Module of Store & Purchasing Department 

Hotel Management

 

 

 

 

 

 

 

 

 

 

 

 

By

 

Istan Harro

 

Praktisi Perhotelan

 

Edisi

 

2019

PURCHASING DEPARTMENT
Charter I
Introduction

 

Organization chart of Purchasing Department

eneralities :

                Department was responsibility about th 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:

1. Process procedure fill out purchase request for Department Concerned.
2. Make the purchase Order.
3. Maximal three Supplies for Comparison price.
4. Process the direct market.
5. Process the Market List.
6. Process the Groceries List.
7. 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

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:

1. Process procedure fill out purchase request for Department Concerned.
2. Make the purchase Order.
3. Maximal three Supplies for Comparison price.
4. Process the direct market.
5. Process the Market List.
6. Process the Groceries List.
7. 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

Teman anda telah ditelemail. Kembali ke tempat Anda berada:

 

 

 

 

 

 

 

 

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
	Total Food		660.000
Sign by  : Copy 1                                         to Purchasing Department Copy2                  File by Receiving	Receiver	Distributed :  original to Cost Control Depart/Food Controller
Daily Receiving ReportMake 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)

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
3	PT Lor	15  Kg	Striploin Imp	80000	1 200 000
		10 Kg	Tenderloin	90000 Ioial	900 000 2.100.000
4	UD Mandir	2 Kg	Chilly Hot	7000	14 000
		5 Kg	Cauly Flower	8000	40 000
		3 Kg	White Cabbage	3000	9 000
				Totial	63.000
Total Food			2.753.000
Sign by
Receiving		Original to cost control depart	Copy 1 Copy 2 File by receiving	Purchasing depart

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
		10 Crate	Fanta Red	25.000	250.000
2	Bir Bintang	2 Box	Large Beer	90.000	180.000
3	Tjen Gwan	1Box	Red Label	130.000	130..000
		1Box	Black Label	250.000	250.000
		1Box	Remy Martin	500.000	500.000
		1Box	Chivas Regal	600.000	600.000
		3Box	GordonGin	120.000	360.000
		Total			2.770.000

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 Price  Amount /Address		Items	Qty	Price	Amount
Maju PT/Jl:          002            Coffee     25         10.000     250.000		ASP	1 CASE	250.000	250.000
Total               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				250.000
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
Accounting Mgm                                                                                  Purch Dept Lampiran: Flowchart and form Food Storing and Issuing                                         FOOD STOREROOM Process food issue                                                                                                                REQUISITION SIGN                                                                  BY EXECUTIVE CHEF 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                                                   Total Food   660.000         Sign by  : Copy 1                                         to Purchasing Department Copy2                  File by Receiving   Receiver  Distributed :  original to Cost Control Depart/Food Controller   Daily Receiving ReportMake 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)                                                                               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   3 PT Lor 15  Kg Striploin Imp 80000     1 200 000       10 Kg Tenderloin 90000 Ioial        900 000 2.100.000   4 UD Mandir 2 Kg Chilly Hot 7000 14 000       5 Kg Cauly Flower 8000 40 000       3 Kg White Cabbage 3000 9 000           Totial 63.000    Total Food                                      2.753.000       Sign by             Receiving       Original to cost control depart Copy 1 Copy 2 File by receiving                      Purchasing depart                                                                                                       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     10 Crate Fanta Red 25.000 250.000 2 Bir Bintang 2 Box Large Beer 90.000 180.000 3 Tjen Gwan 1Box Red Label 130.000 130..000     1Box Black Label 250.000 250.000     1Box Remy Martin 500.000 500.000     1Box Chivas Regal 600.000 600.000     3Box GordonGin 120.000 360.000                                                                                                                             Total     2.770.000 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 Price  Amount /Address   Items Qty Price Amount Maju PT/Jl:          002            Coffee     25         10.000     250.000          ASP 1 CASE 250.000 250.000       Total               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         250.000   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                                                                           Accounting Mgm                                                                                  Purch Dept Lampiran: Flowchart and form Food Storing and Issuing                                         FOOD STOREROOM Process food issue                                                                                                                REQUISITION SIGN                                                                  BY EXECUTIVE CHEF                                                                                                                                                                                                                                                                                                                                      .                                                                                                                              Food Controller                                                                                                                  Up date issue on bin card                                                         Food requisition sent to Food Controller Copy 1                           to Kitchen Copy 2                           File                          Beverage Storing and issuing                                                                                           To Beverage Controller                                                                                                      Beverage requisition                                                                                                    Sign by F&B Mgr                                                                                                    Filled by storekeeper                                                                                                    Requested by bar mgr                                                                                                                                                                                                   Up date issue on bin card                                                                                                    File storekeeper Beverage requisition Original sent to Beverage Controller Copy 1          to bar staff Copy 2          File store man               Bar outlet Good Request Procedure Department Head               From G M                           FROM DEPARTMENT HEAD                                                       PROCESS PR TO PO               FROM VENDOR                                                                                                                                                                               TO GM           FROM GM                                                                       FROM RECEIVER                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      FROM PURCHASING                                                                   FROM DEPARTMENT                                                                               RECEIVER                                                                                                                                                                                                                                           General store and Issuing Department Head                                                Prepared by Supervisor                                              Gen store requisition sign by                                  Dept Head Concerned                                                 Filled sign by Gen Storekeeper                                                 Received sign by Dept Concern Staff                                                                                                      Gen store requisition form distributed As follow                                                         Original to Inventory Controller Copy 1   to Department ordering Copy 2   file by General Store                   Engineering Store and Issuing   Department Head                                                           Prepared by Supervisor                                                              Eng store requisition sign by                                          Chief Engineering                                                               Filled sign by Eng Storekeeper                                                              Received sign by Dept Concern                 Staff                 Eng store requisition form distributed As follow                                                         Original to Material Controller Copy 1   to Department ordering Copy 2   file by Engineering Store           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     TRAINING & COURSE FOR PURCHASING DEPARTMENT STOREROOM HUBUNGI WA NO 085745615029 / 088217031794. THANKS                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              .                                                                                                                              Food Controller                                                                                                                  Up date issue on bin card                                                         Food requisition sent to Food Controller Copy 1                           to Kitchen Copy 2                           File                          Beverage Storing and issuing                                                                                           To Beverage Controller                                                                                                      Beverage requisition                                                                                                    Sign by F&B Mgr                                                                                                    Filled by storekeeper                                                                                                    Requested by bar mgr                                                                                                                                                                                                   Up date issue on bin card                                                                                                    File storekeeper Beverage requisition Original sent to Beverage Controller Copy 1          to bar staff Copy 2          File store man               Bar outlet Good Request Procedure Department Head               From G M                           FROM DEPARTMENT HEAD                                                       PROCESS PR TO PO               FROM VENDOR                                                                                                                                                                               TO GM           FROM GM                                                                       FROM RECEIVER                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      FROM PURCHASING                                                                   FROM DEPARTMENT                                                                               RECEIVER                                                                                                                                                                                                                                           General store and Issuing Department Head                                                Prepared by Supervisor                                              Gen store requisition sign by                                  Dept Head Concerned                                                 Filled sign by Gen Storekeeper                                                 Received sign by Dept Concern Staff                                                                                                      Gen store requisition form distributed As follow                                                         Original to Inventory Controller Copy 1   to Department ordering Copy 2   file by General Store                   Engineering Store and Issuing   Department Head                                                           Prepared by Supervisor                                                              Eng store requisition sign by                                          Chief Engineering                                                               Filled sign by Eng Storekeeper                                                              Received sign by Dept Concern                 Staff                 Eng store requisition form distributed As follow                                                         Original to Material Controller Copy 1   to Department ordering Copy 2   file by Engineering Store           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     TRAINING & COURSE FOR PURCHASING DEPARTMENT STOREROOM HUBUNGI WA NO 085745615029 / 088217031794. THANKS

 

 

 

 

 

 

 

 

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
	Total Food		660.000
Sign by  : Copy 1                                         to Purchasing Department Copy2                  File by Receiving	Receiver	Distributed :  original to Cost Control Depart/Food Controller
Daily Receiving ReportMake 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)

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
3	PT Lor	15  Kg	Striploin Imp	80000	1 200 000
		10 Kg	Tenderloin	90000 Ioial	900 000 2.100.000
4	UD Mandir	2 Kg	Chilly Hot	7000	14 000
		5 Kg	Cauly Flower	8000	40 000
		3 Kg	White Cabbage	3000	9 000
				Totial	63.000
Total Food			2.753.000
Sign by
Receiving		Original to cost control depart	Copy 1 Copy 2 File by receiving	Purchasing depart

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
		10 Crate	Fanta Red	25.000	250.000
2	Bir Bintang	2 Box	Large Beer	90.000	180.000
3	Tjen Gwan	1Box	Red Label	130.000	130..000
		1Box	Black Label	250.000	250.000
		1Box	Remy Martin	500.000	500.000
		1Box	Chivas Regal	600.000	600.000
		3Box	GordonGin	120.000	360.000
		Total			2.770.000

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 Price  Amount /Address		Items	Qty	Price	Amount
Maju PT/Jl:          002            Coffee     25         10.000     250.000		ASP	1 CASE	250.000	250.000
Total               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				250.000
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
Accounting Mgm                                                                                  Purch Dept Lampiran: Flowchart and form Food Storing and Issuing                                         FOOD STOREROOM Process food issue                                                                                                                REQUISITION SIGN                                                                  BY EXECUTIVE CHEF Module of Store & Purchasing Department  Hotel Management                         By   Istan Harro   Praktisi Perhotelan   Edisi   2019 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                                                   Total Food   660.000         Sign by  : Copy 1                                         to Purchasing Department Copy2                  File by Receiving   Receiver  Distributed :  original to Cost Control Depart/Food Controller   Daily Receiving ReportMake 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)                                                                               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   3 PT Lor 15  Kg Striploin Imp 80000     1 200 000       10 Kg Tenderloin 90000 Ioial        900 000 2.100.000   4 UD Mandir 2 Kg Chilly Hot 7000 14 000       5 Kg Cauly Flower 8000 40 000       3 Kg White Cabbage 3000 9 000           Totial 63.000    Total Food                                      2.753.000       Sign by             Receiving       Original to cost control depart Copy 1 Copy 2 File by receiving                      Purchasing depart                                                                                                       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     10 Crate Fanta Red 25.000 250.000 2 Bir Bintang 2 Box Large Beer 90.000 180.000 3 Tjen Gwan 1Box Red Label 130.000 130..000     1Box Black Label 250.000 250.000     1Box Remy Martin 500.000 500.000     1Box Chivas Regal 600.000 600.000     3Box GordonGin 120.000 360.000                                                                                                                             Total     2.770.000 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 Price  Amount /Address   Items Qty Price Amount Maju PT/Jl:          002            Coffee     25         10.000     250.000          ASP 1 CASE 250.000 250.000       Total               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         250.000   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                                                                           Accounting Mgm                                                                                  Purch Dept Lampiran: Flowchart and form Food Storing and Issuing                                         FOOD STOREROOM Process food issue                                                                                                                REQUISITION SIGN                                                                  BY EXECUTIVE CHEF                                                                                                                                                                                                                                                                                                                                        .                                                                                                                              Food Controller                                                                                                                  Up date issue on bin card                                                         Food requisition sent to Food Controller Copy 1                           to Kitchen Copy 2                           File                          Beverage Storing and issuing                                                                                           To Beverage Controller                                                                                                      Beverage requisition                                                                                                    Sign by F&B Mgr                                                                                                    Filled by storekeeper                                                                                                    Requested by bar mgr                                                                                                                                                                                                   Up date issue on bin card                                                                                                    File storekeeper Beverage requisition Original sent to Beverage Controller Copy 1          to bar staff Copy 2          File store man               Bar outlet Good Request Procedure Department Head               From G M                           FROM DEPARTMENT HEAD                                                       PROCESS PR TO PO               FROM VENDOR                                                                                                                                                                               TO GM           FROM GM                                                                       FROM RECEIVER                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      FROM PURCHASING                                                                   FROM DEPARTMENT                                                                               RECEIVER                                                                                                                                                                                                                                           General store and Issuing Department Head                                                Prepared by Supervisor                                              Gen store requisition sign by                                  Dept Head Concerned                                                 Filled sign by Gen Storekeeper                                                 Received sign by Dept Concern Staff                                                                                                      Gen store requisition form distributed As follow                                                         Original to Inventory Controller Copy 1   to Department ordering Copy 2   file by General Store                   Engineering Store and Issuing   Department Head                                                           Prepared by Supervisor                                                              Eng store requisition sign by                                          Chief Engineering                                                               Filled sign by Eng Storekeeper                                                              Received sign by Dept Concern                 Staff                 Eng store requisition form distributed As follow                                                         Original to Material Controller Copy 1   to Department ordering Copy 2   file by Engineering Store           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     TRAINING & COURSE FOR PURCHASING DEPARTMENT STOREROOM HUBUNGI WA NO 085745615029 / 088217031794. THANKS                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              .                                                                                                                              Food Controller                                                                                                                  Up date issue on bin card                                                         Food requisition sent to Food Controller Copy 1                           to Kitchen Copy 2                           File                          Beverage Storing and issuing                                                                                           To Beverage Controller                                                                                                      Beverage requisition                                                                                                    Sign by F&B Mgr                                                                                                    Filled by storekeeper                                                                                                    Requested by bar mgr                                                                                                                                                                                                   Up date issue on bin card                                                                                                    File storekeeper Beverage requisition Original sent to Beverage Controller Copy 1          to bar staff Copy 2          File store man               Bar outlet Good Request Procedure Department Head               From G M                           FROM DEPARTMENT HEAD                                                       PROCESS PR TO PO               FROM VENDOR                                                                                                                                                                               TO GM           FROM GM                                                                       FROM RECEIVER                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      FROM PURCHASING                                                                   FROM DEPARTMENT                                                                               RECEIVER                                                                                                                                                                                                                                           General store and Issuing Department Head                                                Prepared by Supervisor                                              Gen store requisition sign by                                  Dept Head Concerned                                                 Filled sign by Gen Storekeeper                                                 Received sign by Dept Concern Staff                                                                                                      Gen store requisition form distributed As follow                                                         Original to Inventory Controller Copy 1   to Department ordering Copy 2   file by General Store                   Engineering Store and Issuing   Department Head                                                           Prepared by Supervisor                                                              Eng store requisition sign by                                          Chief Engineering                                                               Filled sign by Eng Storekeeper                                                              Received sign by Dept Concern                 Staff                 Eng store requisition form distributed As follow                                                         Original to Material Controller Copy 1   to Department ordering Copy 2   file by Engineering Store           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     TRAINING & COURSE FOR PURCHASING DEPARTMENT STOREROOM HUBUNGI WA NO 085745615029 / 088217031794. THANKS