Receiving: FF&E Receiving

Objective：

The receiving guidelines define the responsibilities of the staff concerned in ensuring that the delivery / receipts of Furniture, Fixtures & Equipment is in accordance with the terms of the purchase both in quality & quantity and those they are properly recorded and stored.

Procedure ：

1. The Purchasing Manager should co-ordinate on timely basis with the suppliers for the delivery schedules and shipments.

2. Prior to the delivery, a detailed delivery note and packing lists should be obtained fro

   the supplier.

3. Any delivery which requires custom declaration should be applied by the Custom

   Representative of Purchasing Department in due course once the delivery is informed for the arrival.

4. Prior to the delivery, the Purchasing Manager should co-ordinate with the Cost

   Controller for arrangement of the Storage.

5. When receiving the delivered orders, the following parties must be in presence.

1. Purchasing Manager     - Follow up with the Supplier on discrepancy if any

2. DoF&BS or Asst. DoF&BS  - To monitor during the course of receiving                 

3. User Department          - To verify and confirm the deliveries in terms of  

quality

4. Receiving Supervisor - To verify and record the deliveries in terms of 

quantities

6. Once the process is finished, the Receiving Supervisor will fill up a Receiving Record 

   with the following information’s, separate Receiving Records are needed to draw for different Department and categories, such as fixed assets, operating equipment and inventories, etc.

1. Date of receiving

2. Name of Vendor 

3. Purchase Order number

4. Ordering Department

5. Item name and packing

6. Actual quantity received 

7. Unit Price  

8. Total Amount

7. The definitions of the categories are of the followings,

1. Fixed asset                   -  Amount over Rmb2,000.00 and useful life above 1 years

2. Operating Equipment   -  Low value consumable equipment, tools and utensil

3. Inventory                       -  Operating and merchantable supplies such as     

food, beverage, china & glassware, p&s, linen, etc.

8. The Receiving Record will then be evidenced by the signatures of the Receiving Supervisor, Purchasing Manager and User Department. Consecutively it will be summarized on a Receiving Daily Report and distributed in accordance to the following sequences,

   1. 1^st Copy              - Via Cost Control to Accounts Department

   2. 2nd Copy          - Filed by Cost Department (Receiving Department)

   3.  2nd Copy         - Filed by user Department

   4. 3rd Copy         - To Supplier

      
      

9. All delivered notes should be marking with Bin Number (pre-set by hotel) for each item. The Receiving Records will also be marked with the Bin Number.

10. In the event of dispute, short shipment or breakage, the Purchasing Manager should immediately report to the Supplier in writing for replacement. Any action taken should be copied to the Director of Finance & Business Support for relevant adjustment and record. In terms of overage of delivery, it should also be recorded on the Receiving Record while a "Goods Return Note" is to be opened when returning the items which is in excessive.

11. If all FF&E store in warehouse, upon issue to user department the requesting department should present the Department Copy of the Receiving Record to the Storekeeper to substantiate the issues. It is always recommended that the Department Heads themselves should compile a worksheet in the computer to recapitulate all the requisitions for ease of future inventory and control purposes.  

12. For operating supply requisition such as guest amenity, linen, china &   glassware, cutlery and silverware, etc. a General Store Requisition Form must be opened. The requesting Department should prepare priority the one time Par Quantities onto the Requisition Form in accordance to the Hotel policy. It is imperatively that the Department Head should go thoroughly on ONE TIME requisition practice since those par items will be charged to the Pre-opening Expenses. Any excuse of short request due to careless will not be entertained.