WE HOTEL
STANDARD OPERATING PROCEDURE
STORES
PURCHASE POLICY
1. Contracts should be made compulsory for all purchases. Xerox copy of contracts
to be kept at stores. Updated Supplier's list in excel sheet to be kept at stores.
2. Purchases of Special Items must be requisitioned by Sous Chef /Outlet manager
duly
authorized by Management.
3. At least 3 quotations to be obtained from the vendors, comparativestatement to
be prepared & accordingly vendor selection is to be done.
4. Approval of GenealManager to beobtained on shorted listed quotations.
5. For all regular / special purchases supplies, the payment
period will be as negotiated.
PETTY CASH PURCHASES
1. All the miscellaneous purchases are the responsibility of
store.
2. Regular purchase requirements are to be placed with store by 5 p.m.
every evening.
3. They will receive the supplies normally by the next
day.
4. Purchase rate should be appropriately tallied with the standard rate
put in IDS.
5. Cash purchases should be minimum .
ORDERING PROCESS
MTERIAL ORDERING FOR PERISHABLES
1. Proper Printed Perishable Requisition slip with closing stock & ordering
qty. is to begiven to Store by 5.00 PM every day for next day requirement.
2. Perishable Requisition slip must be authorized by Executive Chef or Chef
(In-charge on duty).
3. As soon as Requisition is received, storekeeper has to order for the require
Qty. material to defined supplier.
MATERIAL ORDERING FOR NON-PERISHABLES
1. Ordering to be done on the basis of last 3 month consolidated
consumption.
2. Re-ordering level to be maintained for each items & Par Stock level
should be always be maintained.
3. Orders to be placed with identified supplier only who are
approved by the Management. No order to be placed with any
suppliers, who are not approved by the Management.
4. Normally Ordering to be done twice in a month i.e. 1st& 16th of
every month
5. Ordering should be avoided after 25thof every month. If it is necessary,
it is to be done for quantity required for next 8 days.
6. Overstocking & under stocking to be avoided and No Stock is to be
maintained for e Non-Moving item.
INWARD/OUTWARD PROCESS
RECEIVING PROCESS - SECURITY CHECKUP
1. Security has to check all Inward & Outward material physically & put
the Stamp on it.
2. Security has to maintain Inward /Outward Resister & keep a track of
I/O Transaction with Srl.No.
3. Security has to maintain Goods Returnable & non-returnable
Register.
RECEIVING PROCESS – STORE INCHARGE
1. Check the Challan/Bill Qty. with the physical Qty.
received.
2. Check the received materials in terms of quality, standard, size,
weight, temperature ,light, humidity , freshness , packing , shelf life
,etc.
3. Ensure nothing is damaged in transit.
4. All the direct kitchen purchases are to be checked for quality by
kitchen Staff & for quantity by stores Staff.
5. Check the rate of the bill with the contracted rate, any variation,
ask supplier to change bill accordingly. Take the signature of
supplier on bill.
6. Material Return/Rejection Report to be made for the
rejected/returned material.
7. After the Qty., Quality & rate verification, storekeeper has to put his
stamp & sign on bills / challans.
8. Data Entry of the Bill/challan to be done immediately after material
received on the same day.
9. Put the challan/bill no. for reference on every GRN.
10.After the data entry,check the GRN with supplier's bill/challan
11.Each GRN & challan must be signed & stamped by storekeeper.
12.Ensure manual Inward Register updated on daily basis.
13.Make a Gate pass all Returnablematerial for the entire outward
item.
14.Gate Pass for Purchase Return to be sent to controls for
Reconciliation.
STORING
1. Ensure that the store is impeccably neat & clean at all times by
managing housekeeping activities.
2. No store items should lie on the floor
3. Ensure that the store interiors are safe from electrical, structural&
other defeats.
4. Ensure that all the material is neatly arranged at all times i.e. in a
systematic &logical manner.
5. Ensure that higher standard of quality has been maintained at all
times.
6. Ensure sufficient stock of all items is in hand at all times (par stock
level).
7. Manage all the activities efficiently related to inflow &outflow of
material.
8. Perpetual inventory– Daily Verification of Physical stock with book
stock.
9. All Items must bear the tag showing date of Mfg, Date of Receiving
and Date of Expiry on each packet of the Product.
10.Internal inventory to be done on weekly basis i.e. weekly Flash
report.
ISSUING PROCESS
1. All Issuing will be done on the basis of previous day Indent at defined
timing only.
2. Issue the materials from stores on the basis of IDS Indents or Manual
Indent.
3. Ensure that the Indent duly filled up & authorized by HODs&GM.
4. Do physical count of material & then issue to the depts.
5. Maintain the FIFO (First in First out).
6. Ensure given stock is reconciled with Indent or Manual Indent.
7. Ensure that necessary entries are done in IDs quickly & accurately
after issuing on the same day.
8. Indent report to be generated, changes to be done manually as per
issue qty. , acknowledgement to be taken by concerned dept &
zerox copy of the same to be given concerned dept.
9. Stock Register (Items Status) should be kept updated at any time in
IDS.
10.Day closing in the IDs is to be done on daily basis.
WASTAGES
1. Wastage Slip to be prepared for store item spoilt or unintentionally
damaged & must be authorized by HOD& F & B Controller.
2. Do not pass wastage entry for packeditems and these items are to
be replaced from the Vendor for reason like leakage glasses,
damages cups.etc.
Such stock to be replaced from supplier.
INTERNAL TRANSFER FROM ANY DEPT
1. Store should pass incoming transfer entry in IDS immediately for the
returned material from any dept.
2. As a result we'll get the right inventory & variance report at the end of
the month.
INVENTORY
1. Store inventory to be done on monthly basis on every last day of the
month.
2. Ensure that no stock should be missed out.
3. Responsibilities of all deviations should be of storesIn charge.
4. Closing Stock Report & Inventory Sheet (Variance Report in Excel Sheet)
first to be
signed by Food Controller & then only entered in IDS.
5. Monthly closing stock report & Stock variance report to be forwarded to
Control depts. with valid reasons.
EXCESSES/SHORTAGES
1. All the excess/shortage report to be provided to the controls dept. with
the valid reason.
2. All the excess stock to be taken in IDS.
3. Shortages will not be adjusted.
CHECKING OF BILLS
1. Check the bill with our GRN at the time of receiving itself. (Qty. Rate,
Bill Amt.)
2. Each GRN & challan must be signed & stamped by storekeeper.
3. If Variation, change the bill immediately & take the sign of supplier
on it.
4. All bills for cash &credit to be signed & stamped by Stores &
authorized by Food Controller.
5. All bills for cash &credit bills with GRN to be forwarded to controls
dept. for verification.
6. Ensure vendor's payment is done on time.
Prepared By
Approved By
For WE Hotel
For WE Hotel
F & B Controller
General Manager