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purchase control

Pre-Purchase Steps

Identify the need for a purchase and obtain proper authorization

Determine the budget and available funds for the purchase

Conduct market research to identify potential suppliers

Evaluate supplier options based on quality, price, and delivery time

Obtain necessary approvals from management or purchasing department

Purchase Order Preparation

Prepare a detailed purchase order including item descriptions, quantities, and specifications

Include terms and conditions, delivery instructions, and payment terms in the purchase order

Obtain relevant signatures or approvals on the purchase order

Maintain a copy of the purchase order for record-keeping purposes

Supplier Communication

Send the purchase order to the selected supplier

Follow up with the supplier to confirm receipt of the purchase order

Communicate any specific requirements or changes to the order if necessary

Obtain confirmation from the supplier regarding the delivery date and time

Receiving and Inspection

Ensure that the designated receiving area is prepared to receive the delivery

Inspect the received goods to ensure they match the purchase order specifications

Verify the quantity and quality of the items received

Document any discrepancies or damages and report them to the supplier immediately

Invoice Verification and Payment

Match the received goods with the supplier's invoice

Validate the accuracy of the invoice by cross-checking prices, quantities, and discounts

Obtain necessary approvals for payment from the appropriate authority

Process the payment within the agreed payment terms

Inventory Control

Update the inventory records to reflect the received items

Reconcile the inventory balance with the purchase order and supplier invoice

Conduct regular inventory audits to ensure accuracy and identify any discrepancies

Implement proper storage and handling procedures for purchased items

Supplier Evaluation

Monitor the performance of suppliers in terms of quality, delivery, and customer service

Maintain a supplier evaluation system to track performance and identify areas for improvement

Provide feedback to suppliers regarding their performance and address any issues or concerns

Consider alternative suppliers if consistent underperformance is observed

Documentation and Record-Keeping

Maintain a comprehensive record of all purchase orders, invoices, and related documents

Organize the documents in a systematic manner for easy retrieval and reference

Retain the records for the required period as per legal and financial requirements

Implement appropriate measures to protect the confidentiality and security of the records

Note: This checklist is a general guideline and may need to be customized based on the specific requirements and processes of each hotel and hospitality organization.

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