Hotel procurement management is an important part of hotel cost control. At the same time, procurement does not directly provide services to guests, however, the quality of its work will directly affect the quality of service provided by the entire hotel to the guests. Therefore, it is very important to manage the hotel procurement work, it is conducive to improving the service quality and economic benefits of the hotel.
The management and control of procurement work is mainly the responsibility of the hotel procurement manager, the procurement work involves a wide range of aspects (involving cost control within the hotel, finance, production and service departments such as rooms and catering, as well as a large number of external suppliers and middlemen), which is complex and policy-oriented, strong seasonality and randomness. To manage and control procurement, the Procurement manager must do a good job in the following nine aspects.
I. Pay attention to the ideological education of purchasers. The manager's management of the procurement work is mainly manifested in the management of the buyer, his management intent, understanding of the market, supplier selection, and control of hotel costs, therefore, it is extremely important for the purchaser to manage the Central Meteorological Observatory. In view of the characteristics of the procurement work, the procurement manager should first strengthen the legal education and professional ethics education for the procurement personnel, improve their consciousness of resisting the unhealthy trend, and establish a strong organizational concept and strict discipline. At the same time, it is necessary to cultivate the sense of responsibility of the enterprise master, do not seek personal gain, do not indulge in private feelings, and do what they do.
2. clarify the division of labor and responsibilities, and clarify power and obligations. Scientific and clear division of labor is the basis for good collaboration and means of human efficiency management, while Reasonable Authorization is a necessary condition for the realization of duties. After the purchasers clarify their business and responsibility scope, we need to fully trust and authorize them to have the independent power to handle problems. We need to find ways to overcome difficulties and complete tasks without asking for instructions. However, we need to have an incident reporting system, the purchaser shall write the troubleshooting methods for problems encountered during daily work and the arrival status of each day into "Daily Work Report Department" for the manager to check and solve the problems at any time.
3. Strictly require and guide purchasers to learn and master necessary commodity knowledge and procurement knowledge and skills. In real life, such as the hotel industry, the purchase of fake and shoddy goods with high quality and sub-price, the loss of fraud is often not refreshing, a very important reason is the lack of necessary commodity knowledge, if you do not understand the products you have purchased, the loss of the products may damage the interests of the hotel guests, and the loss or even huge losses to the company itself, one way to prevent such a situation is to require the buyer to have the necessary knowledge of the goods-at least the knowledge of the goods he is in charge of, including the characteristics and origin of the goods, specifications, purposes, quality, prices, supplier conditions, etc. In addition, to do a good job in item procurement, you must master the basic theories, basic knowledge, and basic skills of item procurement, in particular, master the basic skills and methods of procurement, mainly Understanding Supply and Demand Information of items, understanding the characteristics and classification methods of various items, good at business negotiation with merchants, and agreeing on supply terms, understand the procurement procedures for different foreign items, and be proficient in procurement procedures. For a buyer, he must be confident in what to buy, where to purchase, and when to purchase, in this way, an unnecessary loss and an increase in costs may occur.
4. Understand market conditions and control procurement costs. Understanding the market conditions depends on the characteristics of the items. For seasonal items, due to fast changes in supply and demand and price, you should keep abreast of the changes. For seasonal items, such as fresh shellfish, shrimp, etc., should find out the production cycle, master the best procurement period, for a large number of daily necessities, to conduct a special investigation, according to the quality, quantity, time requirements of procurement selection, for example, you need to know the Transportation Status and transportation costs when purchasing goods from other places. The market for available items is broad. There must be dozens of supply units available for purchase. If purchasers lack the knowledge of the market and know the market conditions, thousands of supply units that produce the same product may turn dizzy, leading to procurement failure. What needs to be learned in the market is: what channels do goods come from? Which suppliers can purchase and which items? Each supplier provides quality grades and prices of items. At the same time, it is also necessary to understand other factors in the market, such as market item circulation channels, seasonal product supply, price fluctuations, business climate, and other reasons that affect the market supply changes. To understand the market conditions, we need to conduct investigation and analysis. According to the hotel's similar practices, such investigation and analysis can be summarized as "Two Three ", the first "Third, goods are equal to three companies. That is to say, when purchasing, you should try to find several more quotations. In particular, most items are sold in the market adjustment mode, and each selling unit will make their own prices. Pay special attention to the price comparison; "The second" Three is three levels, namely, the use of Department handling personnel, procurement department personnel, and cost control department personnel to conduct investigation, and then focus on the analysis of the situation, in this way, it is possible to avoid the blindness of procurement and the occurrence of "Hacking", that is, to ensure the quality of procurement, but also to prevent the purchase personnel from fraudulent operations, full of private pockets, this effectively controls procurement costs.
5. Multiple parties work hard to control food procurement prices. One of the goals of successful procurement is to achieve the desired purchase price. The price of the entrance is affected by various factors, such as the supply and demand of the market, the degree of demand for catering, the quantity of purchased food, the quality of the food, supply channels and operating costs, the Unit determines the market level and the impact of other suppliers on the procurement price. In the face of such price factors and requirements for catering operation, it is necessary to control the procurement price. Practice has proved that, the following price measures are effective.
1. Purchase Price-after a detailed market price survey, the hotel puts forward a purchase price limit for certain foods required for catering. Purchasers must make purchases within the limit and shall not exceed, A limited-price product generally refers to fresh fruits and vegetables purchased daily.
2. Provision of procurement channels and supply units-the procurement department can only purchase goods from designated supply units, or only purchase food from prescribed channels, such as cigarettes and foreign wines.
3. Control the right to purchase bulk and valuable food-the prices of valuable food and food are the main factors affecting the cost of food and beverage. Therefore, the food and beverage Department provides a usage report. The purchasing department can increase the purchase volume and change the purchase specification in bulk to reduce the unit price, this is also a strategy to control the purchase price. In addition, when the packaging specifications of certain foods are large, the applicable specifications of the hotel will also be reduced.
4. directly purchase from the production unit-you should be able to directly purchase large quantities of items from the production unit as soon as possible, and require the goods to be supplied at a preferential price through approval.
5. Purchase in a timely manner according to market conditions-when supply of certain foods exceeds the limit in the market, the price is low, and the hotel needs a lot, as long as it meets the quality and can be stored, You can seize this opportunity to purchase, used for price recovery. When the food market is available, the expected price may fall, And the purchase volume should be reduced as soon as possible. You only need to adapt to the needs and wait until the price is stable.
6. Learn to control the overall price of purchased goods. The purchase manager needs to sign many "purchase application forms", "Bill of Lading", Check application forms, and Chinese and Western kitchen Daily orders every day, but he has to face the same subject every day, lower purchase prices and lower costs. Fresh sea water products, eggs, meat, vegetables, fruits and so on are used in the kitchen every day. They are bought every day. Each type is only dozens of Yuan, and hundreds of Yuan is made of cotton fabric, plastic products, and printed matter, after a bill is approved, it often costs over 100,000 yuan, especially engineering decoration, repair, or even more than yuan. Theoretically, every expenditure, regardless of the size and size, must be strictly controlled. The so-called savings are not guaranteed, its quality is the best in the city, and its price is the most flat in the city. For example, the unit price of a general road dish is a fraction of the price of a farmer's market in east and west China, if buyers and buyers are required to be "the best" for each period of purchase, the "Most smooth" will put them in a busy and busy day. In today's increasingly accelerated society, everything is fine, transactions and payments are managed in a fine-grained manner, which is difficult to carry out without loss. Therefore, as a purchasing manager, we should adopt a strategy to control procurement costs as a whole, this strategy is mainly reflected in the following two aspects.
1. A large number of daily small expenditures are under overall control. As long as they are within the average market price, you do not have to worry too much about specific expenditures. Because it is a large number of regular supplies, management focuses on ensuring quality and rapid response, that is, must ensure that the purchased goods can be used, easy to use, at the same time must ensure timely purchase, it means that you can buy it without delay.
2. A small amount of large expenditures must be spent. When multiple parties make the market, find the price for multiple parties, make a careful discussion, make a quotation carefully, and do not allow mistakes in the purchase and strictly control the purchase. It is best for the manager to negotiate in person. For this part of the key large expenditures, the focus of management should be to save as much money as possible while ensuring quality. during the negotiation process, we should be "overconcerned. Cut a few cents and a few cents. For example, if a print requires tens of millions of copies, you can save a lot of money by cutting one to two cents or three to four cents,
7. Establish good procurement procedures to control the entire procurement system. Procurement procedures will provide a strong guarantee for the orderly operation of the purchasing department, so that all purchasers can follow the rules, improve efficiency, and reduce mistakes. Pay attention to the following issues in the procurement procedures of various hotels and hotels.
1. It operates in strict accordance with procedures and is not allowed to be put forward. The case must be handled.
2. Do not go beyond the scope of authority specified in the procedures.
3. Close collaboration, emphasizing the coordination, cooperation and cooperation between the Sourcing Department and other departments. If there are any problems, they should be resolved through consultation.
8. Control the execution of procurement plans and procurement contracts. To ensure the effective execution of goods procurement and procurement contracts, the Procurement manager must control the implementation process.
1. designated professionals are responsible for the execution of the plan and the fulfillment of the full responsibility for purchasing goods for inspection.
2. Set up an item plan to execute the control ledger, and record the procurement plan, contract signing (contract), delivery performance and inventory of each item, if necessary, scientific hotel procurement management software can be used to input the data into the computer for inspection at any time.
3. Regular inspection and at-time inspection should be combined to carry out a comprehensive monthly inspection. for goods that are not supplied according to the plan and contract schedule, the sourcing personnel should be notified at any time to urge the supplier to deliver the goods on time, you can also use the listing method to display the product types that are not executed as planned and provided by contract with different color brands, so as to attract the attention of colleagues.
9. Familiar with suppliers and establishing good cooperation with them.
Purchasers have a division of labor. In a relatively long period of time, they are relatively fixed in charge of purchasing a certain type of goods, so that they are familiar with the manufacturers and suppliers of the market supply of this sharp item, as a purchase license, you should be familiar with all the suppliers in contact with the purchasers, we should consider establishing a relatively stable procurement relationship and a good cooperative relationship with it to ensure the procurement of goods and reduce the procurement workload. At the same time, he should be responsible for solving the problems that the purchaser cannot solve, when buying the goods that buyers cannot buy, you should note that the following situations cannot occur: that is, a buyer who frequently contacts suppliers is unknown or unfamiliar to the purchasing manager. If the purchasers and suppliers have been buying the goods for many years, if you do not buy the account of the purchasing department manager, the work of the purchasing manager will be very passive. In order to get higher economic benefits, suppliers will adopt various methods to "trap" purchasers, one of which is "kickback", which not only affects the purchase cost, but also damages the interests of the hotel, it will also corrode the procurement team. How to control the generation of such problems is a common problem faced by all the purchasing managers. In fact, as a purchasing manager, it is impossible for all the purchasers to follow them across the street, only strict control and management of goods procurement, focusing on the unit price of goods, controlling the unit price, kickback can be minimized, or even not. In short, the procurement and supply work in the hotel industry is extremely complex, and its management work is also quite difficult and challenging. As a Purchasing Manager, we must consider the special rules of procurement work, in this way, we can follow these rules to improve the management level of procurement, and minimize procurement costs while meeting hotel service and production needs.
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