18 March 2024

• warmly welcomed by the hospitality team and introduced to my mentor, who graciously guided me through the day's agenda

• privilege of touring the various departments within the hotel, from front-of-house to back-of-house operations

• Greeting and introduce self at all departments

  
  

• Dynamics NAV (formerly known as Navision) is an easily adaptable Enterprise Resource Planning (ERP)

• which helps small and medium-sized businesses to automate

• connect their sales, purchasing, operations, accounting, and stock management.

• Allocate storage space for goods

• Check products are not damaged

• Match the delivery to a purchase order

• checking the item in the freezer and chiller

• making sure the item in a good condition

• Allocate storage space for goods.

• managing financial

• monitoring financial operation

• do preparing budgets

  
  

  
  

• Spot Check the item in chiller

• Make sure the freezer is hygiene

• Make sure the freezer and chiller is always organized

• Maintaining and updating records

• Counting materials, equipment, merchandise or supplies in stock at store.

• Receive and inventory stock

• entering supplier vendor name in system NAV

• make sure the invoice number correctly

• print the invoice and attach with purchase receipt

• Receiving: Receive the orders from supplier

• Count items in each category

• Note discrepancies in quantity

• recording incoming cash

• reconciling all accounts

• ensure accurate records

• Review Daily Reports: Ensure all daily revenue reports (front desk, restaurant, bar, etc.) are accurate

• Organize Documents: Ensure all supporting documents (invoices, receipts) are filed and stored for future reference

• calculating the costs of food

• managing the costs of producing goods and services

• control the food and beverage outlets in terms of wastage, pilferage, and efficiency.

• calculating the costs of food

• managing the costs of producing goods and services

• control the food and beverage outlets in terms of wastage, pilferage, and efficiency.

• entering supplier vendor name in system NAV

• make sure the invoice number correctly

• print the invoice

• manage complimentary services provided to guests

• Complimentary services often include meals, beverages, or other F&B items given free of charge for various reasons such as customer satisfaction, loyalty rewards, or service recovery

• fill up the customer name, how long they stay and SST at excel sheets

• Fill out the form accurately

• Record the date and amount of the rebate received

• Collect invoices showing SST paid

• Check eligibility requirements for the SST rebate.

  
  

  Challenges

• Inaccuracies in recording room service transactions can lead to errors in tax calculations

  
  

  Solution

• We make an Automated Systems which Implement a point-of-sale (POS) system integrated with the property management system (PMS) to automate transaction recording

  
  

• entering supplier vendor name in system NAV

• make sure the invoice number correctly

• print the invoice

• entering supplier vendor name in system NAV

• make sure the invoice number correctly

• print the invoice

• entering supplier vendor name in system NAV

• make sure the invoice number correctly

• print the invoice

• Introduce ourselves

• Ice Breaking session

• share our experiences with other students internship

• Check Inventory: Verify that the requested items are available in the required quantities

• Update Inventory Records

  Adjust Stock Levels: Deduct the issued quantities from the current stock levels in your inventory management system.

• Requesting Items

  Request Form: Staff members fill out a requisition form when they need items from the store.

• Schedule Deliveries: Delivery time supplier from 10 am till 430 our cut time

• Prepare Documentation: Have purchase orders, invoices, and any other relevant documents ready for reference

• Inspect Goods: Perform a detailed inspection of the goods to ensure they are in good condition and meet quality standards.

• Highlight the importance of sustainability in the hospitality industry and its impact on guests, employees, and the community.

• Implementing recycling programs (paper, plastic, glass)

• Training programs on sustainability practices.

• helping them arrange inventory logically in storage areas (shelves, bins, racks) for easy access and efficient picking.

• Determine minimum and maximum inventory levels for each item to avoid stock outs and overstocking

• Conduct regular physical stock counts to reconcile actual inventory with recorded levels.

• Review Daily Reports: Ensure all daily revenue reports (front desk, restaurant, bar, etc.) are accurate

• Organize Documents: Ensure all supporting documents (invoices, receipts) are filed and stored for future reference

• Count Each Item: Physically count each item in stock. Ensure accuracy by double-checking counts, especially for high-value or frequently used items

  
  

• Input Data: Enter the collected data into an inventory to a spreadsheet

  
  

• Update Records: Adjust the inventory records to make the accurate stock based on the physical count.

  
  

Challenges:

• I need to verify long listed with margin small

Solution:

• I must focus to check one by one of the list to avoid to make a mistake

• gathering raya open house with all the team members from all department which are F&B, Purchasing, Finance, Sales, Engineering, Internship Student and Children from Rumah Amal Kasih and Our General Manager Mr Susan

• Team was honored to host the children and share in the festive

• entering supplier vendor name in system NAV

• make sure the invoice number correctly

• the item was accuracy

• print the invoice and attached with purchase receipt

• enter name of Supplier

• enter of Invoice Vendor Shipment No

• must check the amount same with Invoice from Supplier to make a payment

• Double-Check Information: Review all entered information for accuracy, including quantities, prices, and descriptions.

• Documentation Storage: Maintain organized records for easy retrieval and reference

• Categorization by Department: Arrange follow by latest date to future reference

• Explanation of how goods are received, including inspection, documentation, and quality checks.

• Storage and Handling: Overview of how received goods are stored, including temperature-controlled areas if applicable

• Energy Efficiency: Introduction to energy-saving measures and sustainable practices in place

• Stock Replenishment: Explanation of how inventory levels are maintained and restocked.

• A Purchase Requisition (PR) is an internal document used to request the procurement of goods or services. Here's the typical process:

• Identify Need, Create Purchase Requisition, Approval Process, Review and Budget Check, Convert to Purchase Order (PO), Order Processing and Delivery, and lastly Invoice Processing and Payment

  
  

• naming files and folders: divide a main folder into subfolders for vendors

• Organize documents by date: I will make sure that the date of a document is clear, by highlighting it or adding it to a paper document

• copies of paper documents : for any urgent matters

  
  

• sorting purchase order according to the abject

• Ensure all items are listed with the required quantities.

• this purchase order must sign by head of purchasing before scanning

• scan the purchase order and send to vendors by email

• Ensure the scanned market list is attached to the email.

• Posting an invoice once all the goods are delivered

• I will posting invoice follow by Supplier Invoice

• Turn out with Purchase Receipt

• Purchase Receipt will attached with invoice or delivery order

• the invoice will deliver to account payable and they will make a payment once done

• Invitation to Quote Supplier will renew in a 3 months

• attached the invitation quotes with price list

• Compile a list of potential vendors who can supply the required items.

• Track Responses: Keep a record of responses and follow up with vendors who have not replied by the deadline

• Spot Checks: Perform random checks to verify the accuracy of inventory records.

• Cycle Counts: Conduct periodic physical counts of inventory to reconcile discrepancies and ensure accuracy.

• Check their expiry date of the items

• Posting an invoice once all the goods are delivered

• I will posting invoice follow by Supplier Invoice

• Turn out with Purchase Receipt

• Purchase Receipt will attached with invoice or delivery order

• the invoice will deliver to account payable and they will make a payment once done

• Creating a sustainable stationery pack for a sustainability program involves selecting environmentally friendly products and materials.

• Example of a Sustainable Stationery Pack are pens, pencil, rules, rubber, and stapler

• all the departments will gets the stationery and must use for sustainable practices.

• Verify Shipment Details: Cross-check the delivery note or packing list with the PO. Ensure the correct items and quantities have been delivered.

• Check Expiry Dates: For items with expiration dates, ensure they have sufficient shelf life remaining.

• Store Properly: Label and store goods in their designated locations.

• Posting an invoice once all the goods are delivered

• I will posting invoice follow by Supplier Invoice

• Turn out with Purchase Receipt

• Purchase Receipt will attached with invoice or delivery order

• the invoice will deliver to account payable and they will make a payment once done

• Ensure each bin card is assigned to a specific storage location

• When goods are received, update the bin card with the date, quantity received, and the new balance

• Keep the storage area organized and labeled for easy access and inventory management.

• Receive Requisition: Get a requisition form from the outlet needing the goods.

• monthly meeting with each intern to discuss our progress and address any concerns

• we must give a feedback on our work. Highlight both strengths and areas for improvement

• we share our both experience at each of department

• Share our experiences and provide insights that can help them grow professionally.

• Verify Shipment Details: Cross-check the delivery note or packing list with the PO. Ensure the correct items and quantities have been delivered.

• Check Expiry Dates: For items with expiration dates, ensure they have sufficient shelf life remaining.

• Store Properly: Label and store goods in their designated locations.

• Posting an invoice once all the goods are delivered

• I will posting invoice follow by Supplier Invoice

• Turn out with Purchase Receipt

• Purchase Receipt will attached with invoice or delivery order

• the invoice will deliver to account payable and they will make a payment once done

  
  

• comprehensive program covered key topics on ethic conduct

• fostering a culture of integrity within the property

• promote ethical behavior and strengthen the moral foundation of an organization or group

• Importance of integrity in personal and professional life

• Posting an invoice once all the goods are delivered

• I will posting invoice follow by Supplier Invoice

• Turn out with Purchase Receipt

• Purchase Receipt will attached with invoice or delivery order

• the invoice will deliver to account payable and they will make a payment once done

  
  

• Verify Shipment Details: Cross-check the delivery note or packing list with the PO. Ensure the correct items and quantities have been delivered.

• Check Expiry Dates: For items with expiration dates, ensure they have sufficient shelf life remaining.

• Store Properly: Label and store goods in their designated locations.

  
  

Challenges

• Damaged Goods: Goods when arrive in a damaged state due to mishandling during transit.

• Late Delivery: We have to wait the supplier to receive the goods, sometimes supplier come late.

  
  

Overcome the challenges

• Developing and enforcing SOPs for the receiving process ensures consistency and reduces the likelihood

• Building flexibility into the receiving proceof errors.

• Posting an invoice once all the goods are delivered

• I will posting invoice follow by Supplier Invoice

• Turn out with Purchase Receipt

• Purchase Receipt will attached with invoice or delivery order

• the invoice will deliver to account payable and they will make a payment once done

• When goods are received, update the bin card with the date, quantity received, and the new balance

• Keep the storage area organized and labeled for easy access and inventory management.

• Receive Requisition: Get a requisition form from the outlet needing the goods.

• Ensure each bin card is assigned to a specific storage location

  
  

Challenges

• Inaccurate Documentation

• Maintaining accurate inventory records on bin cards can be difficult, especially with frequent stock movements

• Limited storage space can make it challenging to organize and access goods efficiently

Solution

• Always double-checking: cross-verify the received goods against the purchase orders and delivery notes.

• Always do regular update, update bin cards immediately after each transaction to ensure real-time accuracy.

• Design the storage area to maximize space utilization

• sorting purchase order according to the abject

• Ensure all items are listed with the required quantities.

• this purchase order must sign by head of purchasing before scanning

• scan the purchase order and send to vendors by email

• Ensure the scanned market list is attached to the email.

• received item from supplier

• posting invoice of purchase receipt follow by Supplier

• I got a birthday treats from my supervisor & team members.

• posting invoice after receive goods in NAV system

• check items, quantity and unit price. must be same with purchase orders

• after posted, attached with invoice

• Posting an invoice once all the goods are delivered

• I will posting invoice follow by Supplier Invoice

• Turn out with Purchase Receipt

• Purchase Receipt will attached with invoice or delivery order

• the invoice will deliver to account payable and they will make a payment once done

• sorting purchase order according to the abject

• Ensure all items are listed with the required quantities.

• this purchase order must sign by head of purchasing before scanning

• scan the purchase order and send to vendors by email

• Ensure the scanned market list is attached to the email.

• a gathering of all the employees in an company at once.

• the main goals of these meetings are to report on business results

• share changes to employee benefits or other human resources topics

• provide a platform to celebrate successes of team members recognition and awards

  
  

• received the tender for each items which are eggs, vegetable, seafood and meats, chicken, fruits and groceries.

• Once received, the purchasing officer will evaluate the quotations based on price, terms, and supplier reliability.

• Organize the Inventory: Ensure all inventory items are neatly arranged and categorized.

• Count All Items: Physically count each item in stock. Use a checklist or inventory sheets for accuracy.

• Categorize Items: Group items into categories such as food, beverages, linens, toiletries, cleaning supplies, etc

• Perform regular audits to verify the accuracy of inventory records and prevent theft or loss.

• Make a quotation and labelling unit price mooncake for Hotel Events

• Update Price List at each Mooncake to HOD choose the best mooncake to buy

• One of the best taste will choose for hotel to buy and selling the mooncakes

• Completion of required internship celebrated by all the HOD from Amari Kuala Lumpur

• Got a certificate of internship and and present souvenirs in amari bags where there is calendar, pencil box and notebook

• we felt so grateful and appericiate for our internship graduation by Amari Kuala Lumpur

• Update Stock Levels

• Adjust quantities based on physical count

  
  

Investigate Discrepancies

• Check for theft, miscounting, or data entry errors

• Stay organized throughout the counting process

• Double-check counts for accuracy.

  
  

• Obtain the detailed trial balance report specifically for the F&B department

• Verify that all entries are accurate and complete

• Make sure all the item listed in list

• give a feedback and interview for a survey question by Setia foundation

• give an update about internship journey

• making a video about our experience at each department we work

• Amari Kuala Lumpur sponsoring delicious meals

• Team members and I was packaging the food and side dish

• entering supplier vendor name in system NAV

• make sure the invoice number correctly

• print the invoice

• Collect all outstanding invoices from suppliers

• I must verify the amounts and due dates of the invoices to ensure accuracy

• Identify any overdue payments and prioritize them for review

• Sort the payables into the aging categories

• Identify the Document: Determine which specific financial document I need to fill out. This could include invoices, purchase orders, financial statements, etc.

• File and Recordkeeping: completed and approved, file it according to the finance department's filing system.

• Proper recordkeeping is essential for auditing purposes and future reference.

• The date until which the certificate is valid.

• must check a statement confirming that the product meets halal standards.

• Documentation: Keep thorough records of ingredient sources and production processes to support halal claims.

• Regular Audits: Ensure that all products are consistently monitored and compliant with halal standards.

• Documentation: Keep all of the certificate for future reference in one files

• Purchasing must keep all the copies for the audits

  
  

• Scan the purchase order by Supplier

• Send to email supplier and their cut off time before 4 pm

• Scan the purchase order every Friday, Tuesday and Thursday

• Must make sure all the PO scan cause if not scan the item will not be deliver

• Do filling purchase order follow by department and labelling by categorized

• Storing all these documents

• to sort documents neatly in a files

• A clearance form typically refers to a document used to an individual has met certain requirements before we are allowed to leaving a job and completing our internship there. We must get a sign from finance, housekeeping and human resources.

• return of access card

• return of key locker

• return of nametag

• return of label pin of Amari's

• Our last moment together at Purchasing Department with my supervisor Mr Ragavan, Mr Asyraf Receiving Officer, and Kak Rohini Purchasing Officer.

• They give me a present as my farewell

• A memorable experience I've ever had, they teaches me a lot about purchasing, scanning purchase orders, how to deal with supplier and received good items.

• Got a certificate completion of my internship

AT AMARI KUALA LUMPUR

NUR ATIQAH BINTI AMRAN (H20A1486)