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:
- 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
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
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 |
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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
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
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Accounting
Mgm Purch Dept Lampiran: Flowchart
and form Food Storing and Issuing FOOD STOREROOM Process food issue REQUISITION SIGN BY EXECUTIVE CHEF PURCHASING
DEPARTMENT
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:
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 — 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 — 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 RECORDItem :Food
Date :
Daily
Receiving Report Item :Food
Date :
Daily
Receiving Report Item :Beverage
Date :
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:
.
Food Controller
Up date issue on bin card Food
requisition sent to Food Controller Copy
1 to Kitchen Copy
2 File
Filled
by storekeeper
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
FROM VENDOR
FROM
GM FROM
RECEIVER
FROM PURCHASING FROM DEPARTMENT RECEIVER
General
store and Issuing Department Head
Prepared
by Supervisor
Dept Head
Concerned
Received sign by Dept Concern Staff
Gen store requisition form
distributed As follow Original to Inventory Controller Copy 1 to Department ordering
Engineering
Store and Issuing
Department Head Prepared by Supervisor
Chief
Engineering
Filled sign by Eng Storekeeper
Staff
Eng
store requisition form distributed As follow
Copy 1 to Department ordering
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
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 |
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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
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
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
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
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:
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 — 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 — 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 RECORDItem :Food
Date :
Daily
Receiving Report Item :Food
Date :
Daily
Receiving Report Item :Beverage
Date :
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:
.
Food Controller
Up date issue on bin card Food
requisition sent to Food Controller Copy
1 to Kitchen Copy
2 File
Filled
by storekeeper
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
FROM VENDOR
FROM
GM FROM
RECEIVER
FROM PURCHASING FROM DEPARTMENT RECEIVER
General
store and Issuing Department Head
Prepared
by Supervisor
Dept Head
Concerned
Received sign by Dept Concern Staff
Gen store requisition form
distributed As follow Original to Inventory Controller Copy 1 to Department ordering
Engineering
Store and Issuing Department Head Prepared by Supervisor
Chief
Engineering
Filled sign by Eng Storekeeper
Staff
Eng
store requisition form distributed As follow
Copy 1 to Department ordering
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 |
|
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
