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3rd/4th Sem Accommodation Operations Theory

Stocktaking-procedures and records

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Last updated: 10 July 2023

STOCKTAKING

Stocktaking is counting what you have (ACTUAL or PHYSICAL STOCK) and comparing it to what you are supposed to have (BOOK or RECORDED STOCK). It is an essential activity that must be carried out at regular intervals. Any discrepancies should be accounted for and adjusted in the records. It is an operational necessity in order to be able to predict future requirements. Stocktaking acts as a control measure by highlighting discrepancies, thereby promoting investigation. It also acts as a deterrent for pilferage and ensures rotation of stock.

Procedure for linen stocktaking

Departments concerned must be intimated at least one day in advance. All linen must be counted on the same day or at least the similar type linen is counted at a time (Room Linen is separated from F & B Linen), so as to prevent ‘borrowing’ to make up deficiencies. A convenient time is chosen when all linen movement can be halted without causing too much of a problem with the operations.

Master Inventory Control Sheet

Inventory date____________                                                                                      Inventory Prepared by________________

Signature of the executive Housekeeper    _______________________________________

Signature of the General Manager    ____________________________________________

1. Linen item

2.Last inventory data

3. New received

4. Subtotal(2+3)

5.Recorded Discarded

6. Total (4-5)

7. Storage Room

8. Linen Room

9. Laundry

10.On carts

11. In Rooms

12. On rollaway, cribs, etc

13. Subtotal(7+8+9+10+11+12)

14. Loses(6-13)

15. Par stock

16. Amount needed(15-13)

17. Order

18. Need to order(18-19)

Importance of Stocktaking

Stocktaking highlights stock control issues and areas where a department needs to improve on in order to be even more profitable. The importance of stock-taking as follows:

  • Stock taking helps Housekeeping executive to find out any thefts in the department.
  • A regular stocktaking will also highlight problems with damaged stock, unprocessed or missing orders, and poor stock control practices.
  • Stocktaking will highlight any shortages department weren’t aware of and will prompt to order more next time.
  • Stocktaking acts to improve areas of weakness and loss.

Methods and Principle involved

  • Physical counting is done after every three months and is also known as quarterly inventory.
  • All items are segregated and grouped including discards.
  • Counting of items in circulation and in-store is separately done and added together.
  • Discards are stamped “condemned “and kept aside.
  • Counted total should tally with the last inventory figures plus issues received after that.
  • Inventory must be conducted in the presence of the housekeeper, Accounts clerk and auditor.
  • Stocktaking is conducted on three separate days, each for Uniforms, Room linen and Restaurant linen.

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Syllabus BHM204 (T)

01. Linen Room

  1. Activities of the Linen Room
  2. Layout and equipment in the Linen Room
  3. Selection criteria for various Linen Items & fabrics suitable for this purpose
  4. Purchase of Linen
  5. Calculation of Linen requirements
  6. Linen control-procedures and records
  7. Stocktaking-procedures and records
  8. Recycling of discarded linen
  9. Linen Hire

02. Uniforms

  1. Advantages of providing uniforms to staff
  2. Issuing and exchange of uniforms; type of uniforms
  3. Selection and designing of uniforms
  4. Layout of the Uniform room

03. Sewing Room

  1. Activities and areas to be provided
  2. Equipment provided

04. Laundry

  1. Commercial and On-site Laundry
  2. Flow process of Industrial Laundering-OPL
  3. Stages of the Wash Cycle
  4. Laundry Equipment and Machines
  5. Layout of the Laundry
  6. Laundry Agents
  7. Dry Cleaning
  8. Guest Laundry/Valet service
  9. Stain removal
  10. Laundry Symbols

05. Flower Arrangement

  1. Flower arrangement in Hotels
  2. Equipment and material required for flower arrangement
  3. Conditioning of plant material
  4. Styles of flower arrangements
  5. Principles of design as applied to flower arrangement

06. Indoor Plants

  1. Selection and care