P&P for Requisitioning of Storeroom Items

As of Feb 2019
I. STOREROOM REQUISITION

1) For HK, F&B, FO, Sales, Admin, and Kitchen (non-food only), the requesting department should fill out the
Requisition Form in duplicate copy. All details must be complete including hotel, requesting department,
date, last requisition date and quantity, balance on hand, quantity wanted, item description of requested
items, remarks (if any, or location for cm related issuances), and name of requesting staff. See sample form
below.

2) For food items requested based on a market list/purchase request by Kitchen (ex: short plate), purchasing
should generate a form (in duplicate copy) from the purchasing software, indicating that the item(s) will be
requested from the storeroom. See sample below.

3) Requisition forms should be submitted to Cost Control/Storekeeper for consumption/usage analysis. Cost
Control to indicate the receiving date of the requisition before & storekeeper to indicate the releasing date
of the requisition before forwarding to the approving heads for signature. Cost Control should also indicate
the “end of list” of requisition forms.

4) Once approved, the storekeeper may proceed to issuance together with a print out of up-to-date ending
inventory. For traditional operational items, due to time constraints, the issuance may proceed without
complete signatures; approving signatures will be to-follow. For releasing of non-traditional/non-
operational items, the requisition form MUST BE SIGNED BY ALL APPROVING HEADS AT ALL TIMES BEFORE
ISSUANCE.
II. RELEASING
1) Schedule of releasing of stocks are as follows
 2) For urgent requisitions outside the releasing schedule mentioned, an explanation approved by the
Operations Manager/Hotel Manager, will be required as an additional attachment to the requisition form.

3) All items requested from the storerooms should be received by the requesting department. In the event
where on-call/labor will receive the stocks, department heads'/TLs/ATLs' signature will be required. Same
for Cocoon/Hive Kitchen. As for My Bro's, requisition should be submitted with an attached gatepass, these
items will be prepared at CBH B1 & endorse to Sir Andre/Chef Lino. Storekeeper keeps the original copy of
the requisition and provides a photocopy of the requisition for Chef Lino. Lino to do transferring of items
during his routinary schedule of pick-up of groceries at night.

4) During issuance of stocks, the storekeeper and department representative should be both present to
validate the items, mark items issued/received, and sign on both copies for accountability. The storekeeper
and department representative will each have a copy of the requisition form. The department
representative to keep a copy of received items for filing. Storekeeper to keep a copy for inventory recording
and filing.

5) For unissued items due to unavailability of stocks (storekeeper to make sure that this doesn't happen),
storekeeper to advice the requesting department’s head immediately via call/viber/text once items become
available. Once pending items are released, storekeeper should mark these items as issued already and
record OUT on inventory.

6) After storekeeper encodes the issuances in the Inventory Program, the on-hand balance of the stocks can be
determined. The storekeeper should make a purchase request (PR) for stocks which are running low based
on specific reorder points.

II. URGENT RELEASING OF STOCKS/ACCESS OF STOREROOM WITHOUT THE PRESENCE OF THE STOREKEEPER

1) For urgent releasing of stocks/access of storeroom without the presence of the storekeeper, the requesting
department should seek approval from the storekeeper (via call or via text) to know the purpose &
determine the urgency of the item being requested. If the Storekeeper cannot be contacted, the OM of
requesting hotel must be informed.

2) Only few selected staff will only be authorized for the urgent releasing of the following items: reeco
supplies, food, & frozen meats, on the condition that they are fully aware of the FIFO setup of the said
items. Failure to comply will result to disciplinary action.

3) As the Storekeeper is generally staying at Cocoon, for Hive – the Kitchen Section is expected to have more
frequent emergency requisitions without the presence of the storekeeper.
The following Kitchen Hive staff are tasked to handle these-
a. Chef Atoy – to spot-check stocks of cooking oil and rice while he checks on the freezer status every
morning.
b. Breakfast Cook (Bradley)- for replenishment of breakfast item stocks
c. Cook 1 (Lyle) – for rice and cooking oil, and other items from Geremy’s general stocks
d. Relievers shall be – ATL (Ronnie2) for am shift
Kitchen Steward (Ricky) for pm shift

4) All storeroom keys are stored in the Front Office’s common safety deposit box (SDB). The common SDB is
accessible by the FO ATL, FO TL, and OM. Issuance and return of keys should be recorded in FO’s Key
Inventory Logbook, signed by the FO issuing and the requesting staff.

During urgent times or outside office hours releasing, the duplicate key may be requested from the Front
Office. The same procedure of logging the borrowed key will be applied as stated in #1.

5) The department staff, accompanied by Security, will get the items from the storeroom and should fill out
complete information in the "Storage Monitoring Sheet" located on all storeroom entrances/table. Logbook
must be signed by both requesting party and security.
6) (Note: Hive Kitchen staff assists the Storekeeper in receiving some deliveries for keeping in the storeroom.
They are ones logging the deliveries on the monitoring sheet and indicates on the remarks about the
deliveries and inserting the invoices covering these receipts.)

7) After the staff gets the necessary items, the key must be returned by the department staff to the Front Office
immediately , accompanied by Security. OMs to continuously remind the Security to strictly implement their
roles.

8) For Hive Kitchen- staff doing requisitions without the presence of the Storekeeper are tasked to inform the
Kitchen Head when the items pulled out leaves a minimum inventory as follows:

a. Rice – down to 5 sacks

b. Cooking Oil – down to 3 cans
c. Frozen Products – any item down to 3 packs

The Kitchen Head must send by viber the information to the Storekeeper so that they are alerted with the
critical inventory situation.

9) The Storekeeper must make all effort to check on all storerooms everyday or every other day.

10) Upon the start of duty the following day, Storekeeper should check the Urgent Requisition Logbook for any
issuances done. Storekeeper to confirm urgent requests made with approving Head and validate the
released item and its quantity as listed in the logbook.

11) After confirmation, Storekeeper to record these items as OUT in the inventory.