Before the Truck Arrives

• Make sure at least three people are present to meet and unload the truck.
• Delivery times are posted on this website by 7 pm the previous day. See the link on the home page. All that is needed is your customer number.
• Use the Reports Menu in FoodLink to print the Distribution Reports, Pick Sheets and/or Order Labels your group uses for delivery. Have the necessary FoodLink reports printed and ready for use
• Set up for distribution by arranging member order areas using name tags, invoices or pick sheets generated by FoodLink.

While the Truck is At Your Delivery Site

Unload the order
Check frozen and refrigerated items
Complete the paperwork with the driver
Pay the driver

The driver will 'tailgate' your order -- the items will be placed on the back of the truck for you to lift off and carry to your distribution area. If the truck has a liftgate, a pallet will be lowered to the ground for you to unload.

Check your Frozen and Refrigerated Items

• Credit for these items can be issued only at the time of delivery. We can not accept returns of frozen and perishables because of quality control issues.
• Check for mis-picks by comparing the warehouse pick label to the manufacturer's description printed on the box.
• Check for damaged perishables.
• The driver can issue credit for any errors you find before the paperwork is completed.

Unloading Produce Items

• Check on both the quality and the accuracy of the shipment as soon as the produce is unloaded.
• The driver can make adjustments for produce of unacceptable quality.
• Waste/spoilage of 5% is considered the industry standard for wholesale distribution. Credit for the amount over 5% should be called into the Produce Department within 2 days of delivery.

Unloading Grocery Items

• If you are using FoodLink, Member IDs will appear on the warehouse pick labels. If you have enough people working, they can take the item directly from the truck to each member's pile (by checking the FoodLink member ID on the warehouse pick label).
• Place repack boxes (small items) in a designated area for later distribution.
• Set aside any items with "Multi" or "Split" as the FoodLink member ID for later distribution.

Complete The Paperwork With The Driver

• When the unloading is finished, one person should work with the driver to complete the paperwork.
• This person pays the driver and should be aware of any credits or returns from the previous delivery. Items to be returned should be ready to go.
• The driver can write credits for any mispicked or damaged products from this delivery.
• Credit for returns of deposit bottles and cans is issued.
• Drivers are on tight schedules and do not have time to wait for an item by item check. If errors are identified later on contact our Claims Department.

After the Truck Leaves:
Distribution and Clean Up

• Arrange the member invoices or pick sheets on tables, or on the floor, in a logical pattern around the room (alphabetically from left to right works well).
• Grocery items are sorted into a pile for each member, using the Member IDs on the pink labels.
• Repack boxes are opened and distributed according to the Member IDs on the labels.
• Distribute the "Multi's" and "Splits" using FoodLink Distribution reports or labels/ FoodLink can print a Distribution Report for only the Multi's and Splits.

Trouble-Shooting
When buying wholesale be prepared to deal with occasional problems. It's a good idea to have one person serve as the trouble-shooter. This person could also be the person who does the paperwork with the driver, and can follow through if credits are needed.

Typical problems are:

• missing items: put in the wrong member's pile by mistake
• damaged products: note product number to use when calling credits
• mispicks: right warehouse label on wrong product - can anyone buy it?

The trouble-shooter should follow through with the Claims Department if a credit is needed.

Pick Up

• Members should NOT be allowed to pick up their orders until the distribution is completed. This allows the troubleshooter to find missing items before they are taken home by mistake. Allowing members to pick up their orders before the distribution is complete often creates an atmosphere of chaos instead of a cooperative, accurate completion of the job.
• Members who arrive early for pick-up can help finish the work, or wait.

All Done?
The products are all distributed, problems are corrected, recorded or resolved, members are picking up their orders. Now is the time for your clean-up crew to restore the room to a pristine condition.

Whether you are using a community, school, private or church space, the good relationship between your buying club and the building's owners will largely depend on the condition in which you leave the room. If you leave it better than you found it, your club will continue to be welcome.