PowerPoint Presentation

Plaza Premium Group Receiving of F&B and General Item.

Content. 1. Introduction to Goods Receiving. 2. Receiving Process.

[Audio] The goods receiving process is integral to maintaining the quality and quantity of items delivered to businesses. This process involves meticulous verification of products against purchase orders to ensure they meet specified safety and quality standards. Key terms such as Receiver, Operation PIC, and Tolerance Rate are essential for comprehending this process. For perishable F&B items, the Tolerance Rate is established at ±10% for both individual item quantities and total invoice amounts. This standardized procedure, based on the Plaza Premium Group's Operating Manual, applies to all entities within the group, including joint ventures, and encompasses the receipt of both F&B and general items, as well as GRN posting..

[Audio] The receiving procedure consist of three steps: Receiving This step is defined as the physical action of taking possession of delivered goods in order to inspect the products according to the purchase order requirements. Inspection The inspection process is defined as the process that determines the suitability of the delivered goods. Acceptance The process of confirming that the products are of suitable quality and have met the Purchase Order and food safety requirements..

[Audio] What are the necessary steps to take when receiving items? Matching Documents: Ensure that details of delivery are similar to the details on approved purchase order in terms of specification and quantity. Accuracy Check: Ensure that incoming products are according to the company's purchase specification by count, weight, measure & freshness. Quality Assurance and condition inspection: Ensure that goods are not damage, in example, not broken or cracked containers, dented or rusty can, leakage and bruise on spoiling fruit and vegetables. Remember, attention to these steps helps maintain accuracy and quality in received goods, ensuring they meet company standards and expectations..

[Audio] Shelf life is 6 month ( canned goods ) while in the kitchen typically 3 month expiration period. For general item, When technical expertise is required for general items, the receiver must receive assistance from the respective department team members. In summary, the receiving process involves confirming documentation, verifying that the correct items are received in the expected quantity and quality, checking for any damages or discrepancies, and ensuring compliance with the specified order..

[Audio] Partial Deliveries For blanket orders or partial deliveries, the receiver promptly informs procurement of any shortages. They note the outstanding balance on the purchase order and complete the receiving process. Goods Return Goods should be carefully inspected and rejected before completing the receiving process. If issues are found after receiving, the receiver communicates with procurement to arrange the goods return. They raised CN, create a new goods return in CheckSCM and obtain a credit note from the vendor. Deposit Refunds When returning empty bottles or containers, the receiver records the refund in CheckSCM, ensuring the deposit amount and net cost are properly tracked..

Receive and Monitor.

[Audio] Step for Receiving Monitoring The person who monitor on Partial Delivery is Local Procurement. - The process of monitor the Partial Delivery is checking on Open PO Status. Sample check on the Receiving Summary Report & related invoices from receiver The Local Procurement will conduct weekly random inspections of received items. Make sure the F&B and general items meet highest quality standard and specific requirement. Record inspection outcomes. Communicate quality or other receiving challenges to vendor. Step for Goods Return Local Procurement must inform to the Local Finance to issue Credit Note Make coordinate on Goods Return with vendor.

GRN Posting (Check SCM).

[Audio] GRN posting into Check SCM refers to the process of recording and updating the inventory records and levels in a inventory management system following the receipt of goods from a supplier. It is a critical step in inventory management, as it ensures accurate tracking of incoming stock, facilitates transparency in inventory control, and enables timely financial reporting. Posting invoices cannot be delayed because daily posting of documents into the system provides a better understanding of the company's finances and inventory. GRN posting is a full cycle that begins with receipt and approval and ends with invoice payment..

[Audio] GRN Posting Process On a daily basis, the person in charge for GRN posting is required for posting all received item. The first step is to confirm the document's accuracy before starting the invoice posting process. This is applicable to all types of invoices. In the case that there are errors or anomalies in pricing or product types, immediately inform Procurement and provide the correct information. Procurement will follow up with the supplier to fix the issue or request corrective memos be issued. When carrying out the GRN posting, ensure all fields, such as the delivery date, invoice number, invoice date, and net control total, are correctly entered. Once the posting is completed, save it as cost approved..

[Audio] Goods Receiving & CheckSCM recording ( step ) Once goods are verified and inspected, the Receiver input the goods received details in Check SCM. Create a new Goods Receiving Note ( GRN ) in Check SCM using the "Add Delivery" function. Input delivery date, invoice date and invoice number correctly. Make sure quantity and invoice amount input to the GRN correctly. Make sure the GST/VAT/related taxes on the invoice is correctly input to the Check SCM. Verify the "Net Control Total" ( Net Invoice Amount before Tax ) in Check SCM is either match the net invoice amount on the physical invoice. After done the verify, the invoice should upload to the Check SCM. In the box "Committing Invoice", tick both "Quantity" and "Cost". After done all the process above, before click the "Approve" button the receiver must verify everything again to make sure all the details is correct..

[Audio] This outlines the procedure for inputting delivery information into SCM. Open the SCM URL using a valid browser Enter a User Name and Password Click the Login icon.

[Audio] Select: Receiving Delivery Add Delivery. 15.

[Audio] This is the steps to do posting of GRN Step 1 Enter the site in the provided field. Step 2 Fill in the supplier's name on the GRN. Step 3 Specify the cost centre. Step 4 Tick the box for 'NEW DELIVERY' to select the delivery type. Step 5 Since all received items are based on approved Purchase Orders (PO), mark 'Order already created in SCM System. Step 6 Click on the plus sign, and the system will display all approved POs for the chosen supplier. Select the PO number listed in the GRN, then proceed by clicking the 'SAVE' button..

[Audio] Moving forward, let's proceed to the following page to record the invoice summary details. Step 1: Input the delivery date, ensuring it matches the posting day of the GRN. Step 2: Record the invoice number in the designated space as written on the GRN. Step 3: Enter the invoice date accurately on the GRN. Step 4: Fill in the total amount precisely on the GRN. Step 5: Attach a scanned copy of the GRN. Step 6: Click on the details to navigate to the item description page..

[Audio] On this page, you are required to input the received quantity and reconcile it with the corresponding amount on the physical Goods Receipt Note (GRN). Step 1: Enter the exact received quantity as noted in the GRN. Step 2: Verify that the total for received items aligns with the GRN. Once the quantity is recorded, proceed to steps 3. Step 3: Verify that the net control total matches the net invoice total. If there's a discrepancy, investigate and make necessary corrections. Step 4: Upon matching the control total and invoice total, click the approve button. Step 5 & 6: Click to confirm both quantity and cost, then save the information..

[Audio] Blanket Order / Partially delivery. Blanket Order / Partially delivery.

[Audio] The process for posting Check SCM GRN (Goods Receipt Note) is consistent for both blanket orders and service contracts. The quantity should match the invoice details or can be adjusted with a progressive percentage. When committing to the invoice cost, it's important to opt for partial delivery to reserve any remaining balance for future product deliveries. The Check SCM GRN posting procedure remains consistent for both blanket orders and service contracts. The quantity should align with the details specified in the invoice, or it can be adjusted using a progressive percentage. During the invoice cost commitment process, it is crucial to select the option for partial delivery, ensuring that any remaining balance is reserved for subsequent deliveries of products or invoices. If vendor will deliver the remaining items: - Input the details as per normal good receiving process above - MUST tick the "checkbox" If vendor will not deliver the remaining items: - DO NOT tick the "checkbox" for partial delivery in the committing Invoice For Service Contract Invoices, the same checking procedure was followed. The quantity must be in proportion to the remaining Purchase Order balance. Put a note on the Purchase Order indicating the outstanding balance and save a copy for future delivery and reference for tracking purpose..

[Audio] For partial delivery quantity and cost approval follow the steps Step 1 : Tick the checkbox to keep the partial delivery. This will keep the approved PO remaining balance for future delivery. Step 2 & 3 : Click to confirm both quantity and cost, then save the information.

Deviation and Tolerance.

[Audio] Deviation and Tolerance Tolerance rate Goods receipt has been set with a maximum limit of not exceeding 10% of the purchase order quantity. All quantity within the tolerance 10% must be approved by Local Procurement or Cost Supervisor during the GRN uploading into Check SCM. An investigation is required to determine if this is an acceptable variance and the GRN can be followed to payment. Applicable for individual quantity @ total invoice amount It also applicable for perishable F&B items only Unit cost variance is not allowed Tolerance Rate ± 10% Input the total Quantity and cost and "save" the GRN Obtain approval from Local Procurement / Cost controller via email ( send to local finance ).

[Audio] . Unit Cost Variance Not allowed Inform vendor to revise invoice for any mistake/ error Cancel PO & raise a new one for any outdated item cost Daily Order Variations Report submission On a Daily basis, the receiver export "Order Variations" Report from the "BI_Dashboard" in Check SCMand send to Local Procurement..

[Audio] These are the sequence of steps to print order variation report as per the numbered arrows: Step 1: Access the "BI Query" Tab Begin by logging into check SCM and locating the "BI Query" tab in the top menu. Step 2: Select View Option, choose Order Variation from the drop down box. Once on the "BI Query" tab, opt for the View Option and select 'Order Variation' from the available drop-down menu. Step 3: Click on filter for next action. Proceed by clicking on the filter to prepare for the next action..

[Audio] Once you click on filter, it will bring you to this page. Follow the sequence as per shown Step 1 Enter the site in the designated field. Step 2 Input the cost center details. Step 3 Specify the desired date range. Step 4 Select the department by category, such as food or beverage. Step 5 Check the box for "ALL" in the report options. Step 6 Click "GO" to generate the report..

GRN Posting (Check SCM) – Good returns / Credit Note.

[Audio] Posting of Credit Note in Check SCM Before completing the good receiving steps in Check SCM, the goods should be carefully inspected & shall "Reject". If any goods found defects/ spoiled after receiving, the receiver should inform to Local Procurement immediately & take a photos for record and Procurement will confirm on whether the goods are acceptable or not. But if yes, no action will take. If not, communicate to vendor and arrange goods return date. Raise Credit Note. In Credit Note, obtain the vendor representative's signature In the Check SCM, create a new "goods return" by using the "Return to Supplier" function Enter the quantities and cost. And then upload the signed Credit Note to Check SCM Verify & approve..

[Audio] Return To Supplier can be used to return goods that have been received into the system and create a credit for the vendor. The process for creating a Return to Supplier is identical to that of making a new posting. : Select Add Delivery. Select Return to Supplier type of Delivery. Enter the original PO number for the goods to return and save. Enter the Invoice Header details for the return. The delivery date should be on or after the original delivery. The Return Details screen will display the initial delivery quantities and cost. Enter the return quantities and recalculate. Verify the totals and approve the return. Credit Notes can also be entered for price adjustments where there is no change in quantity. A Credit Note will also create a credit for the vendor..

Monthly Order Variations Report.

[Audio] Order Deviation Report The person in charge for GRN posting will generate a daily and monthly order variation report, which must be submitted to the local procurement team for evaluation. The local procurement team will review the daily deviation report and implement necessary measures, which could involve : Communicating with the vendor to resolve the discrepancy. Updating purchase orders / close open PO's. Identifying opportunities for vendor performance improvement..

[Audio] At the conclusion of each month, Procurement team will generate the monthly order deviation report, conducting a thorough investigation and formulating a strategic action plan based on its findings. This monthly report must undergo a comprehensive review alongside the Cost Supervisor, ensuring thorough analysis and conclusions. Subsequently, these outcomes are to be communicated and updated for the Regional Finance Director's insight. Procurement holds the responsibility for compiling monthly order deviation reports, ensuring strict adherence to audit guidelines and requirements..

[Audio] Step for Monitor on Deviation and Tolerations The Local Procurement must verify and approve goods received within Tolerance Rate ± 10% Review Daily Order Variations Report from Receiver and take appropriate action such as: Communicate to vendor to resolve discrepancy and prevent future occurrence Evaluate the vendor performance and corrective action needed ( replace vendor ) Monitor on any deviation higher than ±10% And Local Procurement must submit Monthly Order Variations Report to Local Finance.

[Audio] Daily Receiving Report The person in charge for GRN posting is required to print the summary of the receiving and bundle it with the daily posted invoices before forwarding to Finance for further processing. Ensure all submitted invoices are cost committed for Finance to run the accounting system interface. Person in charge of GRN posting is responsible for printing daily order deviation reports and submitting them to the Chef in Charge and Procurement Team for further action. To update physical inventory stock and financial records in the accounting and inventory system, invoice posting cannot be postponed or delayed. Posting delays will result in a insufficient stock level, and the system are unenabled to do transfer within cost centers..

Forms 1. Vendor Performance Record 2. Credit Note.

[Audio] The document provided is a vendor performance record that includes various details related to a purchase order. The details mentioned in the document are as follows: Date: The date when the issues occurred with the delivery. P.O Number: The unique purchase order number associated with the specific order. Vendor: The name of the supplier from whom the goods are being purchased. Remarks: A brief description or details about the goods being ordered. Quantity: The amount or quantity of goods impacted by the issues. Action Taken: Steps or measures taken to address the delivery challenges. Reason: Specify the number of occurrences based on the reason code. Prepared by: The name of the individual creating this document. Once this form is completed, forward it to the Procurement department for further necessary actions. Overall, the document serves as a record of vendor performance, tracking the details of the purchase order, including the supplier, description, quantity, and other relevant information. It helps in monitoring and evaluating the vendor's performance in terms of timely and complete delivery of goods or services..

[Audio] To fill out the credit note form, follow these steps: Header Section Credit Note No.: Enter the unique number assigned to this credit note. Purchase Order No.: Enter the purchase order number related to this credit note. GRN No.: Enter the Goods Received Note number. 2. Date and Supplier Information Date: Enter the date when the credit note is being issued. Supplier: Enter the name of the supplier associated with the credit note. 3. Item Details Section For each item being credited, fill out the following columns: Invoice Number: Enter the invoice number from which the item is being credited. Item Description: Provide a brief description of the item. QTY: Enter the quantity of the item being credited. UOM: Enter the Unit of Measure for the item (e.g., pieces, boxes). Unit Cost: Enter the unit cost of the item. Total Cost: Calculate and enter the total cost for the quantity of the item (QTY × Unit Cost). Remarks: Enter any additional remarks or reasons for the credit. 4. Additional Notes Note: Enter any general notes or comments related to the credit note. 5. Receiving and Supplier Information Receiving PIC: Name / Designation: Enter the name and designation of the person receiving the credit note. Supplier / Transporter: Name / Vehicle Registration No.: Enter the name and vehicle registration number of the supplier or transporter. Final Check Review all the details to ensure accuracy. Ensure all required fields are completed. Sign the form if necessary..

Process Flow.

[Audio] The focus here is on maintaining quality and safety standards while balancing the immediate needs of the kitchen. This ensures that any received items, even if slightly outside the specified temperature, can be evaluated effectively for acceptance based on their intended use and urgency. And In essence, any discrepancies within the specified range must be reviewed by the procurement or Cost Supervisor to determine if they're acceptable or if further action, like contacting the vendor, is necessary to rectify any invoice errors.