KENYA · GUIDE 0141 · EDITION 4.2
Office Lunch Delivery Records: Orders, Recipes and Dispatch
Use connected records rather than separate meal counts
A useful record system allows a meal to be traced from an accepted order to the recipe run, dispatch and handover. The daily sales total alone cannot explain a wrong dish, unplanned extra portion or invoice discrepancy. Use simple references consistently before automating.
Final order and production record
Record the service date, menu version, order cutoff, final order-list version and responsible person. For each order, keep only the contact and receiving details needed for the agreed delivery. Record changes with their time and who approved them; do not overwrite a list after production without preserving the effect on quantities and labels.
Recipe and packing sheet
| Record | Purpose |
|---|---|
| Dish and recipe version | Connects the meal to the agreed ingredient and portion plan |
| Supplier or ingredient lot reference | Supports investigation of an input discrepancy |
| Measured usable yield | Separates acceptable output from theoretical portions |
| Packed count and meal identification | Allows reconciliation with final orders |
| Required control records | Retains observations defined by the competent food-safety plan |
Record rejected output and corrections separately. A late extra meal must enter the same control and identification process as the original order, rather than being added as an unlabelled package.
Dispatch and handover reconciliation
Compare ordered, packed and loaded meals before departure. At the office, record the accepted count, recipient, time and exceptions. Record where your agreed responsibility ends and who distributes meals afterwards. Retain a discrepancy and complaint log with actions and follow-up, rather than deleting a refunded order.
Cash and weekly review
Track invoice value, actual payment, fees where applicable, refund, balance and due date. Match payment references without exposing customer details publicly. Review actual recipe cost, packing losses, route time, accepted output and repeat orders together. A run with many meals can still have poor contribution or an unfinanceable collection delay.
Use KRA's official invoicing route for statutory documentation and ODPC's guidance route for the actual personal-data arrangement. These planning records do not replace either requirement. The downloadable guide provides editable tools, but the record structure can also be implemented in a private notebook or spreadsheet.