采购及付款程序.doc

規章制度及程序手冊POLICIES & PROCEDURES MANUALSubject : Purchasing Procedures主題：採購及付款程序Ref : 編號： A. Policies規章制度1. All purchases should be approved by Execom. members in advance.所有採購必须由高级例会成员批准后均可执行2. All purchases are to be made based on competitive quotations所有採購均需經價格比較3. Supplies must be ordered in quantities that reflect the latest operation plan in order to ensure a continuous supply採購數量應按最新的營運計劃設定4. Inventory must be kept at minimum and is consistent with the above policy庫存量應按上述A3設定，並盡可能保持在最低水平5. All quotations sourced must be chopped on which valid dates must be shown所有报价单均需注明报价的有效日期及加盖公司印章6.B. Purchase Procedures采购程序1. Order Processing Procedures貨品訂購程序There are three ways for an operation department to indicate a purchase:-營運部門应以下述程序訂購貨品1.1 Raise a Purchase Order通過訂購單1.2 Sign a Purchase & Sale Agreement签订采购供货合同1.3 Purchase by petty cash not exceeding RMB?人民幣?元以內的現金採購2. Purchase of F.F.& E., Operating Equipment and General Items:-辦公室設備，營運設備及日常物品採購：2.1 All purchasing should be an intelligent determination of what is needed and should be based on the approved budget accordingly. The requirement thus determined will be processed via a standard purchase request form by the respective department.所有採購均應經審慎考慮后并根据已批准的预算案执行。經確認後，各 部門应填报常用採購申請單。The purchase request comes in 4 copies and is handled in the following manner:-一式四份之採購申請單需按下列程序執行：2.1.1 In order to initiate the purchase, the Purchase Request should be completed clearly with full requirement details and signed by the heads of the request departments.採購申請單內所需資料必需清楚列明並由申请部门主管簽名確認，。2.1.2 For specific delivery requirement, please indicate the date.如對送貨日期有任何特別要求，必需於單上列明。2.1.3 If a quotation is obtained by applicant, it should be attached to the Purchase Request.如申请部门已作報價，需把报价单連同採購申請单一起遞交。2.1.4 All Purchase Requests with 4 copies are to be signed by heads of the request departments before forwarding to purchase department which have to source at least 3 quotations, then submit to hotel managements for final approval.一式四份之採購申請單由申请部门主管簽名後，採購申請單最少附上三份報價單呈報酒店管理当局審批。2.1.5If approved, the full set of documents will be forwarded to purchase department for processing, one copy will be returned to the request department concerned for filing and to follow-up.經審批後，整套採購申請單將返回采购部跟进，其中一聯 返 回 申 请 部門存檔及跟進。2.1.6The Purchase department is established to procure all items for the hotel in all instances. The department is required to be responsible for, and to exercise its judgement in:-采购部是為飯店辦理所有採購事宜而設立的，其必需 以酒店利益为先，並對下述工作負責：2.1.6.1 Call for all quotation bids and tenders.寻找 所有報價2.1.6.2 Obtain the best cost consistent with the quality, service and delivery required.在確保質量，服務及供應的大前提上，獲得最優惠價格。2.1.6.3 Source and recommend the qualified suppliers.寻找及推荐合格的供應商。2.1.7 Upon determination of source, purchase department will prepare the Purchase Order or Purchase & Sales agreement.於選擇供應商後，采购部需制定訂購單或采购供货合同。2.2 Purchase Order or Purchase & Sales agreement訂購單Once the purchase order or Purchase & Sales agreement has been prepared and signed by the representative of the hotel, along with the completed Purchase Request, it will be presented to the General Manager and Financial Controller for review.當采购部制定訂購單或采购供货合同後，需連同採購申請单送呈財務總監及總經理批核。2.2.1 The Purchase Order or Purchase & Sales agreement must show the following information:-訂購單或采购供货合同必需包括以下資料： The suppliers name & address, contact person and phone number供應商名稱，地址，聯系人及電話號碼 Date of the order or agreement訂購或合同日期 The department to be charged with Purchase Request number申请部門及採購申請單號碼 Quantity and unit price數量及單价 Exact description貨品內容 Delivery date送貨日期 Payment terms付款條列 Any other special arrangement agreed upon其他特別安排及要求2.2.2 A purchase order consists of the following copies:-訂購單包括下列各聯： Original to be mailed to the supplier原件 交與供應商 1st copy Department concerned第一聯 申请部門 2nd copy Purchase Department第二聯 采购部3rd copy Finance Department (Accounts payable)第三聯 財務部（應付組） 4th copy Receiving Office第四聯 收貨部3 Purchase of Food Items食品採購 The purchase department will be responsible for purchase of all food commodities in co-ordination with the Executive Chef.采购部需與行政總廚協調採購食品。3.1 Quotation List報價表The purchase department will be responsible to obtain quotations on frozen and fresh meat, fish, poultry, games, dairy product, cheese, fruit and vegetable, and enter prices into this master list. Basically, at least 3 quotations will be obtained on each item as a comparison between dealers plus comparison against the other hotels price. The schedule of quotations of different categories as follows:l Weekly basis - Live seafoodl Bi-weekly basis - Fruits, vegetables, frozen and dried seafoodl Monthly basis - Dairy products, meat and poultryl Quarterly basis - Dried food items采购部需負責冷藏及新鮮肉類、魚類、家禽、野味、奶類、奶酪、水果及蔬菜之報價，並於報價表上填入價格。所有貨品必需最少有三個報價以便比較各供應商及其它酒店價格。 具体报价时间要求如下:l 每周 - 活海鲜l 两周 - 水果, 蔬菜, 冰鲜.冻或干海鲜l 每月 - 奶类, 奶酪, 肉类, 及家禽l 每季 - 干食品类4 Purchase of Grocery Items採購雜項貨品The Executive Chef should co-ordinate with the purchase department and cost office on setting up the storeroom grocery items and then create a par-stock after the initial order. The cost office will then place orders and purchase department will fill the prices. Basically, at least 3 quotations will be obtained quarterly on each item as a comparison between dealers plus comparison against the other hotels price.行政總廚與采购部及成本部需共同設定雜項貨品倉庫庫存，並於首次訂貨後制定庫存量。成本部需負責訂貨及采购部负责找寻價格。所有貨品必需每季度重报价及最少有三個報價以便比較各供應商及其它酒店價格。5 Purchase of Beverage飲料採購Based on the wine list, the F&B department and cost office will discuss on the initial ordered for both storeroom and bar stock, then a par-stock will be set up for the storeroom by them. The cost office will then place orders and purchase department will fill the prices. Basically, at least 3 quotations will be obtained quarterly on each item as a comparison between dealers plus comparison against the other hotels price.餐飲部及成本部需按飯店酒水單制定首次訂貨量及酒吧存量，然后按以上數量制定庫存量。成本部需負責訂貨及采购部负责找寻價格。所有貨品必需每季