Main Store Purchase Order Book | Department-Wise Material Indent | Daily Market Perishable Requirements

Efficient store and purchase control systems are the backbone of smooth hotel operations. Whether it is food supplies, housekeeping consumables, engineering materials, or daily fresh produce, proper documentation ensures cost control, accountability, and uninterrupted service.

The importance, formats, and best practices of the Main Store Purchase Order Book, Department-Wise Material Indent, and Daily Market Perishable Requirements in hotels and hospitality establishments.

1. Main Store Purchase Order (PO) Book

What Is a Main Store Purchase Order Book?

The Purchase Order Book is an official record of all authorized purchases made by the hotel. It serves as a legal and financial document issued to vendors specifying the quantity, quality, rate, and delivery terms of goods.

Purpose of a Purchase Order Book

• Ensures authorized procurement

• Prevents unauthorized or duplicate purchases

• Helps in vendor accountability

• Supports accounts and audit processes

Key Details in a Purchase Order Book

• PO number & date

• Supplier name & contact details

• Item description & specifications

• Quantity ordered

• Unit rate & total value

• Delivery date & location

• Payment terms

• Authorized signatures (Store/Purchase/Management)

Best Practices

• Use pre-numbered PO books

• Issue PO only after approved indent

• Maintain separate PO series for food & non-food

• Cross-check PO with GRN and invoices

2. Department-Wise Material Indent

What Is a Material Indent?

A Material Indent is an internal request raised by departments to obtain materials from the main store or for purchase. It ensures that supplies are issued only as per approved requirement.

Importance of Department-Wise Indents

• Controls consumption and wastage

• Tracks department-level usage

• Supports budget monitoring

• Improves stock planning

Common Departments Using Indents

• Kitchen (Food & Beverage)

• Housekeeping

• Engineering

• Front Office

• Security & Administration

Key Details in a Material Indent

• Department name

• Indent number & date

• Item description

• Required quantity

• Purpose of use

• Stock available (if applicable)

• Approved by HOD

• Issued by store signature

Best Practices

• Indents must be approved by HOD

• Issue items on FIFO basis

• Monitor high-value items separately

• Conduct monthly consumption analysis

3. Daily Market Perishable Requirements

What Are Daily Market Perishable Requirements?

These are fresh food items purchased daily from the local market to maintain quality, freshness, and guest satisfaction, especially for kitchen operations.

Examples of Perishable Items

• Vegetables & fruits

• Milk & dairy products

• Meat, fish & poultry

• Bakery items

• Fresh herbs

Why Daily Market Lists Are Important

• Ensures freshness of food

• Reduces storage losses

• Controls daily food cost

• Supports menu planning

Key Details in a Daily Market Requisition

• Date

• Item name

• Quantity required

• Approximate rate

• Vendor/market name

• Approved by Executive Chef / F&B Manager

• Purchased quantity & actual rate

Best Practices

• Prepare list based on forecasted covers

• Compare market rates daily

• Avoid over-buying

• Verify quality at receiving point

Operational Benefits

• Strong purchase and cost control

• Transparent vendor dealings

• Reduced wastage and pilferage

• Better inter-department coordination

• Smooth audits and compliance

The Main Store Purchase Order Book, Department-Wise Material Indent, and Daily Market Perishable Requirements together form a structured procurement and inventory system in hotels. When used correctly, these tools help maintain quality standards, cost efficiency, and operational discipline, ensuring uninterrupted service to guests.

A well-managed store is the foundation of a profitable hotel.