Standard Operating Procedure (Sop)

Procedure for Receiving Materials


The process involved

hotel/hospitality establishments have adopted procedures that govern the receiving process of materials or inputs in the organization. There are no specific laws that govern this process, especially in the private sector. However, in public sectors, there are specific procedures for receiving materials. In this article, I have analyzed the pros and cons involved in the receiving process of inputs that cuts across both public and private sectors in the industry. Most hoteliers miss the mark on both quality and quantity inspection as a mandatory procedure in receiving inputs. The process involves both the user and the stores/receiving clerk. The user’s duty is to confirm the quality while that of the sores clerk in to ascertain the quantity of the products.

The procedure for receiving of material is summarized below;

The special procedure in respect of dairy products, meats, poultry, and seafood are also listed.

  • The materials are to be delivered by the supplier within the delivery time span fixed. At the time of receiving the materials, inspection is to be simultaneously done and the items not complying with the specification are to be forthwith rejected. In case of food items, the executive chef or Sous Chef will conduct an inspection. In case of other items, the respective departmental heads shall carry on the inspection.
  • On receipt of the materials after inspection, the delivery note is to be signed by the receiving clerk acknowledgment the receipt of materials, inspection stamp is put on the delivery note and signed by the inspecting authority, with or without comments.
  • In case of rejection of materials, the actual quantity received is to be written on the goods return voucher and signed by both receiving clerk and the supplier.
  • In case of excess supply, the additional items can only be received if it is approved by the concerned inspecting authority and countersigned by the financial controller/chief accountant.
  • After receiving the materials, the receiving clerk shall prepare daily receiving report in quadruplicate. The distribution is account department, stores, food and beverage controls and the fourth copy is retained.
  • On receipt of material by the stores, the store clerk will count or weigh the items with reference to the copy of daily receiving report (DRR). The store clerk will make entries in the Bin card and food and beverage controller’s office will make necessary entries in stores ledger.
  • Perishables and fresh seafood are issued directly to the kitchen and charged to food cost of the day.
  • Beverage items will be received by receiving clerk only. The receiver will check the delivery against the local purchase order (LPO) to ensure that the items correspond to the specifications on the brands, proofs, vintages, size, case pack, e.t.c. full cases are checked for breakages by carefully shaking the case and listening for broken glass and checking for moisture on the outside of the case. If both situations arise, the case must be opened and every bottle inspected before delivery can be accepted.

If the above procedure if fully adopted as the material receiving procedure in the hotel/hospitality establishments, then you can be guaranteed the right quality and quantity of products. This will, in turn, promote customer satisfaction hence an increase in return on investments.

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