hospitality procurement :)....TYPICAL ORDERING PROCEDURE ;))

INTRODUCTION
When actually engaged in buying products and services, a buyer is most concerned
with obtaining the right amount and the right quality at the right time with the right
supplier services for the right edible-portion (EP) cost. In addition, he or she does not,
technically, complete the buying procedure until all products and services are properly
received, stored, and issued to employees. In short, the buying responsibilities end only
when the buyer turns these products and services over to those who will use them.
It is, of course, true that when the department head is a user-buyer, he or she may
simply call in the order to an approved supplier. Actually, many hospitality operations
do not use a formal issues system. It is important to note that even when a hospitality
operation has an “open storeroom,” someone still keeps a close eye on what employees
have removed from the storeroom. In very large operations, and in many smaller clubs
and hotels, however, the practice of requiring written issues, approved by the department
head, to draw food or supplies from a storeroom is more common. The discussion
that follows describes the system found in places using a formal issues system.

Purchase requisition

Purchase Requisition or Purchase Request is a precise document generated by an internal organization to notify the purchasing department of items it needs to order, their quantity, and the time frame. It may also contain the authorization to proceed with the purchase. It is also called Purchase Order Request.
As part of an organization's internal financial controls, the accounting department may institute a purchase requisition process to help manage requests for purchases. Requests for the creation of purchase of goods and services are documented and routed for approval within the organization and then delivered to the accounting group.
Typically an accounting staff member is assigned responsibility for purchase order management, referred to commonly as the PO (purchase order) Coordinator.
Purchase requests are tracked against both internal departmental budgets as well as general ledger (GL) categories.
Structure

A purchase requisition is a request sent to the purchasing department to procure goods or services. It is originated and approved by the department requiring the goods or services. Typically, it contains a description and quantity of the goods or services to be purchased,preferred make, a required delivery date, account number and the amount of money that the purchasing department is authorized to spend for the goods or services. Often, the names of suggested supply sources are also included.
A purchase requisition is owned by the originating department and should not be changed by the purchasing department without obtaining approval from the originating department. This important distinction (e.g. essential control) is not clearly defined in some of the more popular integrated procurement software systems on the market today.
In some industrial (e.g. production line) environments, the purchasing department may be assigned responsibility for requesting and purchasing goods. This is especially true for raw material purchases where the purchasing department is also responsible for inventory management.
A purchase requisition is not a purchase order and therefore should never be used to purchase goods or services or be used as an authorization to pay an invoice from a supplier or service provider.