大酒店网络采购管理新规制度第一稿中英文.doc

SUBJECT 1：Online Purchase
主题 1：网络采购

Purpose 目

To establish a standard on online purchase process and management
建立此原则以规范网络采购流程以及管理

To take full advantage of net work platform，eliminate the intermediate agencies of supply and cut the cost.
充分运用网络平台优势，减少供应中间环节，高效地比较物品参数和获取价格

To indicate items possible for online purchase
为可实行网络采购产品提供指引意见

Procedure 程序

除非特殊阐明，否则下文中提及采购均指网络采购；供应商均指网络供应商。
Unless otherwise stated，“Purchase (purchasing)” hereinafter refers to as “online purchase”；“vendors” refers to as “online vendors”

1. 以×东商城和×宝（含×猫）为重要网络采购询价渠道，亦可依照实际状况增长如××逊、××巴巴等其她正规购物网站作为辅助。
To use JD and XXbao (includes Tmall) as main online purchase platforms，as well as other reliable e-shopping websites where necessary and practical，like：XXXzon，XXbaba，etc.
2. 合用于网络采购项目重要有：
Items suitable for online purchase:
2.1 办公用品及耗材。如：U盘、鼠标、键盘等电脑配件；纸张、墨盒、硒鼓等耗材；计算器、电池、垃圾桶等办公备品。
Office Supplies and computer consumables：USB，mouse，keyboard，paper，cartridge，calculator，battery，rubbish bin，etc.
2.2 固定资产：如电脑、打印机、热水壶等。
Fixed assets：computer，printer，kettle，etc.
2.3 工程、劳保用品。如：螺丝刀、扳手、口罩、手套等。
Engineering tools and labor protection appliances：screwdriver，wrench，mask，gloves，etc.
2.4 其她杂项。有详细品牌或型号、可以在网上以更优惠价格采购其她各类杂项物品。如通用配件、塑料制品、包装用品、软件类等。
Others：items with a brand or model which could be bought online with a favorable price，like：general parts，plastics，wrappers，software，etc.
3. 账号管理
Account Management
3.1采购部在网络平台上以酒店全称申请一种公司采购账号，由专人负责管理，并报财务部进行登记备案。
Purchasing department to apply a corporate account under the Hotel name，a designated person to be in charge of this account and report to Finance Department for a register.
3.2 各平台采购账号依照使用频率，应存入一定备用金，用以进行网络采购款项支付。
A certain amount of money should be deposited into each account for e-purchasing payment.
3.3 每天下班前，采购专人应对当天账号下备用金支出状况进行登记并提交到财务。
At the end of each day，designated person will make a record of all the payments happen of the day and submit to Finance Department.
3.4 每个星期五，采购专人应对本周收集到网络采购产生发票进行汇总、附上收货单按流程进行报销、冲账，用以补足备用金。
Each Friday，designated person should collect all the invoices received by this week via e-purchase，attached with the receiving form to clear the account.
3.5 在财务部对发票进行核验真伪无误且使用部门对所采购物品没有其她疑问后，采购专人方可进行网上确认收货。
Only after the invoice checked and correct and user department accepts the items，can the designated person confirm items receipt online.
4. 网络供应商选取
The Selection of Online Supplier
4.1 尽量选取综合评分高、信誉好、便于当面联系以及有过采购历史网络供应商；
Better to select the supplier convenient to contact with high rating，good reputation and a purchasing history；
4.2 需要采购物品量大、并且是常用商品时，应优先选取直接生产厂商；
Manufacturer will take priority for the common items to purchase with a great amount；
4.3 采购物品需要安装售后服务时，应选取全国联保旗舰店、正规代理商、公司店铺、工厂店；
Flagship stores，agencies，corporate shop and factory shop will take priority for items to purchase which need installation and after-sales service;
4.4 对已有过采购历史供应商，应做好网络供应商记录，下一次同款物品采购，在价格不变状况下，优先选取记录中供应商。
An online suppliers list should be made after a transaction done. For same items to purchase next time，previous supplier takes priority；for similar items，supplier in the list takes priority.
5. 网络采购流程
E-purchase process
5.1 采购专人在收到部门提交采购申请单之后，开展网络采购筛选、比价工作。
The designated person will conduct e-purchase after receiving the purchase request.
5.2 其中，有保质期商品，必要征询生产日期和保存期限。并对购买物流方式、快递费用、配送时间、安装售后、发票信息事先进行理解;
The production date and expiration date should be checked if necessary.
5.3 网络采购物品选定，应综合考虑物品价格、商品评价、网店评分与信誉等几方面因素，所选用供应商不一定是最低价，但必要合理价格，并且低于本地供应商报价。
The selection of the e-purchase items，should take price，online evaluation，e-shop rating and reputation into consideration. The selected supplier may not offer a lowest but reasonable price which is lower than local supplier’s.
5.4 采购单上所填写物品单价，必要包括物品自身价格、分摊快递费用（如有）、分摊发票费用（如有）。物品价格页面连同与客服确认价格聊天记录必要截图在同一页面打印出来附在采购单后提交审批。
The unit price stated in the purchase request should include the price of the item，apportioned delivery fee，extra invoice fee (if necessary). The price webpage and the price negotiating chat should be captured into one screen，attached with purchase request for approval.
5.5 网络采购金额超过3万元（含）必要与供应商订立供货合同，对供货、付款方式、安全技术规定和售后服务等进行商定。
A purchasing contract should be signed for any purchasing with an amount more than RMB30000；the way of delivery，payment，specifications and after sales service should be clarified.
5.6 付款方式 （待确认，C方案为推荐方案）
Payment
A. 如果采购部拥有独立账号并存有备用金：
审批流程结束后，采购专人登录帐号，进行网络支付，并将每一笔付款登记在资金日报上。
B. 如果采购部管理采购账号、财务部管理支付账号：
审批流程结束后，采购专人填写付款申请，由财务部进行网络支付；
C. 如果采购部管理子帐号用于采购、财务部管理主帐号：
审批流程结束后，采购专人登录帐号提交付款，选取“找人代付”，指定付款人为公司主账号。财务部收到代付申请后，即可登录XX宝进行付款。
D. 在网络采购中，除非与供应商订立供货合同，否则所有付款均应经由第三方支付，不直接付款给供应商。
E. 使用部门收货确认无误，并且发票验证真伪后才干进行网上确认付款。若发现无发票或假发票应及时询问供应商，规定申请延迟付款或退货并将该网络供应商纳入黑名单中。
5.7 所有与供应商沟通聊天记录必要妥善保存，并在必要时进行截图，以备查证。
All the chatting records with suppliers should be well kept，and snapshot on the purpose of verification.
6. 退换货管理
Return and Exchange
6.1 如果所采购物品发生退换货，采购专人负责联系供应商阐明因素，将需退换货商品及时寄出给供应商；
If any item need to return or exchange，the appointed purchaser should contact the supplier and arrangement the delivery for it；
6.2 如因物品质量问题导致退换货，其中产生运费与供应商协商解决；因使用部门因素规定退换货，运费由酒店支付；
If the item need to return or exchange due to supplier’s problem，the delivery fee occurred should be discussed with supplier；if the item need to return or exchange due to user department problem，the delivery fee should be burdened by Hotel;
6.3 如果需要退货，采购专人须登陆账户，选取该项商品“申请退款”填写物流信息，收到退款当天，应将该退款登记在资金日报中。
If the item needs to return，the appointed person should log on the account and do the “Return Application” of this item. Once the refund received，it should be record in the Cash Float Report.
7. 售后服务
After Sales Service
采购物品由本地维保商进行售后服务，由使用部门负责联系有关服务；采购物品由网购平台或供应商负责售后，由采购专人负责联系供应商售后。
If the online supplier is responsible for the after-sales service of items purchased，purchaser will be in charge of after sales；local maintenance provider is responsible for the after-sales service，user department will be in charge of after sales.
8. 活动促销
Promotions & Events
为保证可以以优惠价格购买到优质物品，采购专人应不时对各网络平台上各类促销信息（如：双十一、电器节、家装节等）进行关注，并将筛选后有用信息提前告知有关部门，以便提前下单。
To ensure a preferential price to purchase items，designated person should give attention to online promotions (like：“Double 11”，“Appliances Day”，“Building Materials Festival”，and inform related department of useful information in advance.
9. 采购部在每月10日将上月《网络采购汇总》导出，交至财务部。网络采购金额比例应占酒店总采购量5%。该项考核将纳入各酒店核心指标考核当中。
On each 10th，purchase department should download the “E-purchase Summary” of last month for submission to Finance Department. The amount of e-purchase should make up 5% of hotel general purchase. This target will be brought into Hotel KPI review.

Verified by:
审核:

______________________
Director of Finance 财务总监

Approved by:
批准:

Vice President 副总裁

Approved by：
批准

President 总裁