Purchasing: Payment Request

Objective :

It is to uniform the payment request & claim sequences in order to meet with the hotel requirements and accounting purposes.

Procedure :

1． Normally, different kind of payments will be identified as follows according to usual practices:

• Petty Cash Payment

  Each petty cash reimbursement within IDR 500.000,- for hotel internal transaction (Refer to the P&P of Petty Cash)

  
  

• Cash Payment  

  Each cash payment request exceed IDR 500.000,-  for hotel internal transaction (paid by cash cheque);

  
  

• Transfer Cheque & Remittance  

  All Payment request for other company;

2.  Applicant complete the form of PAYMENT REQUISITION (See Attachment 1):

   1. Put in the payee’s or company name, if T/T, write down relevant bank info.

   2. Enter the amount in words and figures

   3. Describe the purpose of payment in brief details

   4. Mark on the top right corner to indicate your payment wish, e.g. cash, cheque, T/T, etc.

   5. “CASH ADVANCE REQUISITION” (See Attachment 2): is required to be attached for the cash advance

   6. Indicate the PR No. for the purchasing payment request to supplier (Refer to the P&P of payment to supplier)

      
      

3. The attachment is required to provide by applicant for payment request as follow:

   • Official Sales invoice ;

   • Relevant approval documents if any such as Travel Expenses budget etc.;

   • Copied contract and relative payment supporting;

   • One copy of original approved PR and Receiving Record is required to be attached for the payment request to supplier; (Refer to the P&P of payment to supplier)

   
   

   4. For advance deposit or payment, step 4 will be skipped but retrospective actions should be taken to file the claim by the handling person. Until the entire process is completed, the person is being liable for it and somehow will be recovered from his/her salary as deduction.

   
   

   5. Accounts Payment fill in the accounts code after check the Payment Requisition and all supporting, then forward the Payment Requisition to the authorization person for approval 

   (The authorization person title which is listed in the application forms)

   
   

   6. Payment can be settled accordingly after all the authorization person’s approval.

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