SUPPLY CHAIN AND FOOD PURCHASING PROCESS OF PURCHASING DEPARTMENT AT PREMIER VILLAGE DA NANG RESORT

UNIVERSITY OF ECONOMICS – DA NANG UNIVERSITY DEPARTMENT OF BUSINESS ADMINISTRATION -  - SUPPLY CHAIN PROJECT SUPPLY CHAIN AND FOOD PURCHASING PROCESS OF PURCHASING DEPARTMENT AT PREMIER VILLAGE DA NANG RESORT Lecturer name: Tran Dinh Long Student name: Phan Thi Thu Ngan Class: 45K25.1 Student ID: 191121325120 Project implementation unit: SUNRISE Premier Village Resort Limited Liability Company Da Nang, August 2022 Phan Thi Thu Ngan – 45K25.1 THANKSFULLY In order to complete this course as well as this report, I would like to thank all the officers and employees of SUNRISE Luxury Resort Villas Co., Ltd for creating the most favorable conditions , as well as enthusiastically teaching and helping me from the very first day I entered the business training environment I would like to express my deep gratitude to the brothers and sisters in the procurement department and the brothers and sisters in the company who accepted me into the unit, as well as directly and indirectly guided enthusiastically and thoughtfully in practical knowledge reality that I have not encountered in the lecture hall, creating conditions for me to have more practical contact with the operating processes of businesses and industries I would like to sincerely thank Mr Tran Dinh Long for guiding me through each discussion and helping me to add the missing knowledge and expertise to best complete my internship report Without her guidance and teachings, this lesson of mine would be very difficult to complete In the process of studying and making reports, mistakes and omissions are inevitable, hope that teachers and all employees of the company understand and sympathize, guide and help me so that I can have more experience for you later work Looking forward to the encouragement and suggestions from teachers and brothers Finally, I would like to wish you good health and success in your teaching path Wishing all employees of the company good health and effective work Wish SUNRISE Luxury Resort Villas Co., Ltd will be more successful in the future Thank you sincerely Phan Thi Thu Ngan – 45K25.1 CONTENTS LIST OF SIGNS & MEANING LIST OF FIGURES I Company information General information History of formation and development Core values Organizational chart The business field of the enterprise .9 5.1 Accommodation service 10 5.2 Food and Beverage service 10 5.3 Another service .13 Customers 14 Profit and Loss Statement 14 Giới thiệu vị trí kiến tập nhiệm vụ TTS mua sắm 15 8.1 Introdution .15 8.2 Internship mission 15 II Overview of ST25 rice supply chain at Premier Village Danang 15 Supply chain graph 15 Components of the PVDR supply chain 16 1.1 Manufacture 16 1.2 Viet Hai Private Enterprise 16 1.3 Thang Long Goods Supply Company Limited - Da Nang Branch 17 1.4 Premier Village Danang Resort .18 1.5 Customers .19 The movement of flows .19 1.6 Material (Product) flow 19 1.7 Information flow .20 1.8 Financial flow 21 III In-depth research process 22 Introductions of PVDR resort's domestic food procurement process 22 Phan Thi Thu Ngan – 45K25.1 Stages in the process of purchasing food items 23 IV Summary of practical lessons .29 Reality experience .29 2.1 Find new supplier and contact for price offers 29 2.2 Receiving and inspection of goods 30 2.3 Import and export Beverage Inventory 31 2.4 Inventory check at the end of the month 32 2.5 Access to MC Software 32 2.6 Building a good relationship with PVDR personnel 32 Lessons learned 33 Evaluate the level of completion of the set goals .33 REFERENCES 37 CONCLUSION .38 COMMENTS OF THE SUPERVISOR AT THE INTERNATIONAL UNIT 39 Phan Thi Thu Ngan – 45K25.1 LIST OF SIGNS & MEANING Signs Meaning PVDR Premier Village Danang Resort PO Purchase Order PR Purchase Request POR Purchase Order Receiving TLS Thang Long Goods Supply Company Limited SSC Sun Supply Chain MC Materials Control software Phan Thi Thu Ngan – 45K25.1 LIST OF FIGURES Figure Logo of Premier Village Danang Resort Figure Organization chart at Premier Village Danang Resort (Source: Premier Village Danang Human Resources Department) Figure Inside a PVDR resort villa 10 Figure Ca Chuon Co Restaurant 11 Figure Lemon Grass Restaurant 12 Figure Nautica Beach Club 13 Figure Another service at PVDR .14 Figure ST25 rice supply chain graph 15 Figure Delivery transport of Viet Hai Private Enterprise 17 Hình 10 PO and bill of Viet Hai Private Enterprise 18 Figure 11 Picture of ST25 rice at Receiving hall 19 Figure 12 The movement of material flow 19 Figure 13 The movement of information flow 20 Figure 14 The movement of financial flow 21 Figure 15 The process of buying domestic food at PVDR 22 Figure 16 Purchase Request 24 Figure 17 Home screen of Oracle Hospitality Materials Control 24 Figure 18 Example of Purchase Order 26 Figure 19 Purchase Order Receiving 28 Figure 20 Dept PO for Chau Cam Ky supplier .29 Figure 21 Price offer from Phong Vu supplier 30 Figure 22 Receiving gas at Nautica Beach Club gas depot 31 Figure 23 Stock Card at Beverage inventory 32 Phan Thi Thu Ngan – 45K25.1 I Company information General information Figure Logo of Premier Village Danang Resort Company name: SUNRISE Luxury Resort Villas Co., Ltd Short name: Premier Village Resort Address: 99 Vo Nguyen Giap, Bac My An, Ngu Hanh Son, Da Nang Tax code: 0401682254 Legal representative: Nguyen Thi Thanh Truc Website: https://premier-village-danang.com/vi/ Email: H9530@accor.com Premier Village Danang Resort – Managed by Accor, is the leading international-class resort in Vietnam It enjoys a lot of advantages in beach, sightseeing, family fun providing luxurious accommodation with outdoor infinity pool and private beach area located in the heart of Da Nang city The resort has 111 pool villas with garden views, with private access to the sea or facing the sea Each villa from to bedrooms is modernly furnished and has a separate swimming pool History of formation and development Premier Village Danang Resort officially operated on June 10, 2015 After years since its official operation, Premier Village Resort has really achieved a lot of success and is growing more and more It can be seen that the name of this resort is at the top of the most luxurious 5-star resorts in Da Nang today Phan Thi Thu Ngan – 45K25.1 Core values “Quality”, “Class”, “Difference” are the core values that Sun Group has put on top throughout the journey of formation and development Organization chart Directly managed by Accor (the third largest resort business group in the world), PVDR's organizational structure is created according to Accor's template and general rules Figure Organization chart at Premier Village Danang Resort (Source: Premier Village Danang Human Resources Department) The General Manager who is fully responsible for all aspects related to the development and growth of a Resort has the following powers and duties: - Directly develop and design programs, plans, and business strategies periodically over time for the Resort (Week/month/quarter/year) - Take full responsibility for the resort's profit and loss issues, marketing and advertising strategies, business, and budget management of the Resort - Supervising, managing and tracking all activities and working results of departments and divisions, in order to ensure the smooth operation of the Resort Phan Thi Thu Ngan – 45K25.1 - Receive and closely follow the business situation of the Resort - Develop standards for service quality provided Design specific programs to train, guide and improve the service quality of the Resort Accounting department: The role of this department is to control resort financial fluctuations, assist the board of directors in optimizing costs, managing risks as well as planning business strategies Specific tasks include invoicing customers, tracking and consolidating accounts receivable, reconciling accounts, processing accounts payable, consolidating multiple jointly owned units, budgeting, etc periodic financial statements as well as financial analysis In addition, the finance - accounting department also assists in sourcing capital, monitoring and managing revenue and expenditure of the Resort From there, it helps Resort managers understand business activities and make timely adjustments Procurement department: In fact, the Resort's shopping room belongs to the Accounting department, which has the function of sourcing goods, purchasing all items for the Resort with the best price and quality Procurement department duties include: - Search for potential supplier information - Manage project orders, export POs to suppliers and store them on the system - Quality control of incoming goods - Develop relationships with suppliers - Organize and manage inventory - Handle accounting documents and procedures related to each order, communicate with accounting department to complete payment procedures Administration - Human Resources Department: Responsible for acquiring, using, training and developing human resources of the Resort The role of the human resources department is also involved in creating a fair and objective internal system that promotes transparency and openness in organizational communication The HR department also acts as a progressive voice in the overall system and strives to ensure competitiveness between other departments and employees within the department Phan Thi Thu Ngan – 45K25.1 The business field of the enterprise Currently, PVDR's business activities include: - Business accommodation services - Catering business - Additional services such as: spa, gym, conference organization, outdoor wedding party, taxi call for guests, 5.1 Accommodation service Figure Inside a PVDR resort villa This is the most basic activity of the resort that dominates other activities in the Resort, accounting for the largest proportion of PVDR's total revenue With a resort model designed and built in a modern and luxurious manner along with the space overlooking the My Khe beach, it has attracted the attention of domestic and foreign customers In addition, in addition to facilities, PVDR's staff is also well-trained, with a cheerful and comfortable working spirit, so they always bring customers a great experience when staying here For example, the slogan “Hello!” Every time we meet with staff or customers, we leave a deep impression on customers using the service, which is always a highly appreciated point when customers leave reviews on social networking sites Phan Thi Thu Ngan – 45K25.1 10 the following criteria: quality comparison, product parameters, price level, expected delivery time, Suppliers that often supply goods for the Resort include: Mega MM, Anh Yen, Dat Phu Nguyen, Asia Fine Food, Tu Anh Thu, Hien Lien, Van Long Tuyet, An Nam, Dai Tan Viet, Gia Truong Phuc Da Thanh, Chau Cam Ky, ATLAS, Classic Fine Food, Viet Hai, Hieu Nha, Xuong Huong, Hoai Giang Xanh, Genki, Dac Vinh, Nguyen Uyen Bao, Next, after receiving information from TLS about university and SUPPLIERS information, the procurement department will make a PO and submit it to the competent authorities for approval, and make PO on MC software according to the PO code suitable if the PO has been approved Phan Thi Thu Ngan – 45K25.1 25 Figure 18 Example of Purchase Order Stage 3: Make an order (Send PO) Once the PO has been approved, the procurement department sends the PO directly to the SUPPLIERS to make the purchase In this step: For food universities, the procurement department sends the PO to the SUPPLIERS and also sends the information to Sungroup's supply department - TLS for tracking (cc Email) Procurement department based on the information on the PO along with the order list (Order List) to track project orders and update the progress if there are any changes (For example, the supplier reports no enough goods to supply, only 50% of the goods will be delivered in advance on the previously negotiated estimated delivery date, the rest will be compensated after SUPPLIERS has enough goods) Phan Thi Thu Ngan – 45K25.1 26 For orders that need to be advanced under the contract: PVDR advances to SUPPLIERS according to the agreed contract For universities that not need to make an advance: Skip to step of the process Stage 4: Receiving and inspection of goods When SUPPLIERS delivers the goods to the Resort, the procurement department checks the quantity and quality of goods, packaging specifications for dry food items, and cold storage temperature for frozen items cold, material criteria has been issued and signed to confirm the actual delivery quantity At the same time, contact the representative of F&B, Canteen, or the department that has ordered down at the receiving hall to check the goods, sign and transfer the goods to the food warehouses The fully signed documents must include the signatures of the shipper, the consignee, the ordering department, the purchasing manager and the executive chef  In case the goods meet the requirements: the consignee and the representative of the purchasing department sign the PO to store and sign the delivery record for the supplier  In case of unsatisfactory goods: If the goods are inspected, it is discovered that the goods are damaged, moldy, packed incorrectly, the temperature of the frozen product is too high, the quality is not guaranteed, the goods are close to the expiry date ( more than 2/3 of the time from the date of production), the procurement department makes a record, returns the goods to SUPPLIERS and informs TLS via Email Stage 5: Payment After completing the receipt of goods and fully signing on the PO, the procurement department will combine with the Cost Controller to complete the documents (Including: PO with full signatures of related parties, invoices, etc.) Purchase orders received from suppliers, Purchase Order Receiving) sent to the accounting department to make a general report to send to the company at the beginning of the next month for Thang Long to base on checking and statistical payment data Phan Thi Thu Ngan – 45K25.1 27 Figure 19 Purchase Order Receiving PVDR's accounting department will pay debts to Thang Long, then Thang Long will make payments to suppliers based on the payment commitment between Thang Long and SUPPLIERS Special case (Debt PO supplier): In case there are items that need to be ordered urgently to be processed in time to serve customers during the day, the kitchen department will contact the shopping department to order from the old suppliers, the purchasing department will make a call to the customer Offer to order need urgent delivery, PO debt report and will pay later After the goods are delivered, there will be a document that is the supplier's delivery invoice noted as "Debit PO" In order for the kitchen department not to forget the PO return, the consignee should take a picture of the invoice with the goods to send to the kitchen department to remember to pay the PO After the kitchen department has made a PO to pay the debt, it will be sent to the supplier Usually the items that need to be urgently will be vegetables, fresh meat and seafood Phan Thi Thu Ngan – 45K25.1 28 Figure 20 Dept PO for Chau Cam Ky supplier IV Summary of practical lessons Reality experience 2.1 Find new supplier and contact for price offers Finding a quote is the first job that I was assigned by Mr Phung (the supervisor) after I was introduced to the business and the shopping room, finding a quote is for me to familiarize myself with finding suppliers potential suppliers and compare prices based on supplier selection criteria Phan Thi Thu Ngan – 45K25.1 29 Figure 21 Price offer from Phong Vu supplier 2.2 Receiving and inspection of goods The receipt and inspection of goods is very simple, but also requires the consignee to have good observation ability This is a job that plays an important role in the purchasing process, so the goods must be counted carefully, if the goods have been received but there are errors, the responsibility first belongs to the consignee Before being put into the warehouse, I will count the quantity and quality carefully, sign the PO, then transfer the PO and SUPPLIERS's purchase invoice to the representative of the ordering department to sign, next to The PO also needs to have the signatures of the shipper and the resort's consignee representative Phan Thi Thu Ngan – 45K25.1 30 Figure 22 Receiving gas at Nautica Beach Club gas depot 2.3 Import and export Beverage Inventory Goods including canned water, beer, glass bottle drink, 10L Waterman water, wine after receiving will be put into the warehouse, write the quantity on the Stock Card in the Received column with the correct quantity entered, the total amount the actual amount up to the time of entry in the Balance column When F&B restaurant departments need goods, they will present an Issues Request, I will release the warehouse according to the correct item name and quantity and update it on the Stock Card Phan Thi Thu Ngan – 45K25.1 31 Figure 23 Stock Card at Beverage inventory 2.4 Inventory check at the end of the month PVDR's inventory check plan is carried out monthly, specifically on the last days of the month Each warehouse will be divided by interns, cost controllers, and warehousekeepers to check inventory 2.5 Access to MC Software For a student like me, being able to practice on the business management system (In particular, Materials Control software) is a blessing, because when I practice on MC software, I understand how to operate the system performance of each order, how the system works Based on the instructions of the brothers and sisters in the shopping room, I had access to MC software by: Checking the diary to fill in the notebook, export PO, view POR, view Transfer 2.6 Building a good relationship with PVDR personnel During my internship at PVDR, I have been exposed to many brothers and sisters from different parts of the Resort Especially, after participating in the staff party "Heartists Gathering" and birthday parties of brothers and sisters in the shopping room, Phan Thi Thu Ngan – 45K25.1 32 witnessing the working spirit and interacting with many employees, I feel that I have been forged Practice communication and networking with new people Lessons learned After having practical experience at PVDR, especially as a procurement officer, I have learned the following lessons: i Documents for record keeping are very important, if lost documents can affect the fact that TLS will not accept payments ii When receiving goods, they must be carefully checked, if they accidentally receive a missing item but still sign a full paper to return it to SUPPLIERS, SUPPLIERS will not be compensated for damage after having a confirmation signature from the consignee iii Everything must be communicated via Email, an email can be the basis/proof for any errors later (For example, the shopper emailed the full specifications of the refrigerator but SUPPLIERS still delivered the wrong one) , then the shopper will not receive the goods and can print an email and report it to SUPPLIERS for SUPPLIERS to recover the wrongly delivered goods) Evaluate the level of completion of the set goals Target Completion Cite level KT1 Describe the supply chain Meet - Participating in receiving daily for domestic products of expectations items for the Resort at the the Resort reception hall – Learn the process of purchasing domestic food items at PVDR – Find out the resort's regular shopping list – Find out supplier information to Phan Thi Thu Ngan – 45K25.1 33 complete the supply chain – Ms Loan (Purchasing Manager) answered about ST25 rice supplier KT2 Analyze shopping activities at Resort Meet – Learn about the purchasing expectations process of Sungroup and Premier Village Danang Resort – Looking for new sources of goods, contact for a price list and send it to Mr Phung KT3 Understand the process of Meet – Visiting food warehouse, bottled importing and exporting expectations water storage, cold storage and goods technical warehouse – Support Mr Hoai to arrange the goods in the right position and update the inventory of each item in the warehouse – Participating in checking and exporting warehouses with Mr Hoai KN1 Read and understand documents related to goods Meet expectations – Find out the content of purchase orders (PO), value-added invoices, read sales contracts for items of great value – Issue a value-added invoice to help Ms Thuy in the Accounting department, fill in the payment Phan Thi Thu Ngan – 45K25.1 34 code and payment date of the invoice in the Bank Payment Voucher and payment authorization – Rearrange payment vouchers for the month of July 2022 by checking payment orders one by one, VAT invoices, P/O check, advance request form, delivery receipts and delivery notes, notices price offers from suppliers and Bank Payment Voucher KN2 Proficient in using Excel/Word Meet – Make a contract to repair Buggy expectations and send it to Mr Phung, update the order progress with an Excel file - Manage supplier information on Excel file KN3 Proficient in using the Resort's order management Meet – Mr Phung guides the operations expectations of adding/updating order codes on software the Resort's MC software – Recording the import diary (recording the item name, quantity, supplier name, phone number, business address Date and time of receipt of goods) TĐ1 Build a serious working spirit and be willing to Phan Thi Thu Ngan – 45K25.1 Meet – Take notes of questions to ask the brothers and sisters in the 35 learn and absorb new expectations knowledge shopping room – Join the meeting with Ms An – Financial Controller/General Manager and all members of the procurement department to discuss the work plan for August 2022 TĐ2 Comply with the rules and requirements of the Meet – Join the internship at the unit on expectations time, always wear the uniform and business nametag when going to practice at the company TĐ3 Build a good relationship Meet – Join the Heartists Gathering with the employee at the expectations event with the entire staff of the company Phan Thi Thu Ngan – 45K25.1 Resort 36 REFERENCES Website Premier Village Danang Resort - https://premier-village-danang.com/vi/ Sungroup internal documents – Purchasing process (Code: SSC-QT01) Phan Thi Thu Ngan – 45K25.1 37 CONCLUSION Resort business is a type of business that has been growing strongly, especially at a time when Da Nang's tourism industry is gradually recovering after losses from a prolonged epidemic Today, people's lives are much improved, the demand for tourism, entertainment and relaxation is increasing In order to serve that demand, procurement activities play a very important role in the supply of goods to ensure continuous use for the services in the resort to meet the needs of customers Through my internship at Premier Village Danang Resort, working at a worldclass 5-star resort has brought me many great experiences along with gaining knowledge and skills , useful practical experience, things that I have never experienced in the university classroom This is also the time when I can apply the knowledge skills that I have learned into practice Thanks to the enthusiastic help from Mr Tran Dinh Long, Mr Phung, the intern supervisor, the shopping department and the staff in the internship unit, I was able to catch up with work and work pressure in a timely manner During the internship, due to many surprises and not much previous practical experience, my article may inevitably have shortcomings I look forward to receiving suggestions and comments from the shopping staff and teachers so that I can learn more and improve myself more in the future In general, this report shows what I have experienced in practice along with the experience that I have gained from my internship at Premier Village Danang Resort Finally, I would like to thank SUNRISE Luxury Villas Co., Ltd and colleagues who have helped me a lot during my internship here In particular, I would like to thank Mr Tran Dinh Long for helping me successfully complete the supply chain project report with the topic: "RESEARCH ON THE SUPPLY CHAIN AND FOOD PURCHASE PROCESS OF THE SHOPPING Department AT PREMIER VILLAGE DA NANG RESORT” Phan Thi Thu Ngan – 45K25.1 38 COMMENTS OF THE SUPERVISOR AT THE INTERNATIONAL UNIT Da nang, date month 2022 Confirmation of the business Supervisor Van Phu Phung Phan Thi Thu Ngan – 45K25.1 39 ... Supply Chain MC Materials Control software Phan Thi Thu Ngan – 45K25.1 LIST OF FIGURES Figure Logo of Premier Village Danang Resort Figure Organization chart at Premier Village Danang Resort. .. History of formation and development Premier Village Danang Resort officially operated on June 10, 2015 After years since its official operation, Premier Village Resort has really achieved a lot of. .. organizational structure is created according to Accor's template and general rules Figure Organization chart at Premier Village Danang Resort (Source: Premier Village Danang Human Resources Department)