STANDARD OPERATING PROCEDURE (SOP) FOR WRITING OFF STOCK
ITEMS IN TASTE PLACE HOTEL
Purpose:
The purpose of this SOP is to provide guidelines for the proper process of writing off stock items
in Taste Place Hotel. Writing off stock items is essential to maintain accurate inventory records
and financial transparency.
Scope:
This SOP applies to all staff members involved in stock management, including purchasing,
receiving, and inventory control departments at Taste Place Hotel.
RESPONSIBILITIES
Cost Controller
Ensure adherence to this SOP and oversee the writing off process.
Review and approve stock write-off requests.
Maintain accurate records of all stock write-offs.
Users (F&B, Pastry & Kitchen Staffs)
Review stock levels regularly to identify items that need to be written off.
Notify the Cost Controller of any potential stock write-offs.
Inspect deliveries promptly and report any damaged or expired items to the Cost
Controller.
Store Officer
Conduct regular stock counts and identify any obsolete or damaged items.
Notify the Cost Controller of any stock discrepancies or potential write-offs.
PROCEDURES
Identification of Write-Off Items:
All Department will regularly assess stock levels and identify items that are damaged,
expired, or no longer usable.
The Store Officer will also notify the Cost Controller of any items that need to be written
off due to issues like spoilage, damage, or obsolescence.
Documentation:
The Cost Controller will create a stock write-off request form that includes:
i. Item description, including stock code, name, and quantity.
ii. Reason for write-off (e.g., expiry, damage, obsolescence).
Supporting documents, such as invoices, purchase orders.
The form should be signed by the Cost Controller and authorized by the Head of Operation
or General Manager
Approval Process:
The Cost Controller will review the write-off request form and assess the validity of the
write-off.
If necessary, the Cost Controller may conduct further investigations or request additional
information before approving the write-off.
Once approved, the Cost Controller will sign the form and notify the Account Department
to proceed with the write-off.
Disposal Process:
The Inventory Controller will physically remove the written-off items from the stockroom
and separate them from the usable inventory.
If applicable, the department will follow any specific disposal guidelines for hazardous or
perishable items.
The Cost Controller will ensure proper documentation and record keeping of the disposal
process.
Inventory Adjustment:
The Cost Controller will update the stock records to reflect the write-off, including
adjusting the quantity and value of the affected items.
The stock system should maintain an audit trail of the write-off, including the date, reason,
and the personnel involved.
Reporting:
The Cost Controller will generate regular reports on stock write-offs, including reasons,
quantities, and associated costs.
These reports will be shared with relevant departments, such as Finance and Account, to
assist in decision-making and identifying potential operational issues.
TRAINING AND AWARENESS:
All staff involved in stock management will receive training on this SOP and its procedures.
Regular communication and reminders will be provided to ensure ongoing adherence to the SOP.
Review and Revision:
