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purchase control

Pre-Purchase Planning

Identify the need for purchase

Determine the budget for the purchase

Conduct market research to identify potential suppliers

Evaluate supplier options based on quality, price, and reputation

Obtain necessary approvals from management

Purchase Order Preparation

Prepare a purchase order with clear specifications and quantities

Include terms and conditions, delivery date, and payment terms

Obtain necessary approvals for the purchase order

Ensure the purchase order is sent to the correct supplier

Receiving and Inspection

Ensure the purchase order is received by the supplier

Monitor the delivery status and expected arrival date

Inspect the received goods for quality and quantity

Document any discrepancies or damages

Notify the supplier of any issues and request resolution

Invoice Verification and Approval

Match the received goods with the purchase order and packing slip

Verify the accuracy of the invoice, including prices and quantities

Ensure all necessary supporting documents are attached

Obtain appropriate approvals for the invoice

Process the payment within the agreed payment terms

Inventory Control

Update inventory records with received goods

Reconcile the inventory with purchase orders and invoices

Conduct periodic physical inventory counts

Identify any discrepancies and investigate root causes

Implement corrective actions to improve inventory control

Vendor Performance Evaluation

Monitor the overall performance of suppliers

Evaluate the quality of goods and services provided

Assess the timeliness of deliveries and responsiveness to issues

Gather feedback from end-users and stakeholders

Use the evaluation results to make informed decisions about future purchases

Contract Management

Maintain a centralized repository of all supplier contracts

Review and renew contracts before expiration

Monitor contract terms and compliance

Regularly assess supplier performance against contract requirements

Negotiate favorable terms and conditions for future contracts

Cost Analysis and Optimization

Analyze purchase data to identify cost-saving opportunities

Explore alternative suppliers or negotiate better prices

Implement strategies to consolidate purchases and leverage volume discounts

Continuously monitor and evaluate the effectiveness of cost-saving initiatives

Adjust purchasing practices to optimize costs without compromising quality

Remember, this checklist is a general guide and can be customized based on the specific needs and requirements of each hotel and hospitality organization.

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