Help make a plan for purchasing items for a large hotel

1. Formulate a procurement plan

(1) Each hotel department shall prepare a procurement plan and procurement plan at the end of each year based on the annual material consumption rate, loss rate and forecast for the second year. The budget should be reported to the Finance Department for review;

(2) For unplanned purchases or temporarily added items, plans should be made or reported to the Finance Department for review;

(3) Procurement plans should be made in quadruplicate, Keep one copy for yourself and submit the other three copies to the Finance Department.

2. Approval of procurement plans:

(1) The Finance Department summarizes the procurement plans and reports of various departments and reviews them;

(2) Finance The department makes a budget for purchasing materials based on the hotel's business performance this year, material consumption and loss rate, business indicators and business forecasts for the second year;

(3) Report the summarized purchasing plan and budget Manager approval;

(4) The approved procurement plan shall be submitted to the Financial Director for supervision and implementation. For unplanned and unapproved procurement requirements, the Finance Department has the right to refuse payment.

3. Material procurement:

(1) Purchasing staff will make timely purchases according to the name, specification, model, quantity and unit of the items according to the approved procurement plan to ensure timely supply. .

(2) For bulk supplies or long-term supplies, long-term supply agreements can be signed with relevant factories, hotels, and stores according to the approved plan to ensure the quality, quantity, specifications, and variety of the items. and supply requirements.

(3) Food, meals, oily ingredients, wine, drinks, etc. used in the catering department are ordered by the executive chef, chef or banquet department. The purchasing department must order them according to the plan or order. Purchase orders to ensure supply.

(4) Unplanned and temporary small quantities of urgently needed supplies can be purchased with the approval of the general manager or the relevant department manager authorized by the general manager to ensure their use.

4. Material acceptance into the warehouse:

(1) Whether the purchased materials are directly dialed or put into the warehouse, they must be accepted by the warehouse keeper;

(2 ) The warehouse keeper's acceptance is based on the order sample and the invoice is accepted according to quality and quantity. After the acceptance is completed, the invoice must be signed or an acceptance form must be issued. If the goods need to be dialed directly, follow the procedures. If the goods need to be put into the warehouse, the goods must be put into the warehouse according to the regulations.

5. Reimbursement and payment

(1) Payment:

① Payment for bulk materials purchased by the buyer must be reviewed by the financial director and approved only after confirmation Payable;

② For check settlement, the cashier usually fills out the check based on the accurate figures or documents provided by the buyer. If the buyer receives a blank check and settles with the other party, the amount must be limited to a certain range. ;

③According to the hotel's financial system, those who pay more than RMB 100 must use check or entrust a bank to settle the payment, while those who pay less than RMB 10,000 can pay in cash.

④ If you require cash payment for more than 30 yuan, payment must be reviewed and approved by the finance department manager or financial director, but the cash must be within a certain range.

(2) Reimbursement:

① Reimbursement by the purchaser must be based on the invoice signed by the inspector and the acceptance form. It can only be given after being reviewed by the cashier to see whether it is approved or within the planned budget. to reimburse.

② If a buyer purchases goods from a self-employed person, he or she can issue an invoice through the tax department. If the seller does not have an invoice due to urgent need, the seller should write a sales certificate and sign and seal it. If there are more than two buyers, Reimbursement can only be given after approval by the department manager or financial director.

Purchasing Department Business Operation System

1. According to the requirements of the using department and the procurement application form, make multi-party inquiries and selections, and fill in the price, quality and supplier questionnaires;

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2. Submit a questionnaire to the supervisor, report the inquiry situation, and determine the best purchasing plan after review;

3. Under the arrangement of the supervisor, according to the purchasing plan determined by the director of the purchasing department Start purchasing;

4. Complete spot purchases and futures purchases according to the working procedures established by the hotel and this department;

5. Various problems that arise during the acceptance of goods should be investigated immediately Clear the reasons and report to the supervisor;

6. After the goods are accepted, send the goods to the warehouse for acceptance and storage, and go through relevant storage procedures.

7. Report the variety, quantity and payment status of the goods to the relevant departments, and attach the purchase application form or distribution contract;

8. Submit the goods purchase application form and invoice , warehouse receipt or purchase contract shall be submitted to the Finance Department for proofreading and review, and reimbursement or settlement procedures shall be handled.