Vendor Statements
At the end of each month, this document must be uploaded to the “End of Month” folder in the Accounting.
What is the vendor statement?
If your staff accountant says backup is missing and asks you to scan in M3, you must do this next to confirm the task is complete.
What is email the staff accountant that it has been scanned in?
If you purchase an item outside the approved order guide or from a non-preferred vendor, you must do this to justify the purchase.
What is write a note explaining why the purchase was made?
When processing a guest assistance or guest relations invoice, you must include these three items to ensure proper documentation and resolution.
What are the folio, case file, and a note explaining what happened and how it will be prevented in the future?
To stay compliant with monthly procedures, vendor statements must be uploaded by this business day each month.
What is the 5th business day?
When processing invoices for repairs or replacement of parts, this document is required as backup.
What is an ERL
Ray may not know where to send your order if you forget to include this information, especially since email signatures are often incorrect or missing
What are the hotel name, hotel address and phone number?
This must be scanned in M3 and mailed in the weekly packet.
What is invoice back up?
Before uploading the vendor statements, you must check that all invoices listed on the vendor statement have been entered into this accounting system.
What is M3?
For any purchases approved through Quore, this packet must be submitted as supporting documentation with the invoice.
What is the Quore Packet?
This specific vacuum model from Guest Supply is the standard cart vacuum used in hotel operations.
What is the Oreck vacuum?
This back up is required for a fire extinguisher, fire alarm, elevator, fire sprinkler or backflow inspection
What is the inspection report and vendor log
These are required for HD Supply, Greenville Office Supply, Vistar, Royal Cup, Sysco, Coke or Pepsi and Imperial Dade, Tri-State Laundry.
What are your main vendor statements?
If a hotel cannot provide required backup like a room grid or vendor log, you must do this on the invoice to explain the missing documentation and your plan to correct it.
What is write a note explaining why it’s missing and how you’ll ensure proper backup in the future?
Recently added to the Imperial Dade order guide, this vacuum model is designated specifically for deep cleans and special projects.
What is the Bagless Sanitaire vacuum?
This is required for any repairs that requires an entry to a room.
What is a room grid and vendor log
Note: If you don't have a room grid write the room number(s) on the invoice depending on the situation you might need an ERL.
The vendor statements uploaded to your current End of Month (EOM) folder should be dated from this time period.
What is the previous month?
A check will not be released if these two key conditions—following SOPs and providing invoice backup — are not met.
What are proper documentation and adherence to SOPs?
This document due during the EOM procedures can also double as an order guide?
What is the updated inventory sheet
This tool is available to you. It is located in SharePoint and lists exactly what is needed for back up.
What is the invoice back up cheat sheet