Issuing Procedure / Control, Requisition & Transfer note

Issuing Procedure / Control

1. All items are issued against requisitions prepared and signed by an authorized person,
2. The requisitions are pre-numbered and are in triplicate, the copies are distributed as follows – original – store, duplicate – department, triplicate – book copy,

• The storekeeper is intimated about persons who can sign and authenticate requisitions.

1. The storeroom register is updated after issuing of goods.

Requisition

This is a form used for taking goods from the issuing department. Concerned head of the department containing information like name, unit cost, total cost, and signature, issued and balance prepared it. This is also known as indenting. Operating cost of a kitchen is deduced from this form and gross profit calculated. It is prepared in triplicate one goes to issuing the other to F & B control and the last remains with the copy.

1. All items are issued against requisition prepared by authorized person.
2. The requisitions are in triplicate.
3. The original and carbon copy are in different colors.
4. The top copy goes to store, 2^nd copy to the department concern.
5. The third copy is the book copy.

Transfer note

This is an internal form of requisition note, which is used when a department requisitions something from another department which is not in stores. For e.g. the kitchen may take out a transfer note to the dispense bar for items such as white wine and sherry. The dispense bar may take out a transfer note to the kitchen for oranges and lemons (when all perishable are a direct issue and go direct to the kitchen). The layout of the form used can be the same as that used for the store requisition, but of a smaller size. What is essential here is that any department, which sells or issues any item should be credited for that item and not lose by having to promote this internal service. Both transfer notes and requisition notes act as an internal invoice.

The transfer notes and requisition notes are sent at the end of the day to the controller’s office where they would be entered on to the daily issues sheet which would summarize the total amount of the items like butter, milk, meat, etc. When the daily analysis of food consumed is completed, it is possible to observe the relative trends in the various groups of commodities should be investigated.

• For inter or intra departmental transfers.

E.g.:-  1. Lemon from the kitchen to bar.

2.Fish from the main kitchen to the coffee shop kitchen.

For this transfer note is generated.

• Transfer note is generated in duplicate copy.
• Fist copy goes to supplying department.
• Second copy remains with receiving department.