Paradise Bay Resort Co. Ltd.

Standard Operating Procedure

TITLE:
Category: Store delivery After office hours
Doc No: FIN-06 Prepared By: Date Prepare:
Name/Title Dd/mm/yy
Revision No: 1.0 Reviewed By: Date Reviewed:
Name/Title Dd/mm/yy
Effective Date: Approved By: DOF/GM Date Approved:
Dd/mm/yy: Name/Title Dd/mm/yy
Applied to: All Departments

VERSION HISTORY

REVISION DESCRIPTION OF
VERSION APPROVED BY AUTHOR
DATE CHANGE
1.0 DOF/GM DOF

POLICY DETAILS

Purpose To establish procedures for emergency issue of goods after normal Stores
opening hours.
Policy statement As a rule, goods should not be issued when the storeroom is closed or
without presence of Storekeeper. However, in cases where goods are
urgently needed for operations, goods can be issued with Director of
Finance’s approval as an exception.
After duty-hours, goods must be issued in presence of the Security
Officer or Manager on Duty.

Scope All employees and departments are required to comply.

Terms & Definition

Exceptions Project OS&E
Related Policies or Store Control & Management
References
Roles & Responsibilities Roles Responsibilities

Procedures 1. Departments that request goods to be issued after stores operating

hours, must prepare a store requisition form in the same manner as

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 Paradise Bay Resort Co. Ltd.

for a normal requisition and obtain an approval signature from the

person authorized by the General Manager. The Department
Head authorizing the store requisition must verify that the goods
are urgently needed for the resort operations.

2. The person in charge of filling the requisition will go to the key

custodian (usually the security office) and fill out the key control
sheet with the storeroom name, time and department name.

3. A Security Officer or the Manager on Duty should accompany the

requesting person into the storeroom to observe the issuance. No
entry to the storeroom should be allowed without the attendance of
a Security Officer or the Manager on Duty. After issuing the goods
requested, the Security Officer/ Manager on Duty should record the
quantity on the requisition form and sign together with the stock
receiver. Neither the Security Officer nor the Manager on Duty are
permitted to enter the Store alone.

4. The Security Officer must record the stock issue in the logbook
maintained in the store room and place the original copy of the
store requisition in a designated place, then lock up the store
rooms. A copy of the storeroom requisition is kept by the person
receiving the goods.

5. The next day, the Storekeeper will check whether or not there
were any emergency issues. If any, the emergency requisition
information should be reviewed by the storeroom staff and posted
into the inventory system. The original of the store requisition will
then be forwarded to the Cost Controller.

6. If emergency store requisitions become frequent, measures

should be discussed by the Department Head and the Director of
Finance to improve the situation.
Contact points DOF
Forms & Templates

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