citrus hotels- confidential processe… · storekeeper will make a requisition as per storekeeper...

Table of content

1 Unit Purchases process

2 Unit Receiving process

3 unit Stores

4 Issue Stores

5 Reports

6 Gate pass – returnable & Non returnable

7 Objectives

Citrus Hotels- Confidential























































Units - Purchase

Preparation of requisition by the unit's user departments.

Analysation of the requisition with departmental Chef & unit Manager.

if regular goods, if requisition is for non-regular goods,

directly order to approved vendor requisition to be send to the GM office

by Unit's stores-in-charge for approvals (concern authorized signatory )upto rs ?/- valuation purchases are allowed

Purchase Requistion

Materials Management Team will take quote from 3 - 4 supplier Purchase Order

Comparison of quotes' rate and quality with our specifications, terms & conditions

Purchase order released with authorized singnatures.

Purchase order released to the approved vendor for order & copy sent to conern unit,controlles & accounts

NOTE - MATERIAL REQUSITION FORMAT IS LINKED BELOW -

Categories of purchase

Food and beverages - Vegetables and Fruits. Dairy products. Fats and oils. Cereals and Pulses. Flours. Sugar and Sweetening. Beverages. Canned and Bottled. Herbs and Spices. Colour and Essences. Ice cream and Desserts. Dry Fruits and Bakery products.

Stationery - Guest stationery. Corporate stationery. Controls stationery. Computer consumables. General stationery and Packaging Materials.

Restaurant and Service ware - Hollo ware. Crockery. Glassware. Cutlery. Miscellaneous Items.

Linens and Uniforms - Restaurant Linen. Uniforms.

Kitchen ware - Iron and M.S. Items. Stainless Steel items. Wooden items. Aluminium items. Copper and Brass items.

Housekeeping Goods - Cleaning goods and Detergents. Guest supplies. Cleaning Tools and Equipments. Paints and Polishes. Locks and Keys. Gardening Items. Medicines.

Maintenance - Electrical items. Plumbing items. Carpentry items. Electronics items. Air Conditioning items. Fuel and Gas.
































































- Vegetables and Fruits. Dairy products. Fats and oils. Cereals and Pulses. Flours. Sugar and Sweetening. Beverages. Canned and Bottled. Herbs and Spices. Colour and Essences. Ice cream and Desserts. Dry Fruits and Bakery products.

- Guest stationery. Corporate stationery. Controls stationery. Computer consumables. General stationery and Packaging Materials.

- Hollo ware. Crockery. Glassware. Cutlery. Miscellaneous Items.

- Iron and M.S. Items. Stainless Steel items. Wooden items. Aluminium items. Copper and Brass items.

- Cleaning goods and Detergents. Guest supplies. Cleaning Tools and Equipments. Paints and Polishes. Locks and Keys. Gardening Items. Medicines.

- Electrical items. Plumbing items. Carpentry items. Electronics items. Air Conditioning items. Fuel and Gas.
































































Units - ReceivingGRNGate Pass

Fix Time For Vendor Before 3 pm Security Inward, Maintaining Register, Security checking

Information to Store Supervisor

If any specified goods information from storekeeper to the user Departments.

Checking of the Materials with Bills & Check expiry date, Manufacturing date, specification Purchase requisition/Orders given in purchase Requisition / Order

Daily bazaar directly goes Segregation of Dispatch Rejected and weighted Goods Return Gate Pass Returnable & Non Returnable, to the user department materials separated maintain with security officer & accounts to GM office

Stacking in the store as per sepcified places

Final challan copy Signature of Store keeper on the bills along with security stampwith us for records like, store keeper will do the data entry as per challan, If require take authorizationutensils / Uniforms etc security record & generate the GRN & Issue reports. of Users/concrened HOD

Submission of bills with GRN & Issue report,approved by the Storekeeper to the Accounts Dept.
































































Units - Stores

Receiving the material After Security Checking/ Inward Regd

Segregation of the Materials

Stacking the materials in proper order as per First In & First out methood(FIFO)(Glass Bottle ,F&B fast moving goods, Stationery & Packing Materials, Cleaning goods & Tools. And kitchen utensils etc)

Storekeeper will make a requisition as per Storekeeper will do data entry as per par stock / Lead time / market situation challan / bills

Signature of the bills along with user department and units manager

Submission of the bills with GRN and stores requisition with issue reports to the Accounts

Every month End storekeeper has to take Physical Inventory of all items along with Auditing departments/F&B Cost Control as per concern of Unit Finance HeadGM and Genrate the variance report & submit to the higher management (GM) From the Stores Keeper along with justification of the variance.
























































Physical Inventory Variance - Monthly
























































Units - Issuing

Pick up Time 10 am to 12 am Making of stores Indend/requisition by the user & 4 pm to 5.30 pm. & submit to the department head & issue to store

for the next day.

Making purchase requisition by the user department's to authorized by user department head & Handed overto the store in charge before 4 pm for next day for order to the approved vendor for daily bazaar / fresh

(Vegetables / dairy products / sweets etc.)

Time 10 am to 11 am stores analysis, stock checking and ordering, 11 am to 2 pm receiving goods fromthe suppliers & issue 2 pm to 3 pm lunch, 3 pm to 5 pm data entry and finally issue & ordering for next day.

Taking out the materials in advance for next day by keeping in basket for deliver.

Entry of all requisition data in computer

The User dept will pick up all the store materials according to the Indent/ requisition
































































5, Installing MMS software and Inventory Masters with re-order level authorizations:

Reports Required by F&B Controller

Reports required by Accounts Department

-

Reports.1. Goods Received Note – GRN with Bills go to the Account Department. 2. Issues Reports – Issues Reports with Stores Requisition go to the the Food and Beverage Cost Control Department.3. Pre - Inventory Reports and Physical Inventory Reports - Both the Inventory Reports go to the UFC/GM. 4. Cash payment proceudres:

�Daily Reports:�Daily issue list�Daily R R List

�Weekly Reports:�Average Consumption reports�Non-moving Items List

�Monthly Reports:�Issue Summary�R R List Supplier Wise�Non-food Issue List Details�R R Gas Purchase�Cost of Consumption�Closing Stock in hand�Stock Variance Report

¨Daily GRN with challans/ bills¨Monthly RR Listing with supplier-wise summaryq Material requisition to be attached to the bill in case of new materials (materials not into the rate contract)¨stock variance report at the end of every month¨Closing balance report





























































Gate Pass Returnable - All Materials which is send out of the stores or either from the outlet on Returnable basis a Returnable gate pass to be made with the authorized signatory of the concern department head and no Materials to be allowed to send out without the gate pass mentioning the Reason on it and follow up for materials to get back within the given stipulated time,proper Record to be maintained by concern department as well as Security Department.

Non Returnable gate pass - All Materials which is send out of the stores or either from the outlet on Non - Returnable Basis a Non - Returnable gate pass to be Made with the authorizedsignatory of General Manager and no Materials to be allowed to send out without the Gate pass menmtioning the Reason on it.
































































Objectives

To ensure vendor development & market research, to optimize quality and better rates of materials To ensure vendor analysis and value analysis based on the product quality and price prevailing in the market

To ensure quality quantity analysis at all transactional and supply stages of materials

To ensure inventory control and ensure proper adequate supply stocks

To ensure materials planning and scheduling of purchases thereafter, based on availability of products and need of the units

To ensure budgetary control on purchases at the units

To implements/sustain proper working systems within the department

To ensure proper storage of items and reducing instances of spoilage of stocks of all types.

To streamline issue system ( FIFO&LIFO) and ensure its adherence strictly at all times

Communicate with other departments/units to facilitate usage of slow/dead stock items in order to reduce/eliminate wastage

Purchase negotiations and price negotiations from time to time based on need and market conditions

To ensure Sr. Management of upgraded products in the market, from time to time and ensure their supply after due procedural compliance.

To maintain supply, minimise inventory, maintain quality, maintain price efficiency, maintain supplier relations, motivate & train

To install and maintain MMS software with backup processes
































































citrus hotels- confidential processe… · storekeeper will make a requisition as per storekeeper...

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