Receiving Policy

Objective ：

The receiving guidelines define the responsibilities of the staff concerned in ensuring that the delivery / receipts of goods and services required by the hotel is in accordance with the purchase request or market list in terms on quality, quantity, price etc.

Procedure ：

1. The receiving function includes the following:

• Food & Beverage 

• Tobacco and Cigarettes 

• Printing & Stationeries 

• Office Supplies 

• Sundries 

• Housekeeping Supplies

• Engineering Supplies

• Furniture & Fixtures 

• Operating Equipment 

• Others 

2. Receiving Forms Control Procedure

1. In order to facilitate processing of accounting records and to substantiate the receipt of all goods / supplies, the following accounting forms / reports must be duly completed:

   • Receiving Record 

   • Goods Return Note 

   • Daily Receiving Report 

   • Meat Tag 

2. Receiving Record.

1. The Receiving Record (Attachment 1) is pre-numbered, comes in four copies and is used in recording the details of received item as per supplier’s invoice or delivery order / receipts. (for hotel has Inventory / Cost System the Receiving Record will generate by system)

2. The Receiving Record requires the following details:                   

   • Date 

   • Department 

   • P.R or Market List No. 

   • Receiving No. 

   • Name of Supplier 

   • Quantity 

   • Unit 

   • Description of items 

   • Unit Price 

   • Amount 

   • Received By 

     
     

iii. The Receiving Record ( 4 Copies ) are distributed as follows:

• 1^st   Copy - attached to the original invoice will be forwarded to the Accounts   

  Payable section via Cost Control section.

• 2nd   Copy  -    Cost Department

• 3rd Copy - accompanies merchandise to the store or requisitioning department.

• 4^th  Copy - Supplier

3. Goods Return Note

1. The Goods Returned Note is pre-numbered, comes in five copies and is used to substantiate the goods returned to suppliers (for hotel has Inventory / Cost System the Receiving Record will generate by system).

2. The following information are required:

• Date 

• Supplier 

• Reference (Supplier/Receiving Record No. / Purchase Requisition No.)

• Descriptions 

• Quantity 

• Unit Price 

• Amount 

• Received By / Signature 

• Name (in full) - person receiving the returned goods / supplies.

• Receiving Clerk Name / Signature 

3. The Goods Return Note (4 copies) are distributed as follows:

• 1^st   Copy - attached to the original invoice will be forwarded to the Accounts   

• Payable section via Cost Control section.

• 2nd   Copy  -    Cost Department

• 3rd Copy - accompanies merchandise to the store or requisitioning department.

• 4^th  Copy - Supplier

  
  

4. Daily Receiving Report

• This report, in three copies, is used to summarize the Receiving Record and distribute   the Daily Receipts of goods to the respective storeroom or user 

• The following information are required;

  • Date 

  • Receiving Record Number 

  • Name of Suppliers 

  • Total Amount 

  • Deposit / Container 

  • Storeroom Purchases 

  • Direct Purchase 

  • Distribution (Direct) 

  • Remarks 

5. Meat Tag

   1. This form is pre-numbered and used to identify the receipts and issuance of meat and seafood.

   2. The Meat Tag which is divided into three parts, contains the following information and needs to be completed by the Receiving staff at the time of actual receipts of the food items:

      1. Date (Date of Receipts) 

      2. Item (Type / Cut) 

      3. Weight (Total net Weight as purchased / received) 

      4. Unit Price 

      5. Total Amount 

      6. Supplies 

         
         

   3. The top portion of the meat tag must be attached to the carton or hung to the corresponding food item. Once the item is issued, the tag is clipped to the Requisition and forwarded to the Cost Control Section for matching/recording.

   4. The middle portion of the meat tag shall be forwarded to the storeroom and retained by the Storekeeper to reconcile the issuance and receipt of meat and seafood.

   5. The bottom portion of the meat tag must be clipped to the respective invoices and receiving record to be attached to the Daily Summary and forwarded to the Cost Control Section for further processing.

6. Receiving Operation Guidelines

1. In general, the receiving procedures are established to ensure that the hotel is obtaining the right quality and quantity of goods and services in accordance with the purchasing terms and receiving criteria set by the hotel.

2. In receiving goods, the following criteria must be strictly adhered to without exception:

   1. The weighting scales used must be checked and calibrated regularly.

   2. A record of standard weight of various empty containers must be maintained to facilitate checking of the net weight of goods received.

   3. To ascertain the quality, a criteria list must be made on goods received (especially for food items). If necessary, consult the user department for quality inspection and uniformity.

   4. The Receiving Staff must weigh, count and check every item delivered and received in order to ensure that the goods conform with the quantity ordered and supplier invoice / delivery order.

   5. The Receiving Staff must ensure that all deliveries of ordered hotel supplies are substantiated or supported with the corresponding purchase documents.

   6. For immediate follow up and further reference, the Receiving section must file copies of the Market List or Purchase Request accordingly:

   7. Ensure that the delivery is in accordance with the terms and conditions of the Purchase Request/Market List.

   8. When the deliveries are in order, affix the “Receiving Stamp” on the supplier’s invoice / delivery order which contains the following information:

   
   

   • Date Received 

   • Received By (Signature of the Receiving Staff)

   9.  Ensure to record receipts of goods to the Receiving Record.

   10.  Attach the corresponding invoice / delivery order to the Receiving   

   Record for further processing.

   11.  At the end of each day, summarize the receiving records by preparing the summary of Daily Receiving Report.

   12.  Ensure that the Receiving Record/Invoice/Delivery Order/Goods Return  

   
   

   Note etc. are attached together with the Daily Receiving Report. The total Purchases must tally with the distribution accounts and other breakdown of purchases.

   
   

   13.  Forward the original copy of the Daily Receiving Report to the Cost  

   Control section with the following attached documents:

   • Receiving Records 

   • Supplier’s Invoices or Delivery Orders

   • Goods Return Note

   • Others as applicable 

   
   

   xiv. Before the end of the day, to follow up with the Purchasing Manager for all undelivered goods / supplies for proper action.

   
   

   xv. All file copies of Receiving Forms must be filed in numerical or date sequence by user department.

   
   

   xvi. Operation time: Please make sure the operation time will be split between Food and Beverage items and General items, specific for chemical etc., what easy contaminate

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