Hotel supplies management system

The hotel's materials include food raw materials, materials and supplies, cloth parts, engineering maintenance materials, low-value consumables in warehouses, etc. Strengthening hotel material management is an important way to reduce operating costs and improve hotel economic benefits.

1, the main tasks of material management:

(1) Ensure the normal operation of the hotel and promote the improvement of management level and business development;

(2) On the premise of ensuring the quality of hotel service, do a good job in rational procurement and rational use of materials, strengthen storage management, plug loopholes and reduce costs.

2, the basic policy of material management:

Supply is planned, the plan is based, reserves and consumption are fixed, and management is systematic. Implement A, B and C classified control methods, reasonably reserve, plan procurement, supply according to the quota, actively deal with the sluggish backlog of materials, reduce material reserves and accelerate capital turnover.

3, material accounting method:

(1) pricing principle. Generally, the issued materials are priced by weighted average method. Once confirmed, it shall not be changed at will.

(2) The warehousing materials shall be accounted for in detail according to the varieties and specifications, so as to achieve the balance of daily inventory and ten-day balance. Materials not put into storage shall be accounted for in the form of "write-off".

The warehouse keeper shall keep accounts in time, summarize and issue materials according to the distribution of the receiving department, and prepare a report on the receipt, delivery and storage of materials in duplicate. After the account table is checked correctly, one copy shall be kept, and the other copy shall be submitted to the financial accounting department together with the receipt and requisition.

(3) The Finance and Accounting Department should strengthen the guidance on the accounting work of warehouses and commodity warehouses, solve the difficult problems in accounting in time, and audit the warehouse accounts every month to ensure the completeness, accuracy and timeliness of the material accounts.

4, material management planning:

(1) Material purchasing plan is the main basis for organizing material supply. The material procurement plan must be prepared according to the comprehensive business plan, material consumption quota, material reserve quota and order contract of the hotel under the premise of grasping the market situation, and fully consider the reasonable requirements of the user department.

(2) Material procurement plan is divided into annual plan, quarterly plan and monthly plan. The annual plan is the main basis for guiding the material supply throughout the year. Quarterly plan is the decomposition plan of annual plan, which is used to define the direction of quarterly material procurement and supply. The monthly plan is the concrete implementation and adjustment plan of material procurement, which is compiled according to the requirements of the budget management system.

(3) The purchase of unplanned urgently needed materials depends on the size of the purchase volume, and is solved by supplementary planning and purchase restriction respectively. Supplementary plans shall be declared at any time.

(4) The material procurement plan shall list the name, specification, unit, ending inventory, monthly consumption or reserve quota, procurement quantity, estimated unit price, estimated procurement funds and other items. The purchase plan shall be made in triplicate, and after being approved by the Chief Financial Officer and General Manager, one copy shall be submitted to the Financial Accounting Department, one copy to the Audit Department and one copy to the Purchasing Department for purchase.

5, the basic work of material management:

(1) Material consumption quota: Material consumption quota is an important basis for the preparation and implementation of material procurement plan and must meet reasonable and advanced requirements.

(2) Material reserve quota: The material reserve quota is managed by the accounting department. The financial accounting department formulates the material consumption fund quota and the material reserve fund quota on the basis of the material consumption quota, and adjusts them quarterly.

(3) All hotel materials are purchased by the purchasing department (except the goods in the shopping mall department). The purchasing department should grasp the market situation, shop around according to the principle of "high quality and low price" and choose the best purchase. Under the same conditions, it should be inside the city and outside the city first. If the user department has special technical requirements, it can send people to purchase with the buyer or the user department, but the purchasing department must go through the formalities of warehousing reimbursement and picking.

(4) If you need to order materials, you need to sign a contract according to the requirements of the hotel contract management system, and affix the legal representative or agent of both parties with the legal person power of attorney and contract seal.

(5) After purchasing materials, the warehousing materials shall be filled in by the buyer. The receipt document is in quadruplicate. After the materials are delivered, accepted and put into storage, the managers will sign for them respectively, one copy (stub copy) will be kept by the purchasing department, one copy (payment notice copy) will be signed by the manager in charge of warehouse management of the cost and property management department and sent to the chief auditor for review, and the unplanned materials will be sent to the financial accounting department for payment after being signed by the chief financial officer and general manager, and two copies will be left in the warehouse. One copy (warehouse copy) is registered, received, sent, stored and recorded by the keeper.

Materials that have not been put into storage shall be filled in the material receipt form. The receipt is in triplicate. After delivery, acceptance and receipt, one copy (stub copy) shall be kept by the purchasing department, and the other copy (payment notice copy) shall be signed by the manager of the receiving department and sent to the financial accounting department for verification. Unplanned items must be submitted to the chief financial officer and general manager for signature and then sent to the financial accounting department for payment.

(6) The Finance and Accounting Department shall supervise the implementation of the procurement system, review the original invoices, receipts and material receipts according to the financial regulations, and make payment after verifying the procurement plan.

(7) All purchased materials can be put into storage or picked up only after acceptance. Unqualified purchased materials shall not be put into storage or collected, and the measuring tools used for acceptance shall meet the requirements of measurement management system.

(8) The material clerk is responsible for the acceptance of purchased materials, and the purchasing department is fully responsible for the quality of purchased materials in the whole process of purchasing.

The warehouse keeper has the right to refuse the warehousing of unqualified or unqualified materials.

(9) The materials shall be checked and accepted in time after they arrive at the store, and the waiting time for warehousing shall be shortened as far as possible, so that when errors and quality problems are found, the financial accounting department shall be notified in time to refuse to pay the money, and the purchasing department shall claim compensation from the other party. Fresh food, dangerous goods and valuables should be inspected upon arrival.

The variety, specification, quality, quantity and packaging of the materials to be inspected must be consistent with the attached vouchers, receipt documents and material receipts. Raw materials for packaged food shall be marked with the name, address, trademark, production date, shelf life, quality standards and packaging specifications of the production enterprise.

(10) Report the unqualified materials to the department head and the purchasing department in time, and handle them according to the situation in time.

If the quality is unqualified and has not been paid, it shall be returned, and if it has been paid, it shall demand compensation from the supplier. If there is a supply contract, it shall also demand compensation from the other party in accordance with the liability for breach of contract agreed in the contract.

If the quality level drops and the hotel can still be used (on the premise of not affecting the service quality of the hotel), it should be returned or priced according to the quality as appropriate.

If there is any shortage or damage, find out the reason and deal with it separately:

A. When the supplier's supply is insufficient, the purchasing department shall negotiate with other units to make up or notify the financial accounting department to reduce the payment for the insufficient part;

B. If the means of transport is damaged or lost, if it is insured, it shall claim compensation from the insurance company;

C, warehouse inventory belongs to the normal range of inventory loss, damage, should fill in the Loss and Overreporting, approved by the head of the department, to be written off;

D. In case of shortage or damage caused by hotel staff's dereliction of duty, the profit and loss report shall be filled out to explain the situation, and the responsibility of relevant personnel shall be investigated.

(1 1) After the materials are accepted, the storekeeper shall sign for them according to the regulations, and go through the warehousing registration procedures (registration of purchasing account, material card and material card).

(12) The general warehouse of all kinds of materials in the whole store is managed by the cost and property management department. However, according to the actual business needs, with the consent of the financial planning department, each business department can set up a secondary warehouse, which is centralized by the general warehouse and managed by each department. The warehouse keeper is responsible for keeping, maintaining, supervising and inspecting the materials under his control, strictly implementing the regulations on receiving, receiving, returning and managing the materials, and strictly fulfilling the post responsibility system.

(13) The warehouse keeper should be familiar with the storage requirements of all kinds of materials, and achieve "two possessions" (with post responsibility and reserve quota), "three modernizations" (clean warehouse environment, systematic stacking of materials, institutionalization of receiving and dispatching materials), "three consistences" (account, card and material consistence) and "unified numbering and positioning" (according to unified numbering and shelving).

(14) The warehouse keeper should know the shelf life of the stock materials and organize the delivery according to the principle of first-in first-out, so as to prevent sluggish deterioration.

(15) The hotel has established a food raw material quality appraisal team, which is composed of experienced chefs, food inspectors and warehouse keepers. Where the food stored for more than the specified time and the food raw materials that need to be reported for loss must be appraised by the food raw material quality appraisal team before processing.

(16) The warehouse shall make its own inventory once a month, the cold storage shall be flushed regularly, and the second-and third-level grain warehouses shall make daily inventory. The cost and property management department shall conduct spot check and audit on the inventory materials every month, and the financial accounting department shall organize a comprehensive inventory of the warehouse once a year. After the inventory is completed, the inventory loss and inventory gain report shall be filled in time, and the reasons shall be explained, and it shall be handled at different levels according to the provisions of the examination and approval authority.

The dull and overstocked materials found in the inventory should be reported in time and actively organized to deal with them.

(17) If hotel property and materials are lost due to overage, damage, deterioration, natural disasters and other reasons, the reasons shall be found out in time, the responsibilities shall be clearly defined, and different situations shall be treated according to the following provisions:

First, the loss of normal quota is included in the current management expenses;

B, belongs to the loss caused by the accident, should be depending on the size of the responsibility, by the fault compensation for part or all of the losses. Need to write off the part, according to the provisions of the examination and approval authority for approval, charged in the management fee;

C. extraordinary losses caused by natural disasters. After being approved according to the prescribed examination and approval authority, its net loss (that is, the amount after deducting insurance compensation and residual value from book value) is listed as non-operating expenditure;

D losses caused by accidents and natural disasters. , according to the relevant provisions of the superior company and hotel owners.

E. When the current assets are in surplus, it is necessary to find out the reasons and reduce the management cost. No department or individual may conceal it, write off the losses and losses, or use it for other purposes.

(18) Material requisition is required. The picking list must be signed by the department head or other personnel with corresponding approval authority, and the storekeeper can issue materials only after the formalities are complete. The collection department shall designate a special person to collect materials.

When issuing materials, the warehouse keeper shall deliver the goods in strict accordance with the name, specification and quantity filled in the requisition, and fill in the actual delivered quantity on the requisition according to the actual delivered quantity. If there are no special circumstances, the actual delivery quantity shall not exceed the application quantity.

Take delivery in triplicate. After picking, one copy is returned to the picking department, one copy is left in the warehouse and posted by the material accountant, and the other copy is sent to the financial accounting department for accounting treatment.

(19) Goods (tools) adjusted from the old to the new can only be picked up when the scrap list and the picking list are complete, and tools belonging to personal custody and use must also be accompanied by tool cards. Parts that need to be added due to business development can only be picked up after being countersigned by the department head and the manager of the cost and property management department.

(20) After receiving, if the receiving department requests to return the goods because the quality and specifications are not in conformity, it shall fill in a red-letter application form and explain the reasons. After countersigned by the head of the receiving department and the manager of the cost and property management department, it is allowed to return the goods.

If the specifications and quantity do not match in the process of issuing materials, they should be replaced in time. The returned materials must be reinspected clearly, and qualified materials can be put into storage.

(2 1) The management of returned goods should be strengthened to reduce unnecessary losses. Daily necessities, food raw materials, etc. , which lists the shelf life, and priority should be given to avoiding sluggish backlog.

(22) The materials used in capital construction and engineering can be managed according to the requirements of this system, so as to separate the physical objects, account books and uses, and ensure the authenticity of material accounting.

Low-value consumables management system

Low-value consumables have the characteristics of large quantity, variety and different service life. Therefore, managing and using low-value consumables is also an important part of management.

1. According to the latest regulations, artificial materials with a unit value of less than 2,000 yuan and a short service life belong to the scope of low-value consumables.

2, the classification of low-value consumables:

According to the specific situation of the hotel, the hotel's low-value consumables can be divided into the following categories:

Large class, small class and small class

(1) wool felt for bedding

eiderdown

Pillow (without pillowcase)

Others are classified according to specifications.

Classification according to specifications

(2) Bed cloth

bedspread

Washing towel

Restaurant special cloth

Various curtain covers

Work clothes are registered according to varieties and specifications.

Classification according to specifications

Register according to varieties and specifications

Register according to varieties and specifications

Register according to varieties and specifications

Register according to varieties and specifications

(3) Metal of utensils and tableware

glass

ceramics

Kitchenware is registered according to varieties and specifications.

Register according to varieties and specifications

Register according to varieties and specifications

Register according to varieties and specifications

(4) Tool category, quantity and scale

Common tools

Personal tools

Calculation tools are registered according to varieties and specifications.

Register according to varieties and specifications

Register according to varieties and specifications

(5) Others refer to other low-value consumables not included in the above range.

3. Under the leadership of the general manager and chief financial officer of the hotel, the management of low-value consumables is centralized and graded, and the method of "whoever uses it combines management with effective utilization" is implemented.

(1) Cost Property Management Department is a professional management department for low-value consumables, and is responsible for the daily management of low-value consumables.

A, responsible for the storage and accounting of low-value consumables in the warehouse.

B, responsible for establishing the management system of low-value consumables in use.

C, establish the auxiliary account of low-value consumables in use, and regularly check and verify in each department.

(2) The cloakroom is responsible for the daily management of bedding, work clothes and fabrics.

A. Provide alternative styles and fabrics for bedding, work clothes and fabrics used in the hotel for decision-making by all user departments and the general manager's office.

B, responsible for recycling used bedding and fabrics to the laundry workshop for washing, and supplying bedding and fabrics that meet the use requirements according to the recycled quantity. Responsible for the washing and collection of employee work clothes.

C. patchwork bedding, cloth and work clothes in use, and produce a small amount of bedding, cloth and work clothes.

D, according to the requirements of Material Management System and Quota Management System, go through the scrapping and recycling procedures of bedding and cloth during use.

E, according to the specified requirements, register the sending and receiving situation of in-use bedding and cloth, and master the dynamics of in-use bedding and cloth.

(3) The Food and Beverage Department is responsible for the daily management of tableware in use.

A, prepare the annual consumption plan of hotel utensils and tableware.

B, formulate the responsibility system for keeping utensils and tableware in use.

C, according to the requirements of "Material Management System" and "Quota Management System", handle the scrapping and recycling procedures of utensils and tableware; Declare the lost items for the restaurant special cloth.

D, with the consent of the financial department, the business department can set up a secondary warehouse, and accordingly set up a ledger of utensils and tableware in use to master the use and consumption trends.

(4) Housekeeping department is responsible for the daily management of low-value consumables in each district.

A, prepare the annual consumption plan of low-value consumables in guest rooms.

B, formulate the responsibility system for the use and storage of low-value consumables.

C, according to the requirements of "Material Management System" and "Quota Management System", go through the procedures of scrapping and collecting low-value consumables in use in each district, and go through the formalities of declaring the defects of bedding and cloth.

D, according to the specified requirements, establish the secondary and tertiary ledgers of low-value consumables in use, and master the use and consumption of low-value consumables.

(5) The Engineering Department is responsible for the daily management of personal tools and public tools.

A, establish in-use tool ledger, and master the use trends of in-use tools.

B scrap the replaced old tools and go through the examination and approval procedures for new tools.

(6) Each department is responsible for the management of low-value consumables in its own department.

A, prepare the consumption plan of low-value consumables.

B, establish a detailed ledger of low-value consumables in use.

C, according to the "material management system" for low-value consumables storage and other daily management work.

4. Scrapping of low-value consumables should be completed by the user department first, signed by the supervisor or manager of the user department, and reported to the office of the Chief Financial Officer and General Manager for approval. The physical objects of scrapped items shall be submitted to the cost and property management department for unified treatment after acceptance.

5, low-value consumables recipients should be handled in accordance with the material management system. Generally, the method of replacing the old with the new is implemented. Scrapping procedures should be handled before receiving, and new low-value consumables should be received with scrap list and requisition list. If it is within the scope of fare increase or quota management, it should be approved by the property administrator of the cost and property management department first.

6. Internal transfer of low-value consumables:

If the low-value consumables in use are transferred within the department, the property management personnel of the relevant departments shall be responsible for the transfer registration procedures.

7. When low-value consumables in use are transferred across departments, the property management personnel of the transfer-in and transfer-out departments should fill in the property transfer form and go through the handover registration formalities with the property managers of the cost and property management departments.

8. The external allocation of low-value consumables shall be handled by the Finance and Accounting Department. The external allocation of low-value consumables in use shall be applied by the user department, submitted to the chief financial officer and the general manager for approval, and entrusted to the finance department for handling. Any user department has no right to directly allocate low-value consumables in use.

The external allocation of low-value consumables within the scope of "specially controlled commodities" shall be reported to the chief financial officer and general manager for approval step by step.

9. Amortization of low-value consumables adopts one-time amortization method.