here is the general pattern:

Supplier Type	Typical Delivery Day	Typical Time
Tea and boba supplier	Tuesday or Wednesday	Morning
Restaurant supply	Varies by order	Morning or early afternoon
Dairy distributor	2-3 times per week	Early morning
Art supply distributor	Varies by order	Afternoon

Heads Up

If you are on the opening shift and a delivery is expected, the manager will let you know the night before. Keep the back door area clear so the driver can access it easily.

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Last updated: March 2026