PURCHASING
DEPARTMENT
Charter I
Introduction
Organization chart of Purchasing
Department
Generalities :
Department was responsibility about
the preparing goods for used in Hotel operation food and beverage item, good
supply and maintenance of engineering.
Responsibilities: Purchasing Manager and Director of
Finance.
Activities:
- Process procedure fill out
purchase request for Department Concerned.
- Make the purchase Order.
- Maximal three Supplies for
Comparison price.
- Process the direct market.
- Process the Market List.
- Process the Groceries List.
- Process the Beverage List
Arrival good items in the hotel
operation and Purchasing Manager must be responsibility, controlling for the
good.
RECEIVES FROM DEPT HEAD ACOMPLETED PURCHASE REQUEST
TREE QUATATIONS FROM DIFFERENT VENDORS FOR THE GOODS
PURCHASE REQUEST IS FORWARDED TO THE CONTROLLER AND THEN
THE GENERAL MANAGER FOR APPROVALS
PURCHASE REQUEST
SIGN BY :
INITIATOR (SUPERVISOR)
DEPARTMENT HEAD
GENERAL MANAGER
PURCHASING MANAGER
Introduction
Purchasing :
— Purchasing
Department, merupakan Department yang sangat penting dalam dunia Industri Hotel
yang tujuannya untuk memenuhi kebutuhan operation Hotel. Bagaimana cara kerja
dan tugas Department Purchasing, dalam hal pengadaan Barang & Penyimpanan
barang di Store.
— Purchasing Department, is a very
important Department in the world of industrial Hotel that aims to meet the
needs of Operation Hotel. How does the Department Purchasing work and duties,
in terms of procurement & goods storage in the Storeroom.
Purchase
Request :
— Dalam
hal pengadaan barang masing2 Department harus mengisi Form Purchase Request
barang yang harus diperlukan ,sebagai contoh Department Housekeeping, harus
mengisi Purchase Request lengkap dengan
Item barang yang diorder.
— In the case of procurement of goods all
Department must fill the Purchase Request Form of goods that must be required,
for example the Housekeeping Department, must fill in the Purchase Request
complete with items ordered.
Proces Purchase Request sebagai berikut :
— Petugas
Supervisor membuat Purchase Request dengan Item yang diorder diajukan ke
Department Head untuk disign, Purchase Request diserahkan ke Purchase Agent
untuk diproses oleh Purchasing Manager dengan
— melengkapi
harga masing 2 Item paling sedikit 3 Supplier/Vendor untuk perbandingan harga ,baru diajukan ke
G M untuk disetujui. Jadi dalam proses P R harus di Sign dan
disetujui oleh :
by Department
Head
by G M
by Purchasing
Manager
Accounting
Dept
Controlling
Purchasing Dept
Proces Purchase Request as follows:
Supervisor officer made a Purchase Request
with Item ordered submitted to the Department Head to be signed, Purchase
Request submitted to Purchase Agent for processing by Purchasing Manager by
completing the price of each items at least 3 Supplier/Vendor for price
comparison, newly submitted to G M for approval. So in the process P R should
be in Sign and Approved by:
by Department Head
by G M
by Purchasing Manager
Accounting Dept
Controlling
Purchasing Dept
Flowchart
of Purchase Request
Prepared by Supervisor Sign by department
head
Sign by P MGR
and by G M
P.R PROCESS BY Purchasing Manager MAKE THE P O
Flow chart of Purchase Request
STOREROOM
CHARTER 2
DIRECT ISSUE
& MARKET LIST
FILL IN BY SOUS CHEF
SIGN
BY : EXECUTIVE CHEF OR ASST EXECUTIVE
CHEF
GROCERIES LIST
— FILL
IN FOOD STOREKEEPER SIGN BY :
SUPERVISOR
STOREKEEPER
BY
EXECUTIVE CHEF/ASST EXECUTIVE CHEF
AND FOOD & BEVERAGE DIRECTOR
Beverage List / Purchases
Beverage list fill in
by beverage Storekeeper .
— Form
sign by food & beverage Controller and approval by Food & Beverage
Director
— Sent
to Purchasing Dept sign by Purchasing Manager process by Purchasing Agent
Original to Receiving copy to Account Payable
PURCHASING AGENT
— RECEIVES
FROM CHEF THE DIRECT ISSUE LIST AND
MARKET
LIST AND ALSO RECEIVES FROM COST CONTROL THE GROCERIES LIST
— OBTAINS
COMPETITIVE QUATOTIONS FROM AT LEAST THREE VENDORS.
— P
A ORDER THE QUANTITES FROM THE VENDOR INDICATED ON THE FORM
— DIRECT
ISSUE LIST IS DISRTRIBUTED AS FOLLOW
ORIGINAL – TO RECEIVER
COPY
1 –
CHEF
COPY
2 – PURCHASING FILE.
MARKET
LIST, GROCERIES LIST IS DISTRIBUTED AS
FOLLOW
ORIGINAL – TO RECEIVER
COPY
1 – TO STOREROOM
COPT 2
– PURCHASING FILE
STOREROOM
FOOD STORE
BEVERAGE STORE
GENERAL STORE
ENGINEERING STORE
— THE
STOREKEEPER RECORDS ON A BIN CARD THE GOODS ITEM BIN CARD SHOWS ITEMS ,
QUANTITY, PRICE , DATE RECEIVED AND PAR STOCK
Bin Card
Name of item:………Asparagus Can……………………………..Par Stock
Name of Suppl:……. Irfan
100
Date In Out Balance Remark
03/03 24 12 12 GL001/FR003
FOOD STOREKEEPER
— RECEIVES
COPY FROM THE PURCHASING DEPART ALL OF THE FOLLOWING :
— PURCHASE
ORDER
— MARKET
LIST
— GROCERIES
LIST
SIGN FOR THE FOOD ITEMS ON THE ORIGINAL RECEIVING RECORD
RECORDS THE QUANTITY OF THE FOOD ITEM RECEIVED ONTO A BIN
CARD
FOR THE STORAGE OF MEATS THE RECEIVING CLERK MAKES OUT A
TWO PART MEAT TAG
DRY GOOD ITEMS: TEA ,COFFEE,ASPARAGUS
CAN,TOMATOES SAOS.
FREEZER : FRUIT
& VEGETABLE
DEEP FREEZER : MEAT & FISH
FREEZER : CHEESE
& CHOCOLATE
BEVERAGE STOREKEEPER
FILLING CABENET : :
WHISKEY
GORDON GIN FREEZER :
BOURBON WHITE WINE
VODKA ROSE
WINE
APERITIEF CHAMPAGNE
LIQUEUR DRUG BEER
COGNAC
RED WINE
BEER & SOFT
DRINK
FOOD STOREROOM REQUISITION
CHARTER 3
— FOR
ISSUE OF ALL FOOD ITEMS TO THE KITCHEN ,THE FOOD STOREKEEPER RECEIVES FOOD
REQUISITION APPROVED BY EXECUTIVE CHEF
— FILLED
BY –
SOUS CHEF
— ISSUED
BY – FOOD
STOREKEEPER
— RECEIVED
BY --
KITCHEN STAFF
— REQUISITION
IS DISTRIBUTED AS FOLLOWS :
ORIGINAL – TO FOOD CONTROLLER
COPY 1 – BY STORE FILE
COPY 2 –
BY KITCHEN
BEVERAGE STOREKEEPER
— The beverage storekeeper receives
from the purchasing dept one copy of/or all of the following :
— P O
— Beverage List
BEVERAGE REQUISITION FORM.
BAR SUPERVISOR FILL IN OF BEVERAGE REQUISITION AND SIGN
BY F & B DIRECTOR
FILLED SIGN BY BEV STORE
RECEIVED SIGN BY BAR STAFF
ITEMS IS DISTRIBUTED AS FOLLOW :
ORIGINAL – TO BEVERAGE CONTROLLER
COPY 1 – FILE STOREMAN
COPY 2 – BAR STAFF
BEVERAGE RETURNED FORM
FROM THE BAR BACK TO THE STOREROOM
THE BEVERAGE STOREKEEPER ONLY RECEIVES UNOPENED BOTTLES
FROM THE BAR
THE BEVERAGE STOREKEEPER CHECKS THE QUANTITIES RECEIVED
FROM THE BAR AND SIGN THE RETURNED REQUISITION
RETURNED REQ IS THEN DISTRIBUTED AS FOLLOWS:
ORIGINAL TO BEVERAGE CONTROLLER
COPY 1 - BEVERAGE
STOREMAN
COPY 2 - BAR
OUTLETS
BEVERAGE RETURNED
Full
Bottled Only
Sign by
Bev Storekeeper
By Bar
Staff
Original
form sent to Cost Control Office/Bev Controller
Beverage
Storekeeper up date bin Card
GENERAL & ENGINEERING STORES
— GENERAL
STOREKEEPER RECEIVES FROM THE PURCHASING DEPART ON COPY OF THE PURCHASE ORDER
— GENERAL
STOREKEEPER SIGN FOR THE GOODS REVEIVED ON THE ORIGINAL OF THE RECEIVING RECORD
— THE
GENERAL STOREKEEPER RECORDS THE QUANTITY OF GENERAL STORE ITEM ONTO A BIN CARD
— THE
BIN CARD SHOWS DESCRIPTION OF GOODS, QUANTITY, PRICE, ABD DATE RECEIVED AND PAR
STOCK
GENERAL STORE REQUISITION
THE GENERAL STOREKEEPER ISSUES ALL GENERAL STORE ITEMS TO
THE APPROPRIATE DEPART UPON RECEIVING A THREE – PART REQUISITION
GENERAL STORE REQUISITION IS APPROVED BY THE DEPARTMENT
HEAD
THE REQUISITION IS DISTRIBUTED BY STOREKEEPER ON ISSUANCE
TO THE FOLLOWING:
ORIGINAL
– TO INVENTORY CONTROLLER
COPY 1
– RETAINED BY STOREKEEPER
COPY 2
– TO DEPARTMENT CONCERNED
ENGINEERING STORE REQUISITION
THE ENGIN STOREKEEPER ISSUES ALL ENGIN STORE ITEMS TO
DEPARTMENT REPAIRED UPON RECEIVING A ENGIN REQUISITION
THE ENGIN REQUISITION IS APPROVED BY CHIEF ENGINEERING
THE REQUISITION IS DISTRIBUTED BY STOREKEEPER AS FOLLOWS
:
ORIGINAL – TO INVENTORY CONTROLLER
COPY 1 – FILE BY STOREKEEPER
COPY 2 – TO DEPARTMENT CONCERNED
Receiving Department
Charter 4
— The receiver receives from Purchasing
Depart the original copies of following form :
— For food items :
Direct issue
list
Market list
Groceries
list
For
beverage items :
Purchase
Order
Beverage
list
For
General items & maintenance items :
Purchase Order
The duty of a Receiving is to receive goods delivered by
the supplier or purchased by the buyer/purchasing agent. A receiving this will
adjust between Purchase orders of Purchasing with the Delivery order of the
supplier. A Receiving is also obliged to check the quality of goods delivered
according to the Standard set by the management.
Receiving is part of the necessary goods for Operation
Hotel every item received by the Receiving by order from the Department of
Purchasing, equipped with 2 data for the evidence for Receiving officers that
the goods are acceptable With the following data:
1.
based on Purchase Order
2.
Market List
3.
Groceries List
4.
Beverage List
Obligations and duties as Receiving as:
1.Checking
What the goods received are in accordance with the order requested by the
Purchasing Department. Quantity, quality and Standard Hotel.
2. if Food
Item such as Meat and Fish are checked together with the Assistant Sous
Executive Chef/Staff Kitchen that the goods have fulfilled the Standard of
quality as well as qualified.
3.When the
goods are damaged. Spoilage should be returned to Supplier as well as more
items of Order.
4.Every
item received must be made Daily Receiving Record according to Item a goods, among
others:
1. Food Item Daily
Receiving Record,
2.Beverage Item
Daily Receiving Record
3.Others Item
Daily Receiving Record
5.Goods item
has been received based on Type of items submitted to each Storeroom with
copy Invoice
Daily Receiving Record sent to Cost Control
Department .
Daily
Receiving Record distributed :
Original
to Cost Control
Department
Copy
1 to
Purchasing Department
Copy
2 File
by Receiving
example :
DAILY RECEIVING
RECORD
Item :Food
Date :
|
Qty
|
Description
|
Price
|
Amount
|
|
20 Kg
|
Local Meat
|
25.000
|
500.000
|
|
5 Pack
|
Tea Sariwangi
|
4.000
|
20.000
|
|
10 Kg
|
Chicken B
|
14.000
|
140.000
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Total Food
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660.000
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Sign by :
Copy 1 to Purchasing Department
Copy2 File
by Receiving
|
Receiver
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Distributed : original to Cost Control Depart/Food
Controller
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Daily
Receiving Repor tMake up a four part Receiving report which shows :
Name of
Vendor , Purchase Order number, Date , Quantity, Price , Invoice , Total
Cost of goods received .
All
invoice and Receiving records are attached to the original of the Receiving
Report
Receiving
Report :Original to Cost Control
Copy 1
to Purchasing Depart
Copy 2
the receiver files
Receiving
Report
Receiver
makes the Receiving Report are three Report as follows :
Daily
Receiving Report food items
Daily
Receiving Report Beverage items
Daily Receiving
Report Other items ( General Store item and Engineering Store item
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Daily
Receiving Report
Item :Food
Date :
|
No
|
Name of Supplier
|
Qty
|
Description
|
Unit Price
|
Amount
|
|
|
1
|
Sudimampir
|
2 box
|
Asparagus
|
120000
|
240 000
|
|
|
|
|
10 Pack
|
Mie kimlim
|
5000
Ioial
|
50 000
290.000
|
|
|
2
|
Kapitan
|
2 Box
|
Cream Corn
|
150000
|
300. 000
|
|
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3
|
PT Lor
|
15 Kg
|
Striploin Imp
|
80000
|
1 200 000
|
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10 Kg
|
Tenderloin
|
90000
Ioial
|
900 000
2.100.000
|
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4
|
UD Mandir
|
2 Kg
|
Chilly Hot
|
7000
|
14 000
|
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5 Kg
|
Cauly Flower
|
8000
|
40 000
|
|
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3 Kg
|
White Cabbage
|
3000
|
9 000
|
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Totial
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63.000
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Total Food
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2.753.000
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Sign by
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Receiving
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Original to cost control depart
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Copy 1
Copy 2
File by receiving
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Purchasing depart
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Daily
Receiving Report
Item :Beverage
Date :
|
No
|
Name of Supplier
|
Qty
|
Description
|
Unit Price
|
Amount
|
|
1
|
PT Coca Cola
|
20 Crate
|
Coca cola
|
25.000
|
500.000
|
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10 Crate
|
Fanta Red
|
25.000
|
250.000
|
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2
|
Bir Bintang
|
2 Box
|
Large Beer
|
90.000
|
180.000
|
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3
|
Tjen Gwan
|
1Box
|
Red Label
|
130.000
|
130..000
|
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1Box
|
Black Label
|
250.000
|
250.000
|
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1Box
|
Remy Martin
|
500.000
|
500.000
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1Box
|
Chivas Regal
|
600.000
|
600.000
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3Box
|
GordonGin
|
120.000
|
360.000
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Total
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2.770.000
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Sign by : Receiver Distributed as follows :
Original to Cost Control Department
Copy 1 > to Purchasing Department
Copy 2 > file by Receiving
Returned
goods
Notes: Receiver may also determine that goods must be
Returned
Receiver makes
up four-part out going Record Showing:
1
.
Vendor Name
2
.
Vendor Address
3
.
Date
4
.
Original Invoice Number
5
.
Item of goods being returned
6
. Total Value returned goods
Receiver signs Out Going Record and
Cost Control have also signed Out Going Record
Out Going Record details are listed
on Receiving Report as a Credit
Distributed of Out Going Record as
follow:
1
Original
to Receiving Report
2
Copy
1 to Vendor
3
Copy
2 File by Receiver
4
Copy
3 to Department
Receiving Record makes up by Receiver
a four-part Receiving Record which shows:
·
Name of Supplier
Purchase order number
·
Items, Quantity
·
Price of items
·
Invoice number
·
Total
Cost of goods
Accounting
Mgm Purch Dept
OUT GOING RECORD
Department: Date:
|
Name
Vendor invoine No Items
Qty Unit & Address
|
|
Items
|
Qty
|
Price
|
Amount
|
|
Maju
PT/Jl: 002 Coffee 25 10.000 250.000
|
|
ASP
|
1 CASE
|
250.000
|
250.000
|
|
FBC
Signature
by: Receiver By: Cost
Control
Four-Part
1
Original to
Receiving Report
2
Copy 1 to
Vendor
3
Copy 2 File
by Receiver
4
Copy 3 to
Department
|
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|
250.000
|
|
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Out
Going record
The
receiver makes the Out Going Record when returned goods item to Vendor
The
receiver sign the Out Going Record and Cost Controller shows item if goods
item return to Supplier and sign
The Out
Going Record is attached with The Receiving Report sent to Cost Control
Depart
OUT
GOING RECORD FORM
DEPT
RECEIVING: DATE:……………..
SIGNATURE
BY RECEIVER COST
CONTROL SIGN
|
N0
1o
|
Name of Vender
UD Tama
Total
|
Vendor Address
Jl.Genteng Kali
|
Invoice No
00213
|
Items
Asp
|
Qty
12
|
Price
15000
|
Amount
180.000
180.000
|
Daily Receiving Report
Food Items : Date :
Name of Supplies Address
Qty Description Price
Amount
Beverage
Items : Date :
Name of Supplies Address Qty Description Price
Amount
Other Items : Date :
Name of Vendor Address
Qty Description Price
Amount
Item : Food…………… Date:……………
Sign by : Receiving
Daily Receiving Report
Beverage
Items : Date :
Name of Supplies Address Qty Description Price
Amount
Item : Beverage…………….. Date:………………
Sign by : Receiving
Cost Control Department
Receives from Receiver all Original as follows :
Daily Receiving Report attached by Invoice Vendor
,Outgoing Record, part two Meat Tag.
Purchasing under Accounting
Purchasing Manager Responsibility direct to Controller
and General Manager
Makes year
end budget
Responsibilities arrived goods item
The quotations from different vendors for the goods.
Form
Available for Receiving
- Draft
P.O
- Purchase
Order ( P O )
- Groceries
List
- Beverage
List
- Market
List
- Direct
Issue List
- Daily
Receiving Record/Report
- Out
Going Record
- Receiving
Invoice Record
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Balai Pustaka
Raymonds Sechmidgall Ph D., CPA,James W,Damitio Ph.D,CMA,
Hospitality Industry Financial Accounting Second Edition.
Educational Institute American Hotel Motel Association,
1997
Reference
Harro,Hyatt Bumi Surabaya.Food & Beverage Control
,Year 1980
Hyatt International Manual Food & Beverage
Control.Year 1979
Hyatt Regency Surabaya Manual Cost Auditor, Year 1990
Harro, Manual Cost Control, Year 1997
Harro,Manual Purchasing &Storing,Year 2006
CONSULTANT & COURSE ACCOUNTING HOTEL
BY ISTAN HARRO FYI PHONE 085745615029 & 088217031794
THANKS.
