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purchase control

Pre-Purchase Considerations

Identify the need for the purchase

Determine the specifications and requirements of the item/service

Research and gather information about potential suppliers/vendors

Assess the budget and financial implications

Obtain necessary approvals and authorization for the purchase

Supplier Evaluation

Evaluate supplier's reputation and track record

Check supplier's compliance with legal and ethical standards

Assess supplier's ability to meet quality and quantity requirements

Review supplier's pricing and payment terms

Consider supplier's after-sales support and warranty policies

Request for Quotation (RFQ)

Prepare and send RFQ to selected suppliers

Clearly define the specifications and expectations in the RFQ

Set a deadline for suppliers to submit their quotations

Ensure RFQ includes all relevant terms and conditions

Evaluate the received quotations based on price, quality, and other criteria

Purchase Order (PO) Creation

Create a purchase order for the selected supplier

Include necessary details such as item description, quantity, price, and delivery date

Attach any supporting documents or specifications

Obtain appropriate approvals for the purchase order

Share the purchase order with the supplier and maintain a copy for records

Receiving and Inspection

Track the delivery of the purchased item/service

Inspect and verify the received item/service against the purchase order

Ensure the item/service meets the specified quality standards

Address any discrepancies or issues with the supplier promptly

Document the receipt and inspection process for future reference

Invoice Verification and Payment

Match the supplier's invoice with the purchase order and delivery receipt

Review the invoice for accuracy, including pricing and quantity

Validate any additional charges or discounts

Obtain necessary approvals for the payment

Process the payment within the agreed terms and conditions

Inventory and Storage

Update the inventory system with the received items

Properly store and organize the purchased items

Label and track the items for easy identification

Implement appropriate inventory control measures

Conduct periodic stocktaking and reconcile with purchase records

Supplier Relationship Management

Maintain regular communication with suppliers

Evaluate supplier performance and address any issues or concerns

Seek feedback from internal stakeholders on supplier's performance

Explore opportunities for cost savings and value-added services

Continually assess and improve supplier relationships

Documentation and Record-keeping

Maintain a comprehensive record of all purchase-related documents

Organize and file documents in a systematic manner

Ensure documents are easily retrievable for audits or reference

Retain documents as per legal and organizational requirements

Regularly review and update documentation processes as needed

Note: This checklist provides a general framework for purchase control in hotel and hospitality organizations. It can be customized and expanded based on specific requirements and industry practices.

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