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purchase control

Pre-purchase Planning

Identify the need for purchase

Determine the required quantity and quality

Establish a budget for the purchase

Research and identify potential suppliers/vendors

Obtain quotes or proposals from suppliers/vendors

Evaluate supplier/vendor options based on cost, quality, reliability, and reputation

Purchase Order Process

Prepare a purchase order (PO) document

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

Review and obtain necessary approvals for the PO

Communicate the approved PO to the supplier/vendor

Maintain a record of all POs issued

Receiving and Inspection

Receive the ordered items as per the delivery schedule

Compare received items with the PO and verify quantity, quality, and specifications

Inspect the items for any damages or defects

Document any discrepancies or issues and notify the supplier/vendor immediately

Ensure proper storage and security of received items

Invoice Verification and Approval

Match supplier/vendor invoices with the corresponding PO and received items

Verify the accuracy of quantities, prices, and calculations

Confirm that any additional charges (taxes, shipping, etc.) are reasonable and as agreed upon

Obtain necessary approvals for the invoice

Maintain a record of all verified and approved invoices

Payment Processing

Coordinate with the finance department for payment processing

Ensure that payments are made within the agreed payment terms

Keep track of payment due dates and take advantage of any early payment discounts if applicable

Maintain a record of all payments made and corresponding invoices

Inventory Control

Update inventory records with received items

Conduct regular physical inventory counts to track usage and identify any discrepancies

Implement proper storage and rotation practices to prevent spoilage, obsolescence, or theft

Establish reorder points to ensure timely restocking of frequently used items

Analyze inventory levels and usage patterns to optimize purchasing decisions

Supplier Relationship Management

Maintain open communication with suppliers/vendors

Address any issues or concerns promptly and professionally

Evaluate supplier/vendor performance periodically, considering factors such as quality, timeliness, and customer service

Explore opportunities for cost savings or value-added services through negotiation or collaboration with suppliers/vendors

Foster long-term relationships with reliable and trustworthy suppliers/vendors

Remember, this checklist can be customized or expanded based on the specific needs and requirements of your hotel or hospitality organization.

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