How to manage hotel invoices and documents

In order to refine the responsibilities of each department and ensure the orderly and timely circulation of documents as the basis for business processing, this document management process is specially formulated!

Procurement business

Delivery to the factory

1. When the regular supplier delivers the goods to the factory, the security guard informs the warehouse keeper to sign for it, and the warehouse keeper is responsible for sorting it out in quadruplicate.

2. When the goods are received at abnormal time, the security guard is responsible for signing, the supplier registers the manufacturer, materials and other detailed information in the record book, and the warehouse will make supplementary signature confirmation during handover.

3. The warehouse administrator should sign and check the express delivery, and copy the receipt to ensure the serial number.

4. Finance and procurement receive goods three times a day, and register the receipt in the warehouse record book and sign it for confirmation.

5. The finance department handles the accounts in time by signing the delivery note, and confirms the information with the purchasing and warehousing management in stages.

Deliver to the processing plant

1. The supplier sends the goods directly to the processing factory, and the processing factory signs for it, and the warehouse keeper in the factory signs it before the account can be settled.

2. The warehouse keeper in the factory is responsible for coordinating with the processing factory, sorting out the delivery documents belonging to the company and sending them back to the finance department in time.

3. The financial department should input and check the documents, and confirm the unknown information with the purchasing and material control.

Electronic materials are sent to the factory.

1. The warehouse administrator checks the electronic expected materials according to the electronic expected materials notice, and makes documents according to the actual quantity, recording the goods code, order and other information in detail.

2. The finance department receives the bill on time every day, enters it into the system and checks it.

Electronic materials are delivered directly to the processing plant.

1. Electronic materials are sent directly to the processing plant, signed and issued by the warehouse administrator in the plant, and documents are made according to the special bill of materials.

2. The warehouse in the factory collates the documents and sends them to the company for financial verification and entry. The financial documents are divided into electronic silos.

3. According to the overall information of electronic materials, check the financial information with purchasing.

Supplier return

1, IQC and the company go to the processing plant to clean up the returned materials every week after sale, handle the status clearly and count the quantity.

2. The warehouse keeper counts the physical objects according to the return form of the processing plant, goes through the warehousing formalities according to the status, and sends the return form to the finance department.

3. The drawer systematically generates a return form according to the return form, which is confirmed by the warehouse manager and sent to the purchasing department, IQC and warehouse manager.

4. IQC of structure/packaging materials shall be notified to the corresponding suppliers for confirmation in time, and electronic materials shall be returned to the factory/scrapped after sales.

5. The warehouse shall notify the producer to make five copies of the details of the defective incoming materials confirmed by the supplier.

6. The warehouse keeper is responsible for the receipt of the same day in quadruplicate and sending it to the purchasing, IQC, finance and warehouse keeper.

Matters needing attention

1. For the missing documents, the direct contact personnel should make copies to ensure that the relevant departments have one copy each.

2. For the delivery documents that do not meet the requirements, the buyer will negotiate with the supplier to make changes, and those who have not changed after repeated communication will be fined.

3. For printed documents, the preparer sorts them according to the urgency, and the bookkeeper can assist in document information entry.

4. Each link is responsible for the documents it processes, and keeps the signature information for the next link to query.

If the engineer receives the materials/tools/boards directly from the factory, he/she needs to return them to the finance department as soon as possible.

6. Any abnormal information needs to be reported by the manager to the person in charge in time.

Production business

Normal production

1. Material control should make production plan according to sales and procurement.

2. According to the material control instruction and the perfect BOM, the bill maker systematically makes the nesting list/replacement list, and improves the information such as the foundry, model and color.

3. The property management department shall review the production issue list and confirm the characteristics and quantity of key materials.

4. The warehouse keeper prepares and distributes materials according to the approved documents, and checks relevant information.

The driver needs to be responsible for the transfer of materials and documents between the factory and the processing factory to ensure that the warehouse keeper of the factory receives all the documents. If there is any difference between the documents and the actual materials, it will be reported to the material control immediately.

6. The warehouse keeper in the factory cleans up the documents every day, sends them to the finance department, and the driver signs the bill of materials for confirmation.

7. The receipt of the processing plant is sent by the driver to the financial bookkeeper, who will review the system data according to the receipt and hand it over to the material control on the same day.

Rework process

1. After-sale evaluation and quality control will issue a rework application form, which will be approved by financial sales accountant, material control supervisor, production supervisor, quality control supervisor and financial supervisor. Under special circumstances, three of the last four articles take effect.

2. The drawer's finished product rework outbound order is in quintuplicate, which will be kept in the finished product warehouse, and the rest will be returned to the material control and finance department after being signed by the processing factory.

3. After the production application and material control are approved, the reworked material is prepared by the drawer, which is always in the rework order number.

4. The bookkeeper of the finished product warehouse tracks the progress and status of material control rework until the rework is completed.

5. The rework warehouse should have a specific rework label, and the bookkeeper of the finished product warehouse should check the daily warehousing quantity and details with the material control.

6. Other document flows are managed according to the production document flow.

Matters needing attention

1. The next step of production document circulation needs the signature of the other party to confirm, thus confirming the person in charge of the document. If the link breaks, the last signed link can be responsible for the latter link.

2. Unaudited documents shall be cleared once a week, and confirmed according to the signatures of all links and the audit status in the system. Finally, unapproved documents are only allowed to stay in the warehouse.

3. For material change/temporary substitution information, material control and warehouse management will give timely feedback after discovery, and the document maker will change the documents and system information to ensure the accuracy and effectiveness of the information.

For the materials sent from the warehouse, the warehouse administrator should return the documents to the company within two days. The production supervisor/assistant can be responsible for the warehouse keeper's leave, and the company's production supervisor is responsible for document tracking.

Tourist supply business

1. The supplier delivers the goods to the customer, the warehouse manager signs the receipt, and the finance department and the purchasing department receive the documents.

2. The material control department shall be informed when purchasing, so as to arrange the production of materials supplied by customers.

3. The document preparer prepares the document according to the material control instruction, and the material control reviews the document.

4, warehouse materials, the driver sent to the processing plant.

5. Under normal circumstances, the documents need to be returned by the driver on the same day, and the bookkeeper collects, divides the documents and handles the accounts.

Matters needing attention

1. Warehouse management can provide corresponding arrival status and material control information of customer-supplied materials according to experience.

2. The drawer should know the production process of customer supply to avoid mistakes.

other

1. If the certificate is lost (according to the circulation sign) for five times, the responsible person will be fined ten yuan each time, and the driver will be fined fifty yuan for losing it. If it is lost more than five times, it will be doubled for five times, and a fine of ten yuan will be imposed for one day of delay. If the responsible person improves well and does not lose his certificate within one month, he can make up a fine. Rules are the basis of ensuring business operation, thus forming good work habits and sense of responsibility.

2. In case of special circumstances, such as power failure, system failure, etc., the ticket maker can make the ticket manually. After the special circumstances are eliminated, the system will fill in the ticket.

3. Other unfinished businesses shall be operated according to similar business processes, and reference can be made to financial and material control.

4. The above business is administrative supervision, and any matter can be reported to the responsible department at the first time. If it can't be solved, you can complain to the administrative department and coordinate with it.