INVENTORY MANAGEMENT

Purpose
Taking a periodic inventory helps in keeping track of all the items in the department.
Housekeeping has a lot of high value items in use, and keeping a track of these items is
important
for financial fitness of the organization, forecasting of future requirements, at the same
time
reviewing the operational controls being exercised in the department.
Scope
Inventory involves taking into account all the items in use. It consists of all linen items,
consumables, fixed asset value items, furniture & fittings etc. It enables the department to
make an
assessment of its performance in terms of control over expenditure.
Procedure
Inventory is taken on the last few days of every month, keeping each day for room linen,
F&B
linen and Uniforms respectively. This has to be decided in advance and all the concerned
notified
of the same. The following departments are to be notified of the date and time of
inventory
DEPARTMENTAL NOTICE BOARD for general information
F&B MANAGER for information
FINANCE for information and records
GENERAL MANAGER OPERATIONS for information

In the morning of the day of inventory, counting of all linen items is carried out in the
following
sequence
LAUNDRY fresh & soiled
OUTLETS before linen exchange, in the outlets
FLOORS rooms after servicing
PANTRIES at the end of the shift, soiled & fresh remaining
All items in the laundry are counted, and thereafter any item going out of laundry or
coming in is
to be noted down for final adjustments in the inventory sheet.

After laundry, respective floor supervisors are responsible for carrying on the inventory in
rooms.
Room inventory is done once it is cleaned by the chambermaid. All the soiled linen from
the
rooms is collected in the respective floor pantries. At the end of the morning shift, all the
soiled
linen collected in the pantry is also counted along with any fresh items remaining. This
account is
then summed up for arriving at the total inventory figure of room linen.
Meanwhile, an inventory is carried out by the Linen Room personnel in each outlet,
counting all
their soiled as well as fresh linen. This exercise is carried out before the regular linen
exchange
timings, so that the normal operations do not suffer. This is then added with the no. of
pieces
available in the linen room and laundry
Similarly uniform inventory is carried out between laundry and linen room. This figure is
added to
the number of pax using uniforms, as each individual has a set of uniform with him/her.
However, the total figure includes the inventory figure of items present in the stores, as
well. This
inventory is also carried out by Linen room personnel, during the day. This figure has to be
added
to the total inventory figure of items in circulation to arrive at the total stock inventory.
All these figures are consolidated and tallied with the last months closing figure and
receipts, if
any. The sum of all inventory figures is added to the no. of pieces discarded and the grand
total
subtracted from the closing + receipts figure to arrive at the missing figure.

Closing bal. + receipts (stores + circulation + discard) = missing

All the figures arrived at are presented in the monthly MIS & E.H.K MIS of the department.
The Inventory sheets prepared are enlisting of all the inventory items according to their
respective
locations. The sheets contain the following inventory items in the rooms, and are counted
for each

individual room floor wise.

Mattress single/double
Mattress protector single/double
Mattress Topper single/double
Bed sheet single/double
Duvet single/double
Duvet Cover single/double
Bed Runner single/double
Pillows soft
Pillow Cover
Bath towel
Hand towel
Bath mat
Face Towel
Bath Robe
Pool Towel
Iron Board & Box
E- Safe
W-Scale
Hanger Wooden / Clip
Kettle set Kettle Tray / Sachet holder / Service Tray
Coffee Mug
Drip Bowel
T-Spoon
Mini bar
Dust bin SS
Television remote
Glasses Hi Ball/Gargle
Curtain heavy/sheer
Shaving Mirror
Hair Dryer
Telephone Room/ Bath Room
Photo frames

LOST & FOUND PROCEDURE

Objective:To make them familiar with the lost & found procedures.

The term lost & found refers to the articles, cash or it may be simple thing, left by the
guest
either in rooms or in public areas and found by the staff. Occasionally sometimes items are
left
behind by the guest while leaving the hotel. Depending on the nature and value of the
item
the guest might get in touch with the hotel for return of the item. It is the duty of all the
employees of the hotel to protect the guest articles and see that they are handed over to
the
guest as per the procedure of the hotel. Security Manager/Officer is ensured with the duty
of
safeguarding the items with proper records/documentation.
1. If any article is found, it should be intimated to the immediate supervisor. Articles
like
soiled clothes to be washed and stored. The supervisor has to enter the details of the
found article in the computer system to update the same. The housekeeping
department informs to the guest about the found article thru SMS/e-mail/letter.
2. The item to be stored safely under lock and key facility. Article worth below Rs
500/-
is kept with the Executive House Keeper/Deputy Executive House Keeper for period of
6 months. In case no claim by the guest, the article is given to the founder.
3. Articles or currency worth above Rs 500/-, and any valuable items like gold etc. to
be
handed over to the Finance Manager to keep in the safe custody, and information is
passed on to the duty manager at the same time. Duty Manager contacts the guest and
informs about the lost and found article. In case there is no claim by the guest for a
period of six months, the item is auctioned and the fund is transferred to staff welfare
fund.
4. The lost and found records are subjected to audit at any time for verification by
Finance /Accounts department.

LINEN ROOM

Linen Room, behaves as the back bone of the department. It is this section in
Housekeeping
indents, stores, issues, controls and accounts for all inventory items in close coordination
with
other sections. Linen Room handles all the linen, uniforms and amenities of the
department,
which happens to be one of the most important inventory items. It is the function of linen
room to
also maintain a stock of all cleaning Chemicals and other consumables.
INTERDEPENDENCE
F&B
UNIFORMS
FLOORS
STORES
LAUNDRY
PURCHASE

LINEN ROOM OPERATIONS

Linen rooms main function is to maintain all the Linen of the Hotel. This includes uniforms,
room
linen, linen used in restaurants & other F&B outlets, and miscellaneous such as flags,
dusters,
covers and any other fabric item. Linen room is also responsible for maintaining guest
supplies and
amenities and issues the same to the other sections of the department. The functions of
Linen
room are as under
1. ISSUING uniforms to all eligible employees, as per the directives of HRD.
2. MAINTAINING uniforms of all the eligible employees and getting them laundered
on
a regular basis.
3. STITCHING of uniforms, in house or through contract, as per the requirements,
after
procurement of requisite material
4. GETTING all the soiled linen washed in laundry, and issuing it as per the
requirements.
5. MAINTAINING close coordination with Laundry for washing of all items in time, as
per the requirement of the user departments.
6. INDENTING all guest supplies and amenities for the departments use in guest
rooms.
7. MAINTAINING an inventory of guest supplies and amenities and issuing the same
to
the floors, as per the requirement.
8. CONTROLLING the use of all inventory items and report any misuse to the
concerned
for proper rectification in functioning.
9. CONDUCTING monthly inventory of all the linen, used in the Hotel
10. ASCERTAINING the linen items missing from circulation, during an inventory
period,
and replacing the same with alternative arrangements.
11. DISCARDING any linen item, not fit for use in its present form and using it for
some
other purpose, as suitable after altering.
12. PROPOSING for procurement of fresh material, as per the requirement.
13. MAINTAINING the linen store room, in proper condition so that the items stored
there in are not damaged and the inventory is maintained.

DUTIES & RESPONSIBILITIES OF LINEN ROOM ASSISTANT

1. To exchange uniforms during window timings for all employees on fresh for soiled
basis.
2. To check all uniforms for repair and bring it to the notices of the in charge for
rectification by the seamstress.
3. To maintain all uniforms in proper condition at all times.
4. To exchange all F&B outlet linen during the prescribed timings on fresh for soiled
basis, and maintain the linen exchange forms.
5. To coordinate with laundry in giving soiled linen and taking fresh stock.
6. To collect all soiled linen from floors and replace the fresh stock in the respective
pantries, after taking it from the laundry.
7. To check the quality of washing and pressing of linen and report the feedback to the
Linen Room in charge.
8. To stack all the items in proper places, according to the departmental procedures.
9. To maintain the Linen Room neat and clean at all times.
10. To strictly restrict any spark, cigarette or highly inflammable item like petrol etc. from
being brought into the Linen Room.
11. To bring all the requisitioned items from the Stores on a weekly basis, and stock them
properly in assigned places.
12. To issue supplies and cleaning agents & equipments to all the House
men/Chambermaids as per the requirements.
13. To report any anomalies in the issuance pattern, to the Linen Room in charge,
immediately.
14. To monitor any misuse of linen on the floors by any of the staff members.
15. To close down the Linen Room as per the procedures followed in the department and
make necessary entries in the Log Book for future references.
16. To assist the in-charge in taking periodic inventories of linen.
17. To maintain discipline
18. To wear and maintain the uniform issued by the Organization, improper condition.
19. To attend to any other job assigned as per the exigencies of the work.
20. To observe emergency procedures, whenever required.

LINEN EXCHANGE
Purpose
Maintaining the linen of the Hotel is the responsibility of Linen Room. The linen has to be
regularly washed, cleaned, and mended for proper maintenance. Moreover, the employees
wearing the uniforms should also wear fresh uniforms every day. This is done by
exchanging the
soiled ones for fresh ones.
Scope
The uniforms are exchanged for washing, removing stains, mending any torn ends and
other
minor repairs. Exchange is also essential to ascertain the status of the linen with regards
to its
fitness for use in guest areas.
Procedure
The linen exchanged across the Linen room can be segregated into
UNIFORMS
F&B LINEN
Although procedure for exchanging of the both types of linen is based on the same logic of
FRESH
FOR SOILED, meaning all soiled pieces would be replaced by fresh pieces.
Uniform Exchange
The Linen room attendant opens uniform exchange window during specified timings.
Before opening the window the attendant should check with laundry for all ready uniforms
and
bring them to the linen room.
The uniforms are received and handed over to Laundry after entering the details in
EXCHANGE
BOOK. The details mentioned therein are as under

ITEM description of uniform

DATE date of laundering
SOILED no. of soiled pieces given to laundry
FRESH no. of fresh pieces received from laundry

The no. of pieces of soiled and fresh should tally, as no balance is kept at laundry, unless
of an
emergency.
The uniforms brought from the laundry are to be then sorted, for individual employees,
making a
set. E.g. the trouser and shirt of the same employee has to be sorted and stacked together
in the
rack.

All sorted uniforms are stacked on the racks, as per the labels on the shelves.
The linen room has to be cleaned of any scrap, pieces, threads etc. before transactions for
the day
are started.
The window is then opened during the timings specified.
Morning
- 6.30 am to to 7.30 am
- 8.00 am to to 8.30 am
- 8.45 am to to 9.00 am
- 9.20 am to to 9.30 am
- 10.30 am to 11.00 am
Afternoon
- 12.00 pm to 1.00 pm
- 2.30 pm to 3.30 pm
Linen room attendant should exchange all soiled uniforms for fresh. The no. of soiled
pieces
received in the linen room should be exchanged with the same no. of fresh pieces,
belonging to
the same individual.
The soiled uniforms should be dumped in the linen bins kept in the linen room separately.
Bin 1 white shirts, black trousers, waist coats etc.
Bin 2 Cook cotas, aprons, dusters etc.
Bin 3 sarees, blouses etc
Bin 4 utility uniforms
Bin 5 other color uniforms
The exchange should be done only during the timings and after that the window should be
closed.
Any exchange to be done after the window timings should be authorized only by the Linen
Room
in charge or Housekeeping Executive.
Once all the soiled uniforms are received, they should be checked for the following
STAINS Stained uniforms should be separately handed over
TORN Torn uniforms should be rectified before laundering
BUTTONS All buttons should be stitched before laundering
NAME SLIPS Name of the employee should be written on uniform
Once all the stained uniforms are received, sorted and checked the same should be
handed over to
laundry for washing after entering the details in the Exchange book.
After laundering, the uniforms should be collected and processed as explained earlier.

F&B Linen Exchange

F&B linen has to be exchanged during the following timings everyday

Linen is exchanged on fresh for soiled basis, as in the case of uniforms.

However, a LINEN EXCHANGE SLIP has to be filled in duplicate for all such exchange. The
details to be filled in the slip are as under
RESTAURANT Name of the outlet
TIME Time of exchange
DATE Date of exchange
PAR STOCK Inventory of item in outlet
SOILED LINEN No. of soiled pieces
FRESH LINEN No. fresh pieces
DIFFERENCE TO BE RECEIVED Difference in the above two toBe balanced in next
exchange

The slip has all the items printed on separate rows for individual exchange of items.
A copy of the slip is retained with Linen Room and filed for reference and balancing of the
loans a
short supply.
The items have to be counted and fresh given after counting. Following should be checked
at the
time of receiving the soiled linen
TORN any torn edges or corners
STAINS any stains, permanent in nature
All such observations should be brought to the notice of the Linen Room In charge and
outlet
Manager appraised of the same for handling linen with care.
Any persistent misuse of linen may be debited to the outlet, at the sole discretion of
Housekeeping
Executive.
Soiled linen should be handed over to laundry for washing, after entering in the Exchange
book
and the same procedure followed as in the case of uniforms.
Issuing New Uniforms
All new uniforms are issued against UNIFORM ISSUE SLIP, provided by HRD to all the new
employees eligible for a uniform.
The slip is in duplicate, one copy of which is sent to HRD Office and the second copy filed
for
references.
The employees are issued uniform according to the designation and area of work of the
employee.
The no. of sets of uniforms issued are mentioned on the slip and signatures of the
employees
obtained against the same.
This slip is then filed.
The information is then entered in the UNIFORM ISSUE REGISTER, as under
DATE date of issue of uniform
NAME name of the employee, whom it is issued
UNIFORM DETAILS description and no. of pieces issued
SIGNATURES signatures of the employees
The uniform thus issued is also marked with the individuals name, this is done by stitching
a label
of the name of the individual on the inner side of the uniform
SHIRTS collar
TROUSERS inside of belt
COATS waist pocket
SAREES corner of fall
In case of the uniform not available and required to be stitched, the same has to be
authorized by
the Housekeeping Executive.
In such cases, a tailor is called from outside on contract and measurements are taken of
the
employee, before stitching the uniforms

Stitching of new uniforms/procuring of linen -

In case the required uniforms/linen is not available in the store or the linen room, the same
needs
to be procured from outside, There is a specific procedure to be followed for procuring of
material
from outside.
To procure the material, an estimate has to be submitted to the unit Head. This estimate is
also
termed as Re- Order CHART. The details contained in the chart are as under
ITEM description of the item to be procured
SIZE size of the item required
REQUIREMENT no. of places, where the item is used
PAR no. of sets of the item required
TOTAL REQUIRED par * requirement
EXP.DISCARD expected no. which may be discarded in 6months
TOTAL REQUIRED total req + exp discard
STOCK IN HAND existing quantity of the item
STOCK TO ORDER total required stock in hand
This chart once verified by the Unit Head, has to be authorized
This form is then to be submitted along with a Purchase Requisition containing the
following
information:
FROM DEPT Housekeeping
DATE Date of requirement of material
REQD DATE Date of requirement of material
ITEM CODE Code of the items (receiving)
ITEM DESCRIPTION Description of items
UNIT Unit of items
QTY.REQUIRED Quantity required to be procured
PREPARED BY Requisition prepared by
H.O.D signatures of HOD
APPROVED BY UNIT HEAD approval by Unit Head
The requisition, once APPROVED BY Unit Head the concerned, should be submitted to
Purchase
dept. And the material, once procured, can be obtained from stores through store
requisitions.