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Accommodation
Operations
> Management of Linen - Page 6
PURCHASE OF THE LINEN:
A lot of important features go in determining the
purchase of the linen. The most important of them are the budget,
requirement, fabric quality, durability, and color fastness, shrinkage etc.
The process of the purchase starts with the
collection of quotation of the required linen from the various sources along
with the sample. The sample is cut into two equal halves of which one is
attached with the quotation and kept with the Executive Housekeeper and the
other halve is sent for the wash cycles to check the shrinkage, durability,
color fastness, texture, maintenance requirement, etc. of the linen. The
selection is done from the sample and recommended to the General manger for
the approval. After receiving the approval from the GM the linen requirement
is calculated in respect to the par requirement.
This requirement is put on the Purchase Order for
the Purchase Department. The Purchase dept. raises the Purchase Order in
favor of the supplier after negotiating the rate and discussing the payment
terms. Against the PO the supplier delivers the material, which is received
in stores and checked for quality, with the earlier sample lying with EHK
along with quotation, and also quantity. The quantity is verified by the
receiving but the quality of the received goods is checked and verified by
the respective department personnel. Once the receiving part is over the
Housekeeping department raise the Store Request or the Indent for the
quantity required to store and transfer the linen to circulation adding the
stock to the stock register. At the same time this linen is labeled for the
date / month of putting in circulation.
The purchase of the linen entirely depends upon
the linen quality of the sample from the supplier and its wear and tear
after the wash cycles. The maintenance required for the fabric also plays
vital role in determining the purchase of the linen. Easy to maintain kind
of linen are preferred by every one if they can match the other standards as
it substantially reduce the price factor on the maintenance.
The housekeeping department, which is based on
the inventory done, and items, which are short in the supply, raises a
purchase order for the purchase of the line. The PO looks like the format
shown below:
S.No. Item Unit Qty Req. Qty In Store
Rate/Unit Supplier Last Purchase Rate Remarks
This PO is signed by the Executive Housekeeper
and than sent to the General Manager for his final approval. The GM after
discussing the requirement with the EHK, calls the Account / Finance heads
and the Purchase manager along with the supplier. All of them discuss and
negotiate the final rate of the product and supply terms and condition. On
the final discussion the GM forwards the PO to the Purchase Manager who
initiates the purchase process by making the Purchase Order and sends it to
the supplier after getting it signed by the GM. The PO carries the
requirement, rate and the term and conditions of the purchase.
The PO is sent in duplicate to the supplies of
which one copy is for him and the second copy he returns to the hotel after
reading it and signing the terms and conditions. The supplier against the PO
sends the supply of the product to the hotel. The product is received in the
receiving department where the quantity is checked and the concerned
department is called to come and check the quality of the supply. After the
final satisfaction of the concerned department and the quantity count by
receiving the bills of the supplier are forwarded to accounts. In case of
any difference in the quality or the quantity the supplier is informed and
the necessary remedy is sought and action taken.
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