Purchasing / Cost Control / Accounts Payable

1. Documented purchasing procedures exist and are followed.

2. Purchase requisitions are raised and approed before purchases made and goods receied.
!. Appropriate competitie bidding procedures are in place and adhered to" where
appropriate.
#. Purchasing actiities are reasonably centralised and authority to purchase clearly and
effectiely delegated.
$. A mar%et list is prepared daily. Cash purchases are not excessie.
&. 'here is a central receiing function where goods receied are recorded and quantities
erified against inoices and purchase requisitions.
(. Copies of outstanding purchase requisitions are %ept by receiing and regularly followed)
up.
*. +torerooms are physically secure and access reasonably controlled.
,. Procedures regarding monthly inentory physical counts are documented and adhered to.
1-. .nentory discrepancy reports are reiewed and approed before /ournal entries are
processed.
11. 0ar beerage par stoc%s are established and adhered to.
12. 1aximum/minimum storeroom stoc% leels hae been established" are published and
adhered to.
1!. +low moing items are identified regularly and actioned.
1#. 2bsolete inentory items are periodically identified" and written off.
1$. 0ottle issues to bars are on a 3full)for)empty4 policy.
1&. 35lash4 food cost reports are prepared regularly.
1(. All executie entertainment and employee meals chec%s in outlets are recorded and
properly approed.
1*. +urprise bar inspections are regularly carried out and documented.
1,. All menu items hae costed recipe cards.
2-. 0uffet offerings are periodically costed and documented.
21. 1ar%et sureys are performed regularly and documented.
22. Adequate physical security is maintained for operating equipment items.
2!. All accounts payable ouchers are documented and approed.
2#. +upplier inoices are agreed to purchase requisitions prior to payment.
2$. A proper filing system is maintained.
2&. Accounts payable balance is reconciled to cost control on a regular monthly basis.
+ubsidiary ledger is reconciled to general ledger balance monthly.
2(. 6xecuties expense reports are erified for proper support and paid only after approal.
7eenue Control
1. .ndependent cash sales test 83shoppers49 are performed at least eery ! months and
documented.
2. An income audit chec%list is utilised and reiewed by the financial controller or his
assistant wee%ly" or at least monthly.
!. 7oom rate ariance reports are prepared and a sample of ariances inestigated at least !
or # times per wee% by income auditor. 'ests documented for audit purposes.
#. 7oom status discrepancies between 52 and :ouse%eeping are inestigated and approed
by management daily.
$. All house)use and complimentary rooms hae the prior approal of the ;1 or his
designate.
&. Detailed lists of complimentary and house)use rooms are prepared daily" approed by
management.
(. Accruals for trael agent commissions are properly maintained and payments processed
on a timely basis.
*. 2ccupancy and aerage room rate are correctly calculated consistent with company
policy.
,. Accurate statistics for occupied rooms and reenue by mar%et segment are maintained.
1-. 1issing restaurant/bar chec%s are documented and inestigated.
11. 2pen chec% controls are implemented on a regular basis and documented.
12. 1enu prices are periodically erified against the +quirrel or other P2+ database.
1!. <oid chec%s and oid items are properly approed by outlet superisor/manager.
1#. 0anquet function eent orders are sequentially numbered and controlled.
1$. 5unction eent orders are copied directly to accounting and correctly filed.
1&. All banquet bills are erified against function eent orders.
1(. 0anquet beerage accountability forms 8i.e. consumption reports9 are prepared and
agreed to banquet guest bills.
1*. Proper controls are in place for cor%age liquor and beerages to be returned to the
storeroom.
1,. Departemental sales summaries are agreed to reenues recorded on a daily basis.
2-. 3:ouse)use4 telephone calls are properly controlled and reported.
21. +quirell or other P2+ system daily totals are balanced daily to the P1+.
22. 7ebates and Paid)2uts are approed daily by th ;1 and financial controller or their
designates.
2!. 1inibar control procedures are adequate and losses reasonable 8less than (= at sales
alue9.
2#. City ledger subsidiary ledger control totals between the P1+ and the general ledger are
balanced daily" discrepancies inestigated and results documented.

Credit Policy
1. 'he hotel has a written" up)to)date credit policy which has been distributed and explained
to releant departments.
2. Credit meetings are held on a monthly basis and minutes ta%en.
!. 1ethod of payment is erified at the time of chec%)in 8e.g. credit card
imprint/authori>ation obtained9.
#. Deposits are required for banqueting and the credit policy is adhered to.
$. .noices" monthly statements and remainder letters are dispatched regularly and
promptly.
&. A high balance report for in)house guests is prepared daily and reiewed by management.
(. 'here is a regular pattern of follow)up and collection efforts documented.
*. 7esere for doubtful accounts maintained in accordance with company policy. Deiations
approed by financial controller.
,. ?on)trade receiable accounts are properly documented" reconciled and pursued.