STATE OF FLORIDA
CF OPERATING PROCEDURE CHILDREN AND FAMILIES
NO. 45-7 TALLAHASSEE, September 15, 1998
RECEIVING AND INSPECTION
1. Purpose. This operating procedure establishes procedures to be applied during the receipt and
inspection of materials delivered to districts, institutions and central general services supply operations.
2. Scope. The requirements of this operating procedure are applicable to all units within the
Department of Children and Families having the primary or delegated functional responsibility of
receiving, inspecting and accepting supplies and equipment for the department.
a. Chapter 672, Florida Statutes (F.S.) (Uniform Commercial Code), including section 672.513,
Buyer’s Right to Inspection of Goods and section 672.601, Buyer’s Rights on Improper Delivery.
b. CFOP 45-2, Receiving Reports.
c. CFP 45-6, Supply Inventory Management System (SIMS)
d. Rules of Banking and Finance, Chapter 3A-20, Florida Administrative Code (F.A.C.).
a. Purchase Orders. This term refers collectively to all procurement documents regardless of
the originating office, e.g., district purchasing office, institutional purchasing office, or central purchasing
office (ASGCP). One copy of each purchase order will be furnished to the receiving section. This copy
is used to verify quantity and quality of the item(s) ordered.
b. Supply Unit. This term refers to the supply staff assigned to accomplish the receiving
function at the institution, district, or central office level.
c. Delegated Functional Responsibility. This term refers to staff receiving material from vendors
in “drop shipments” at satellite district offices, e.g., a half-way house or service center.
d. Material. The general term applied to state-procured tangible personal property.
e. Inspection. Inspection is the close and critical examination of commodities delivered to the
department pursuant to duly authorized purchase orders. Inspection determines that:
(1) Unless otherwise specifically ordered, the delivery consists of new and unused
(2) Commodities of the quality, grade, or standard specified in the purchase order or
contract award have been delivered.
This operating procedure supersedes HRSR 45-7 dated May 1, 1989 and HRSP 45-7 dated July 1,
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(3) The design, construction, ingredients, size, kind, type, make, color, style, etc., of the
commodities conform to the requirements of the purchase order or contract.
(4) The packaging and labeling, marking, or other means of identification meet
specifications; or if not specifically called for, conform to the best commercial practices for protecting
the items during transportation, storage, handling and distribution.
(5) Unless otherwise specifically ordered, the delivery contains no materials classified as
seconds, factory rejects, mill ends, distressed merchandise or having other objectionable
(6) The commodities comply with specification requirements in all essential respects,
are in good condition, and delivery has been made in accordance with the terms and conditions of the
purchase order or contract.
SECTION I -- RECEIVING
5. General. The right to inspect and/or reject tangible personal property is established by the
references listed in paragraphs 3a and d. The process of receiving and inspecting supplies at the time
of delivery is one of the most critical steps in material acquisition. Failure to adequately inspect material
at the time of receipt may prejudice the department’s right to return the material to the vendor without
paying a restocking fee.
6. Responsibilities for Receiving Function.
a. When a purchase requisition is submitted to the purchasing office a copy will be retained by
the originating unit pending receipt of the purchase order or contract document. The purchasing office
will furnish one copy of each purchase order issued to the supply unit for use in the receiving and
b. The supply unit will establish appropriate procedures for follow-up actions to be initiated in
order to secure deliveries from vendors on a timely basis.
c. Receiving staff will conduct inspections, receive material and initiate discrepancy reports.
d. Receiving staff will indicate the date received and stock number on the bottom box of all
commodity containers prior to release for storage to assure that the oldest perishable commodities are
e. Receiving staff will conspicuously indicate the purchase order number on commodity
containers prior to release for storage:
(1) The purchase order number on whole pallet load receipts will be indicated on the
lower right box on the four sides of the load.
(2) On less than pallet load receipts, as a minimum, the purchase order number will be
placed on the bottom box of the stacks as well as on the box placed in the back of the shelf or storage
(3) If the vendor has indicated the purchase order on the containers in the shipment,
receiving staff will only indicate the date of receipt on the containers.
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7. Purchase Order Number Identification. The identification (by receiving staff in accordance with
paragraph 6e above) of containers, boxes, bags, pallets and other packages by purchase order number
prior to storage will assist supply and purchasing staff in placing claims against a vendor when
commodities delivered have defects in workmanship or material. Storage staff will assure that the
purchase order number is conspicuously indicated on boxes when supplies are re-packed or removed
from the manufacturer’s container.
8. Inspection Upon Receipt.
a. General. All material delivered will be inspected by receiving staff at the time of delivery, to
assure that the material is as specified on the purchase order. The inspection will be conducted in three
(2) Quality; and,
b. Condition Phase. Receiving staff will begin a visual check for damaged containers and
evidence of leaks when the carrier’s doors are opened and will continue the check as each pallet load or
container is off-loaded.
(1) Damaged material will be segregated to determine the extent of damage. If the
damage affects a major portion of the shipment, off-loading will be discontinued until a determination is
made as to the disposition of the damaged material.
(2) Only the damaged items in a multi-line item shipment will be questioned, providing
the damage has not affected the remainder of the shipment. The purchasing office will be requested to
notify the vendor of the extent of the damage and request a replacement shipment.
(3) The delivery document (e.g., way bill, bill of lading, freight bill, or delivery ticket), will
be annotated, signed by receiving staff and countersigned by the carrier’s driver.
(4) Technical assistance, if required, will be requested from the requisitioning unit (food
service, pharmacy, maintenance, etc.), if receiving staff are not technically competent to inspect and
accept the item.
c. Quality Phase. In this phase, the receiving staff will:
(1) Compare the purchase order specifications with the labels on material or containers.
(CFP 45-6, Supply Inventory Management System, recommends a procedure for use when receiving
acceptable substitute items. The recommended procedure suggests that the receiving report be
annotated with a statement that the received material is an acceptable substitute for the ordered item.)
(2) Compare serial numbers and model numbers with the vendor’s delivery ticket.
(3) Request technical assistance if disassembly, performance, or intricate
measurements are required.
(4) If laboratory testing is needed contact the Department of Management Services
(DMS), Bureau of Standards to initiate. The testing request is processed through the purchase office.
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d. Quantity Phase. The quantity phase begins with off-loading. Quantities received should be
compared to the quantity ordered and the delivery ticket. If the quantity received is equal to the quantity
ordered and indicated on the delivery ticket, a receiving report will be prepared in accordance with the
reference listed in paragraph 3b and applicable local procedures. If the quantity received is less than the
quantity ordered, but does agree with the quantity on the delivery ticket, it is a partial shipment. The
receiving report will be prepared for the quantity received and the receiving report number will be entered
as a cross-reference on the purchase order, along with the quantity received. If the quantity received is
less than the quantity indicated on the delivery ticket, a shortage is indicated. The receiving report will
be prepared for the quantity received and the purchase order will be annotated with the receiving report
number and quantity received. Additional action as outlined in paragraph 9b below will be followed.
9. Overages and Shortages.
(1) If the quantity received and the delivery ticket show amounts greater than the quantity
ordered, the overage should be returned to the vendor’s delivery equipment and the delivery ticket
annotated. If the material is delivered by a common carrier, the quantity delivered will be accepted and a
receiving report prepared only for the quantity ordered.
(2) The supply unit will determine if the overage can be used. If the overage is
acceptable, purchasing will be notified and requested to issue an amendment to the original purchase
order or issue a new purchase order to cover the overage. An additional receiving report will be
prepared only for the overage and will reference the original purchase order when an amendment is
prepared or the new purchase order, when it is issued.
b. Shortage. During the off-loading process, if it is determined that the quantity received is less
than indicated on the delivery ticket, the carrier’s copy of the bill of lading or way bill, will be annotated
with the quantity received and the amount of the shortage, signed by the receiving staff and
countersigned by the driver. (Failure to make this notation may relieve the carrier of liability.) Receiving
staff will notify purchasing in writing of the shortage and indicate the purchase order number, date
received, quantity shortage and the carrier.
10. Accepting Manufacturer Count. Upon receipt of a large amount of an item, the pre-marked quantity
indicated by the manufacturer on each sealed box will be accepted as the quantity. A random sample of
5 percent of the sealed containers should be inspected for quality and quantity. If discrepancies are
noted in the random sample, an additional 10 percent of the items received should be sampled. If a
significant quantity of the items inspected is defective, the supply supervisor and purchasing
agent/director will be advised, in order that a determination can be made to reject the defective items or
reject the entire shipment. The following major considerations will be used in the determination for
a. Vendor’s capability to immediately replace the shipment.
b. Availability of the item on the local market.
c. Effect of the rejection on client welfare or employees’ ability to perform their duties.
11. USDA Donated Foods. Receipt and inspection of USDA donated foods will be conducted as set
forth by this operating procedure.
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SECTION II -- INSPECTION
12. General. All items of supply and/or property will be delivered to the designated central receiving
section of the institution, district or other facility unless specifically exempted by one of the following
a. The delivery point for a user is not located at the supporting facility and is designated on the
purchase order, or requires special handling.
b. Fresh produce, meats, bread, and dairy products which are delivered directly to the food
c. Other items, such as bulk fuel or drugs requiring special handling or storage specifically
designated on the purchase order.
13. The Need for Adequate and Fair Inspection. Inspections are conducted to protect the department’s
interests and ensure compliance with purchasing requirements.
a. The purpose of inspection is to make certain that suppliers furnish the precise commodities
ordered. Without a good system of inspection, suppliers may reduce their costs by furnishing items
which do not meet the minimum specifications. Furthermore, no matter how large, how efficient, or how
reliable a supplier may be, errors do occur. To ensure that the requirements are actually met, to protect
the department from receiving material below the level of acceptable quality, and to prevent unfairness
to unsuccessful bidders, inspections are necessary.
b. Knowledge that a delivery may be inspected, and its acceptance or rejection based solely
upon merit, serves to discourage suppliers who otherwise might resort to unethical practices.
c. Inspection is not intended to impede or obstruct the ordinary flow of merchandise between
suppliers and the department or to harass responsible suppliers who inadvertently delivered the wrong
items, but is intended to correct errors and otherwise assure the delivery of the proper items.
d. Inspection will be fair and impartial, and realistically appraise the quality and condition of the
actual delivery as compared with the requirements of the delivery. The same yardstick of measurement
must be used consistently for all suppliers of the same item. When a laboratory analysis is necessary
to establish compliance with a particular specification, samples should be taken from deliveries and
submitted to the DMS Bureau of Standards. No one supplier or group of suppliers will be exempt from
14. Methods of Inspection. Broadly speaking, there are six methods of inspection. Some products may
be inspected by one method; others require a combination of two or more. Usually, a person can use
either the visual or certification methods of inspection unaided. To some extent, the mechanical and
performance methods may be utilized, although many such inspections will require laboratory facilities.
The analytical method, however, is almost exclusively a laboratory function. Types of inspections are
a. Visual Inspection. By common understanding, visual inspection includes the use of one or
more of the five senses - sight, taste, smell, hearing and touch. Generally, visual inspection is sufficient
to establish the acceptance or rejection of many kinds, types and classes of commodities without
resorting to laboratory analysis, when inspection does not require supplementation by physical test or
chemical analysis. A person can usually determine whether or not the material complies with the
requirements of the specifications, giving due consideration to their relative importance, by examination
or inspection of the following factors: design, construction, workmanship, performance, size, length,
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width, thickness, weight, dimension, defects or imperfections, condition, packaging, containers, labeling,
identification, markings, etc.
(1) Sight. Visual or sight inspection includes observances of those characteristics which
may be seen by the eye or which are obvious or apparent, such as shape, color, comparative size,
finish, coarseness, fineness, gloss, tarnish, rust, decay sturdiness, blemishes, clarity, stains,
discoloration’s, design, uniformity, etc.
(2) Taste. Fruits, vegetables, canned goods, pastries, desserts and similar food
products lend themselves to inspection by taste to determine whether or not they are dry, juicy, sweet,
sour, fresh, stale, rancid, salty, palatable, flavored, spiced, unpleasant, etc.
(3) Smell. The sense of smell is utilized in the inspection of meat and poultry, dairy
products, canned goods and certain pharmaceutical items, such as various oils, soaps, extracts, etc.,
to determine whether or not they emit an offensive or objectionable odor, are rancid, contaminated,
unpleasant, putrid, sour, etc. Smoking or burning insulation, oil or grease is indicative of overheating,
which might be caused by a defect not otherwise discernible.
(4) Hearing. Hearing is essential in the detection of defects indicated by unusual sounds
or noises audible when observing the operation of motors, machinery or other mechanical, electrical or
automotive equipment, such as knocking, squeaking, rattling, sizzling, hissing, sputtering, tearing,
cracking, shearing, crushing, breaking, scratching, etc.
(5) Touch. The characteristics which may be determined by touch or feel, in the
inspection of many commodities, include such common qualities as heat, cold, wetness, dryness,
tightness, looseness, sharpness, dullness, rigidity, flexibility, firmness, strength, weakness, hardness,
softness, smoothness, roughness, porosity, thickness, etc.
b. Certification Inspection. Certification is an important method of inspection which
supplements visual inspection and usually makes unnecessary further mechanical performance or
analytical inspection. Manufacturers of certain items conduct their own physical tests and chemical
analysis and will furnish certified copies of such tests upon request, either directly or through their
authorized representatives. Except for the purpose of “check testing”, samples of such items should
not be sent to the laboratory. Instead, certified copies of the manufacturers’ test certificates should be
obtained when called for in the purchase order or contract. These certificates cover such items as
manila rope, wire rope and cable, iron and steel chain, condenser and boiler tubes, transite pipe,
creosoted paving blocks, plain and insulated wire and cable, etc. When ordering fairly large quantities,
the invitation to bid and the contract should indicate that the vendor will be required to furnish certified
copies of reports of physical test or chemical analysis. Some classes of commodities are governed by
grading rules established by certain industrial groups or other organizations specializing in the
formulation of standards of quality. Meats and poultry, fruits and vegetables, canned foods, dairy
products, eggs, etc., are graded by the USDA.
(1) Poultry, Inspection Seals. All poultry delivered shall bear either the USDA Inspection
Seal or the Florida Department of Agriculture (FDA) Inspection Seal, with regard to wholesomeness, as
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(2) Fresh Meats. All meat received must bear one of the following USDA or FDA
Certification Seals. Shipments of meat that require certification on the purchase order but have not
been stamped with the Florida “Certified” seal or the USDA “Acceptance” seal are to be rejected and
under no circumstances be accepted.
THESE ARE FACSIMILES OF THE ONLY ACCEPTABLE STAMPS
Note: Initials or numbers will vary on the stamps shown above. These initials or numbers are used to
identify the grader who accepted or certified the product.
(3) Poultry, Grade. With regard to “grade”, all poultry and egg shipments must comply
with the following:
(a) With USDA Shipment. All cartons or boxes should bear either a USDA
“Grade A” Label or Stamp. Cartons or boxes not so marked shall have USDA Grade Certificate
attached to the delivery ticket.
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(b) With FDA Shipment. All cartons or boxes shall bear the following type of
(4) Eggs, Size & Grade — All Shipments. Either a USDA or FDA Certificate as to size
and grade shall be attached to the delivery ticket.
(5) Shipments which do not have the proper inspection seal, grade label or certificate
must be rejected.
c. Performance Inspection. Like the two preceding methods, performance inspection also
frequently is coupled with visual inspection. Such items as motors, casters, valves, hand trucks,
automobiles and heating plants, for example, can usually be given performance tests. One must be
careful not to introduce tests which the items are not designed to meet. For example, you should not
attempt to test a 110-volt AC motor on 110-volt DC current.
d. Mechanical Inspection. Some mechanical inspection is a regular part of visual inspection. To
the extent that a person can determine the physical properties of a delivered item, with the aid of
available tools, he does so. Lumber, castings and pieces of equipment, to name a few, are items
usually susceptible to mechanical inspection at the delivery points. On the other hand, measurement of
certain physical properties involves the use of engineering or laboratory facilities. Such factors as the
tensile strength of paper, rubber, metal or cement; color fastness of dyes; or the indentation resistance
of linoleum, cannot be measured in the field. When physical properties such as these must be verified,
samples are selected in accordance with specification requirements and form PUR 7030.
e. Weight Inspection. Section 531.37(2), Florida Statutes stipulates that “weight” in connection
with any commodity means “net weight”. When examining items purchased by weight such as rags,
cotton batting, etc., remove the contents from the package and weigh the contents on a scale certified
by the Florida Department of Agriculture and Consumer Services. If this field test indicates short weight,
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notify DMS Bureau of Standards. The Bureau will arrange for verification of weight by the Commodity
Testing Laboratory prior to any further action on the part of the receiving unit.
f. Analytical Inspection (Sampling and Testing). When it is necessary to conduct laboratory
tests on selected samples of a delivery, certain definite practices must be followed in order to protect
both the vendor and the state against errors.
(1) Sampling. The state laboratory facilities are limited, and commercial facilities involve
cash outlays. It is necessary to limit sampling and testing to a minimum consistent with the protection
of the state’s interests. Contact the Bureau of Standards to assist with the determination of
commodities for sampling. The Bureau of Standards will maintain close liaison with all agencies, and
will regularly advise agencies regarding specific needs and methods of sampling.
(2) Selecting the Sample. When the Bureau of Standards has been informed by the
department that a laboratory test or analysis is necessary, in order to determine compliance with the
requirements of the specifications, the department must select from the delivery a representative
sample of the material to be tested. This selection must be done very carefully, to positively identify the
item with the proper vendor and purchase order. The actual selection of samples is submitted by the
supply function from the using activity. This activity must be coordinated with the purchasing function.
(3) Protecting the Integrity of the Sample. Each sample must be placed in a properly
sealed container (or, when not practicable to place the sample in a container, it must be properly
tagged) to prevent tampering and/or damage; and its integrity must be preserved until its delivery to the
(4) Request for Analysis. The Request for Analysis form (PUR 7030) shall be prepared
by the purchasing function in duplicate at the time the sample is selected. The original must be properly
secured to (and accompany) the sample to the Bureau of Standards. A duplicate copy of the request
shall be retained where it will be held as “pending” until a report is received from the Bureau of
(5) Testing. Except in instances where such matter as life, health and safety are
involved, the laboratory should be requested to test only for those essential characteristics necessary to
establish compliance or non-compliance with the specifications. Additional tests not germane to the
purpose for which the sample is being tested, or any tests which would not, in themselves, establish
compliance or non-compliance should be eliminated, unless specifically required for other purposes.
15. Laboratory Reports. Laboratory reports will be issued as outlined in the State of Florida,
Department of Management Services Division of Purchasing, Bureau of Standards, rules of “Method
and Procedures for Sampling, Testing and Reporting.”
16. Inspection Upon Receipt. All materials received must be inspected at the time of receipt by
receiving personnel to ensure that the materials delivered are in a serviceable condition and in the
quality and quantity ordered.
a. Inspection of Food Commodities. Food service personnel should provide technical
assistance for inspecting items at the time of receipt, as requested. Final determination to accept or
reject food products is the responsibility of food services in conjunction with purchasing. The inspection
may include, but is not limited to, the following:
(1) The product received is, in fact, the product ordered.
(2) The count and weight of the product are accurate.
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(3) The product must be certified if it is meat.
(4) No damage has occurred during prior storage or in transit.
b. The following are suggested ways of performing the above tasks:
(1) Refer to the purchase order to obtain information as to which items must be
delivered fresh and which should be hard frozen.
(2) Ensure that only those items received are, in fact, designated for the facility.
(3) If the product must be frozen, the receiving unit should make sure that the internal
temperature of the carrier is low enough to prevent thawing of the frozen product.
(4) Each carton unloaded from the carrier should be closely examined and none should
show damage to the extent that the product is readily exposed. Torn, crushed and wet stained cartons
should receive added attention to prevent acceptance of a product that is or may become
c. Inspection Of Meat Commodities. Receiving personnel should spot check a portion of the
cartons and observe the physical characteristics of the meat. Characteristics such as proper color and
odor are important in determining wholesomeness.
(1) Color. The characteristic color of fresh veal, beef, lamb, yearling mutton, mutton and
pork are all different. However, there are some obvious similarities; for instance, each color is affected
by advancing maturity and gradually changes to a deeper, darker color as the animal becomes more
mature. Each is affected to some degree by oxidation and by bacterial, mold or fungus growth. The
important facts, however, are to know the normal colors associated with each kind of meat.
(a) Fresh raw meat usually has an odor reminiscent of commercial lactic acid.
This odor is stronger in more mature animals than in younger animals of the same species. Meat from
mature uncastrated male animals is often characterized as having an ammonia or staggy odor. A
“piggy” odor of unknown origin is sometimes noted in pork. “Fishy” odors may be detected when an
animal has been fed rations high in fish products. Other terms such as “gamey” or “aged” are used to
describe meat stored unfrozen. Prolonged storage, particularly under unfavorable conditions, may
cause the development of proteolytic or putrid odors from protein decomposition, “sour” or “tainted”
odors from microbial growth, and rancid odors from fat oxidation. These rancid odors are described as
tallowy for beef; muttony for mutton; and stale, cheesy, acrylic, fishy or oily for pork. The receiving clerk
should keep in mind that the first evidence of spoilage for beef is noted on the surface of the product.
Discoloration, dried, sticky or slimy surfaces are clues to mishandled product which may be unfit for
human consumption. Pork, however, first deteriorates inside the cut near the bone. Odors are easily
detected by inserting a knife bone-deep in the flesh and then sniffing the tip of the knife.
(b) Certified chilled product cartons will have appropriate stenciling on each
carton. The stenciling on the carton will give all the pertinent information of the meat items and can be
used advantageously when compared to the official documents accompanying the shipment and in
stock rotation and inventory control. The presence of these stamps on the cartons are proof of
certification by the official meat grader. Only the shield shaped stamp with the wording “USDA
Accepted as Specified” will be on cartons containing fresh meat. Hard frozen meat items will bear both
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the “Accepted as Specified Stamp” and the USDA Shield Stamp. The only two exceptions to the above
statements depend on:
1. Purchase of certified stockpile produce out of the freezer without
further examination by the official meat grader (only the USDA Shield Stamp will be visible).
2. An agreement between the buyer and seller which results in the
grader certifying all product in the fresh state only - with freezing and acceptance out of the freezer
waived by the receiver (only the USDA Accepted as Specified Stamp will be visible).
3. If one or both of the above are in effect, it should be known by the
receiving unit so the unit can make the right judgments regarding the presence or absence of the official
stamp. Also, it must be marked on the purchase order. When the receiving clerk has completed his
visual examination, to be sure the product is in fact as certified, he should check weights and
immediately move the product to proper storage.
17. Rejection of Goods. As outlined in Section 672.602, Florida Statutes, rejection of goods must be
within a reasonable time after their delivery or tender. When it has been determined by any of the
methods listed in this operating procedure that goods delivered are in non-compliance with the
specifications, it will be the responsibility of the department issuing the purchase order to call upon the
supplier(s) to make the necessary replacements or adjustments in accordance with bid award terms.
Should the supply activity have difficulty in obtaining satisfactory service, the matter should be referred
to the Division of Purchasing for attention and appropriate action.
18. Latent Defects. Despite the most rigid inspection and careful examination, a latent defect will
occasionally appear, rendering the item inoperable, unsatisfactory, or useless. These defects are not
the result of abuse or misuse, but of some weakness, flaw, deformity, mistake or fault in workmanship
or material which is not discernible until the item is subjected to use or put into operation. It will be the
responsibility of the purchasing office to notify the vendor promptly when such defects are discovered,
so repairs or replacements may be made and the item restored to its intended usefulness. If the vendor
fails to remedy the conditions reported, the matter should be referred to the Division of Purchasing.
19. Receiving Reports. Receiving personnel will complete either form CF 36, CF 1515, or CF 1371 as
the receiving document for commodities received. Distribute copies the receiving report as required by
district/institution operating procedures.
BY DIRECTION OF THE SECRETARY:
(Signed original copy on file)
DENNIS L. CROFT
Assistant Secretary for
SUMMARY OF REVISED, ADDED, OR DELETED MATERIAL
This operating procedure has been updated to reflect the department’s current operational structure.
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