Purchasing & Vendor Approval

Purpose

To buy goods and services at the right quality, price and terms from approved vendors.

Scope

Applies to all purchases made on behalf of the hotel.

Responsibility

Purchase Manager sources; HODs raise requisitions; General Manager approves above limits.

Detailed procedure

1. Raise a purchase requisition with the HOD signature.
2. Obtain at least three quotations for purchases above the set limit.
3. Compare price, quality, delivery and credit terms.
4. Obtain approval as per the authority matrix and issue a purchase order.
5. Evaluate the vendor’s performance regularly and update the approved list.
6. Keep all vendor documents in the vendor file.

Standards and guidelines

• Orders are issued only to approved vendors.
• Conflicts of interest are declared.
• Vendors are reviewed at least annually.

Required records and documentation

• Requisition
• Quotation comparison
• Purchase order

Related images

Document control