Receiving Operations
v1.0 Draft · Covers all inbound product streams from pre-arrival through Primarius confirmation
Product Streams
Donated
Purchased
USDA / TEFAP
Phases
7
Pre-Arrival → Documents
System
Primarius
Critical rule: Never sign a BOL or delivery receipt that shows a load as complete if there is a quantity or condition discrepancy. Always note exceptions on the document before signing.
This SOP covers physical and system steps. For Primarius field-level detail, refer to the companion Operations — Receiving SOP. For inter-warehouse movement after receipt, refer to the Warehouse Moves and Transfers SOPs.
Phase Overview
1
›
Pre-Arrival Preparation
Confirm calendar, PreReceipt, dock, and TEFAP docs before truck arrives.
2
›
Arrival & Physical Inspection
Vehicle inspection, seal check, temps, and BOL verification before unloading.
3
›
Unloading & Physical Count
Case count, condition check, pallet recording.
4
›
Product Holds & Discrepancy Protocol
Quarantine, Primarius flag, supervisor notification.
5
›
Primarius Completion
Review, receive, print, confirm — in that order.
6
›
Labeling & Put-Away
Tags, color codes, allergens, FEFO/FIFO, location verification.
7
›
Document Collection & Routing
Route all paperwork to correct staff and file.
SOP Phases
Click any phase to expand. All steps include conditional notes.
1
›
| Step | Action | Notes / If…Then |
|---|---|---|
| 01 | Confirm scheduled delivery is on the daily receiving calendar. Note donor/vendor, expected product, estimated quantity, and arrival window. | If delivery is not on calendar, notify supervisor before proceeding. |
| 02 | Verify a PreReceipt exists in Primarius for the incoming load. If not, create one now per the Receiving SOP before the truck arrives. | TEFAP/USDA loads: confirm source reference number (5000# direct ship, 1000# CSFP, GR# for FA purchased loads) is on hand. |
| 03 | Confirm dock availability and clear staging area. Identify destination bin/pallet location in advance based on product type and storage plan. | Cold/frozen product: confirm cooler or freezer space is available before arrival. |
| 04 | For TEFAP loads: confirm the TEFAP Receiving Checklist and required support documents are available at your desk before the truck arrives. | All pallet tags, labels, and forms are kept at staff desks and printed as needed during the receiving process. |
2
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Never sign a BOL showing the load as complete if there is any quantity or condition discrepancy. Note exceptions in writing before signing.
Vehicle Inspection
| Step | Action | Notes / If…Then |
|---|---|---|
| 01 | Record truck arrival time, Truck ID, and Seal Number. | TEFAP: record on TEFAP Receiving Checklist. All others: record in Primarius Delivery Details tab. |
| 02 | Inspect vehicle exterior for damage, pest evidence, or contamination before opening. | If evidence of infestation: DO NOT unload. Contact supervisor immediately. |
| 03 | Check seal condition before breaking. Record seal number and condition. | Broken or missing seal on TEFAP/purchased load: stop, notify supervisor, document. |
| 04 | Open vehicle and inspect interior: check for odors, moisture, pest evidence, and visible damage. | Vehicle must be clean and free of odors. Conditions fail: hold load, contact supervisor. |
| 05 | For all perishable loads: take and record vehicle temperature AND food temperature before unloading. | Acceptable: Refrigerated ≤40°F · Frozen ≤10°F. Out-of-range: hold, contact supervisor immediately. Do not receive until cleared. |
| 06 | Verify Bill of Lading or delivery paperwork is present. Check it matches the expected load. Sign the BOL and provide driver copy if required (purchased, TEFAP, CSFP loads). Retain original for FRFB records. | Quantity or product discrepancy: note exception on BOL before signing. Do not refuse to sign — note the exception in writing. When in doubt, copy before signing and retain both. |
3
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| Step | Action | Notes / If…Then |
|---|---|---|
| 01 | Count cases/units per pallet during unload. Do not rely solely on the driver's count or the BOL. | Discrepancy from BOL: record actual count. Note variance on BOL. Update Primarius line item quantity to reflect what was physically received. |
| 02 | Inspect product condition as it comes off the truck. Check for damaged cases, compromised packaging, mold, or off-odors. | Damaged product: set aside. Do not mix with clean product. Record quantity and condition. See Phase 4. |
| 03 | Record pallet count and cases-per-pallet on receiving paperwork. | TEFAP: use TEFAP Receiving Checklist pallet count fields. |
| 04 | Record time-out (unload complete) on receiving paperwork. |
4
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When to Place a Product on Hold
Product is out of temperature on arrival (perishable)
Visible infestation, mold, or contamination
Packaging compromised (open cases, pest damage)
Quantity or product type doesn't match paperwork and can't be resolved at dock
Product condition uncertain — requires supervisor or ICS assessment
Hold Procedure
| Step | Action |
|---|---|
| 01 | Segregate held product from clean product immediately — separate pallet, separate location. |
| 02 | Mark pallet clearly: "HOLD — DO NOT DISTRIBUTE" |
| 03 | In Primarius PreReceipt Detail: check Is On Hold before saving the line item. |
| 04 | Notify supervisor with: product name, quantity, reason for hold, and any temp readings. |
| 05 | Document in receiving log. Do not confirm the receipt until hold is resolved. |
Held product must be physically separated from available inventory. A Primarius flag alone is not sufficient. Supervisor must authorize release or disposal before hold is lifted.
5
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Once confirmed in Primarius, a receipt cannot be edited. Verify all quantities, locations, dates, and product categories before confirming.
| Step | Action | Notes / If…Then |
|---|---|---|
| 01 | Review all PreReceipt line items. Confirm quantities match physical count. Confirm pallet locations are entered and correct. | FA Product Category field: verify it reflects the correct donation type. This affects Feeding America reporting and cannot be corrected post-confirmation. |
| 02 | For perishable products: confirm Temperature field is populated on each line item. | Required for all perishable line items without exception. |
| 03 | Navigate to PreReceipts to Receive. Check the box next to the PreReceipt Ref and click Receive Transactions. | |
| 04 | Navigate to Receipts to Print. Print the receipt. | |
| 05 | Navigate to Receipts to Confirm. Confirm the receipt. | STOP: do not confirm if any product is on hold or if a discrepancy has not been documented and escalated. |
6
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| Step | Action | Notes / If…Then |
|---|---|---|
| 01 | Print pallet tags from Primarius (check Print Pallet Tag on each line item detail before saving). Verify Expire Date field is populated. | Expire Date = FRFB's must-distribute-by date, NOT necessarily the manufacturer best-by date. Confirm with ICS if uncertain. |
| 02 | Apply color-coded labels per FRFB tagging protocol before product moves to storage location. | Wrong color tag = wrong rotation pool. Double-check product category before labeling. |
| 03 | Check product for allergen content. If it contains a major allergen, apply the appropriate allergen label to the pallet and record the allergen in Primarius. | Major allergens: milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, soybeans, sesame. When in doubt, check the label and consult ICS. |
| 04 | Move product to the designated bin location per FRFB storage plan. Respect FEFO/FIFO: newer product goes behind or under older product. | Cold/frozen: move to temperature-controlled storage immediately after tagging. No staging at room temp. |
| 05 | Update Primarius: confirm pallet location is correct under the receipt line item. Physical location and system location must match. | Location mismatch is the primary source of pick errors downstream. Verify before leaving the product. |
7
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| Document | Applies To | Route To |
|---|---|---|
| Donation Receipt (signed) | Donated product — all types | FRFB Representative on duty; copy to donor if requested |
| Bill of Lading (signed original) | Purchased, TEFAP & CSFP loads | Copy to driver if supplier requires; original to Ops Warehouse file |
| TEFAP Receiving Checklist | TEFAP only |
Coversheet/Mailing → Finance Staff
WBSCM Report → Food Sourcing/Ops
Item Receiving Stats + BOL → Ops Warehouse
|
| Primarius Receipt (printed) | All loads | Ops Warehouse file |
| Delivery-specific docs (PO, manifest, etc.) | As applicable | Ops Warehouse file |
Receiving Checklist
Walk-around checklist for each load. Check items as you complete them. Progress resets on reload — print or screenshot when done.
Document Reference
Quick reference for all paperwork, routing, and temp thresholds.
Temperature Thresholds
Refrigerated
≤40°F
Hold if exceeded — contact supervisor
Frozen
≤10°F
Hold if exceeded — contact supervisor
Ambient
Confirm w/ FRFB
Specific threshold pending FRFB confirmation
Major Allergens (FDA Big 9)
Milk
Eggs
Fish
Shellfish
Tree Nuts
Peanuts
Wheat
Soybeans
Sesame
If product contains any of these, apply allergen label to pallet AND record in Primarius during receiving.
Document Routing
| Document | Applies To | Route To |
|---|---|---|
| Donation Receipt | Donated | FRFB Rep on duty; copy to donor if requested |
| Bill of Lading | Purchased TEFAP CSFP | Copy to driver if required; original to Ops Warehouse file |
| TEFAP Receiving Checklist | TEFAP only | Coversheet → Finance · WBSCM → Food Sourcing/Ops · Stats+BOL → Ops Warehouse |
| Primarius Receipt (printed) | All loads | Ops Warehouse file |
| PO / manifest / delivery docs | As applicable | Ops Warehouse file |
Pending FRFB Confirmations
The following must be confirmed by Distribution Services leadership before this document is finalized and distributed to new staff. Do not leave these blank in the final version.
○
Escalation contacts: who to call for out-of-temp loads, infestation, quantity discrepancies (name, role, backup)
○
Specific temperature thresholds for each storage zone if different from FDA/USDA standard
○
Hold release authorization: who has authority to release a held product or authorize disposal
○
Color-coded tag protocol: full reference chart by product category
○
FRFB-specific Expire Date policy: how date is determined for donated product with no clear use-by date
○
Receiving log format and storage location (physical binder, shared drive, etc.)