The procurement process mainly includes the following links:

1. Procurement plan

Strict examination and approval of procurement plan procedures is the key to procurement management.

preparation of material demand plan: no matter which department belongs to a restaurant, it should prepare a material demand plan, submit it to the finance department for cost control review at the end of each month, then submit it to the finance manager and the competent vice president for approval, and finally transfer it to the buyer after being approved by the general manager.

Fill in the warehouse supplementary purchase requisition: when the warehouse needs supplementary materials, the warehouse keeper needs to apply, fill in the goods purchase requisition, submit it to the finance department for cost control review, then submit it to the finance manager for approval, and finally submit it to the general manager for approval before transferring it to the purchasing department.

purchase of odds and ends: the purchase of odds and ends is applied by the user department. The person in charge of the user department shall review and sign according to the inventory situation, and then send it to the financial manager and the competent vice president for approval, and finally submit it to the general manager for approval before transferring it to the buyer.

purchase of food raw materials: the bulk purchase of food raw materials is subject to full replenishment, and the food and beverage department submits the purchase plan, then submits it to the finance department for cost control review, then submits it to the finance manager and the competent vice president for approval, and finally submits it to the general manager for approval before transferring it to the buyer.

purchase of fresh raw materials: the fresh raw materials needed in the kitchen every day are signed by the chef and the food and beverage director, and then transferred to the buyer before the night shift every day.

2. selection of suppliers of purchased materials

selection of suppliers and quotation: after all purchase plans or purchase orders are transferred to the buyer, the buyer shall make specific selection, confirmation and quotation for the purchased materials on the purchase plans and purchase orders.

the selection, confirmation and quotation of all purchased materials must be determined by the purchasing department on the basis of fully grasping the market conditions. The user department has the right to know the price of the required items and raise questions, and actively inform the purchasing department of the suppliers and shopping intentions, so as to select suppliers with high quality, low price and good service.

business negotiation: after purchasing personnel receive the purchase orders in their charge, they should carefully summarize and sort them out. Communicate with the department manager, director and purchasing department in time if there are any questions. After confirmation, we will find at least three suppliers for business negotiation as soon as possible according to the required time limit. After comparison and screening, we will determine the best quotation, fill in the purchase requisition, fill in the total amount and supplier name, and then send it to the financial manager and the competent vice president for approval. Finally, after approval by the general manager, the buyer will make the purchase.

indicate the preferential information in time: the supplier's preferential treatment, discount, gift, rebate, etc. must be owned by the restaurant, and the buyer must indicate it in the quotation.

inquiry of fresh raw materials: the price of fresh raw materials fluctuates greatly under the influence of the market. The financial personnel should make an inquiry in the market once a week, make an analysis according to the comparison between the market price and the purchase price, and report it to the competent vice president and general manager.

3. Approval of purchased materials

Purchased materials can only be purchased after the approval procedures are complete.

purchasing non-warehousing materials: when purchasing non-warehousing materials, the department should submit an application, and the department director or manager will sign it and send it to the finance department for cost control audit. According to the "goods demand plan" of each department, after reviewing and signing, it will be sent to the financial manager and the deputy general manager for approval, and finally to the general manager for approval, and then to the buyer for procurement.

purchasing warehousing materials: the warehouse keeper applies for purchasing warehousing materials according to the consumption and inventory, and submits them to the finance department for cost control review after being signed by the manager of the using department. After reviewing and signing the purchasing materials plan according to the "material demand plan" and inventory of each department, they are sent to the finance manager and the competent vice president for approval, and finally submitted to the general manager for approval before being transferred to the buyer for purchase.

purchasing raw materials: each kitchen shall submit a raw material purchase order before 3 pm every day, which shall be signed by the head chef and the food and beverage director and then submitted to the purchasing department. According to the purchase order, the buyer informs all suppliers to prepare raw materials and requires them to arrive on time before 9 am the next day.

4. Acceptance and transportation of purchased materials

Check the acceptance of materials, and reject all materials that do not meet the contents of the purchase application form or go through formalities.

warehouse keeper's acceptance: whether the goods are purchased by the purchaser or delivered by the supplier, they must be accepted by the warehouse keeper after they arrive at the restaurant, and the purchaser or supplier is never allowed to directly deliver the goods to the required department.