Inventory: Store Room Requestion

Objective ：

Ensure that inventory items are issued only for authorized purposes.

Provide documented input to the accounting records to reduce inventory and charge to department costs.

Procedure ：

1. The Storeroom Requisition Operating Guidelines contain the responsibility of all departments/staff concerned in processing the stores requisition until the supplies are issued.

2. All storeroom requisitions/issues must be supported by a duly completed, authorized and approved requisition form. No issues must be made without the approved requisition form.

3. The following pre-numbered forms must be used by the respective departments :

Form                     Types of Supplies    

Storeroom Requisition             Food

                                                 Beverage

Please ensure that a different form is filled for different types of supplies. 

4. In general, the STORE ROOM REQUISITION (Attachment 1) forms contain the following information and must be duly completed at all times.

To be completed by 

Department / Section                        Requesting Department / Section 

Date        Requesting Department / Section   

Quantity Requested                           Requesting Department / Section

Description             Requesting Department / Section

Quantity Issued              Storekeeper

Unit Cost             Storekeeper

Total Cost                     Storekeeper

Account Code No.                           Storekeeper

Filed By                 Requesting Department / Section

Approved By                             Department Head/Assistant (authorized) 

Issued By                               Storekeeper

Received By                             Authorized Staff (Department/Section) 

5. Storeroom Requisition Form Procedure 

1. The Storeroom Requisition Form in three (3) copies is a pre-numbered form used to substantiate request(s) to obtain the required supplies from the storeroom.

2. In order to facilitate issuance of the requested supplies, the following guidelines must be adhered strictly by the staff concerned (department/section), without exception.

   1. Ensure to complete the requisition information indicated on the requisition form.

   2. To avoid combining different storeroom supplies in one requisition form. The requested supplies indicated on the storeroom requisition form must be confined to items of same nature only.

   3. To ensure that any alteration or amendments made on the requisition form either, quantity requested, description, etc. are duly approved/initiated by the Department Head and/or his assistant.

   4. To submit the duly completed and approved requisition form to the store before the scheduled storeroom operation hours.

3. The Department/Section Head or staff concerned is responsible to determine the daily supply requirements in carrying out the stocks from the storeroom. Avoid excessive requisition of supplies, which will result to overstocking, unfavorable distribution in accounting cost or departmental operating expenses etc.

6. Accounting Guidelines in Issuing Storeroom Supplies 

1. The guidelines in issuance of storeroom inventory supplies define the functions of the staff concerned in processing the issues based on the duly completed and approved Requisition Form.

2. The storeroom operating hours must be fixed and approved by the Executive Office in order to facilitate issuance of supplies to the respective departments accordingly.

3. The following storeroom operating instructions must be adhered to by the storeroom personnel and department/section staff concerned.

• Upon receipt of the store requisition form(s), ensure that the form is duly completed, signed, approved by the respective Department Head.

• Once the requisition form is in order, issue the required supplies accordingly. The issued quantity must tally with the quantity indicated on the space provided for “quantity requested”.

• Ensure to indicate “NS” (No Stock) on the space provided for “Quantity issued” if unable to issue the requested items due to unavailability of stock. It is also required to draw a line or cancel the space provided on the “Unit Cost” and “Total Cost”.

• To cancel the unused space(s) of the requisition form by writing “Z” in order to close the transaction.

• To ensure the accuracy of issuance by double checking the completed requisition form and the issued items. 

• To ensure that the staff concerned receiving the requested/issued items acknowledges receipt by signing his/her name on the “Received By” space provided in the requisition form.

• Ensure that the staff concerned issuing the supplies signs his name on the “Issued By” space provided in the requisition form.

• To detach the requisition form (user department) and forward it together with the issued items to the authorized staff receiving the supplies.

• The empty bottle of wine (only imported sprits and liqueur) should be exchange to storekeeper when received full bottle.

• The store requisition for bottle wine which is sold to guest already must attached Report of “Full Bottle Sale" for reference.

4. The “quantity issued” indicated on the completed requisition form (two copies) must be cost counted based on the FIFO (First in, First out) method of costing. Ensure to multiply the quantity issued by the unit cost to arrive at the total cost of the item and all the cost must be totaled.

5. Based on the requisition/issue form, post the quantity issued to the “bin card” in the following manner.

• Issues (Quantity)

• Stock Balance (Quantity)

6. Emergency Storeroom Issues After Normal Store Hours

If urgency arose to enter the storeroom for emergency requisition, issues of supplies, refer to ‘ "Emergency Store Requisition’ procedures.

The above policy will be reviewed periodically and may be revised, amended or changed accordingly.