BEHIND the luxury and excellent service of the Xantos Eco Resort lies a small office rarely touched by the glitz of the lobby. It’s the Purchasing Division headquarters, a place where valuable documents are neatly stacked and the phone rings constantly. Siska, a Purchasing Manager with over five years of experience, is the gatekeeper of the hotel’s finances.
She is known for her meticulousness, accuracy, and sharp memory for every supplier, every price, and every item code. However, over the past three months, her meticulousness has been put to the ultimate test.
The problems began with the arrival of a new staff member, Bagas, who was still a novice in administration. Bagas was a brilliant graduate, but he tended to rush and often overlooked small details.
“Siska, this is the invoice from Segar Sentosa Supplier,” Bagas said, placing a sheet of paper on Siska’s desk. “Fruits and vegetables for the kitchen, the prices are correct.”
Siska took the invoice. “Have you checked with the PO, Bagas?” she asked, scanning the numbers on the screen.
“Yes, ma’am. Everything matches,” Bagas replied confidently.
However, something in Siska’s mind felt odd. The total was too high. She opened the order file on her computer and compared it to the invoice. Her eyes narrowed.
“Bagas, the price of avocados here is listed at IDR 25,000 per kilo, but our order says IDR 20,000. And the amounts are different, too. We ordered 50 kilos, they sent 60 kilos, and the invoice listed 60 kilos at the new price. This doesn’t match at all,” Siska explained, her voice patient but firm.
Bagas’s face immediately paled. “Oh my, I wasn’t careful, ma’am. I only looked at the total price.”
“It’s not about the total, Bagas. It’s about trust. If we pay this, suppliers will think we don’t care about details, and they can arbitrarily raise prices or send more than we ordered.”
That incident was the beginning of a series of similar problems. Invoices from suppliers of shampoo, kitchen spices, and even light bulbs were often inaccurate. Siska had to work overtime every night, re-verifying every document that Bagas should have completed.
The climax came one afternoon when the phone on Siska’s desk rang. On the other end was the angry voice of Mr. Rahman, the owner of Abadi Linen Supplier.
“Miss Siska, what’s going on? Our bill from two months ago still hasn’t been paid! I’ve sent it several times, but they say you don’t have the documents.”
Siska’s blood ran cold. “Just a moment, sir. I’ll check.”
She rummaged through the stack of documents. The bill from Mr. Rahman, which should have been submitted to the finance division, was nowhere to be found. Siska called Bagas.
“You handed the bill from Abadi Linen Supplier to me two months ago, right?”
“Yes, ma’am. I’m sure I put it in the stack of documents for Ms. Siska,” Bagas replied, though there was a hint of doubt in his voice.
Siska remembered seeing Bagas stacking the stack of documents on his desk, but somehow, the stack wasn’t as neat as usual. After searching the entire room, they found the bill tucked under a stack of old magazines accidentally tucked away in a corner.
Mr. Rahman finally threatened to stop the linen supply. This forced Siska to confront Mr. Gede, the Resort Manager, who was known for his perfectionism.
“Siska, explain what happened! We almost lost Abadi Linen Supplier, and they’re the best in town. Can’t you handle something as small as this?”
Siska swallowed hard. “I’m sorry, Mr. Gede. This was an administrative error. There was a document missing, and we’ve found it. We’ll process the payment right away.”
“Administrative error? I don’t want to hear excuses! I want a solution! I want a system that prevents stupid mistakes like this from ever happening again!”
Siska left Mr. Gede’s office with heavy shoulders. She knew she had to do something. That night, she didn’t go home. She called the entire staff in her division, including Bagas, for an impromptu meeting.
“We can’t go on like this,” Siska began. “Xantos Eco Resort’s reputation is at stake. We need a better system.”
He explained his plan. First, they would implement strict double verification. Every incoming invoice would have to be checked by two different people. He appointed himself and Bagas as the verification team. Second, he proposed implementing an integrated accounting system.
“I’ve submitted a proposal to Mr. Gede to use a new ERP system. This system will record every purchase order, every receipt of goods, and every invoice digitally. So, there will be no more lost documents or mispricing.”
“But such a system is expensive, Ma’am,” replied a staff member.
“It’s expensive up front, but it will be much more economical in the end. We’ll avoid losses, conflicts with suppliers, and most importantly, we can…”Sleep well,” Siska replied.
She also emphasized the importance of staff training. “Starting tomorrow, I will teach you all how to read POs, invoices, and GRNs correctly. We will learn how to be a meticulous team and not rely on just one person.”
Bagas, who had been listening with his head bowed, finally spoke up. “Ma’am, I apologize for all the trouble I’ve caused. I’m willing to learn whatever it takes.”
Siska smiled. “It’s okay, Bagas. We’re a team. We’ll fix this together.”
Three months later, the atmosphere in Xantos Eco Resort’s Purchasing Division had changed drastically. The new ERP system had been installed. Every document was now neatly recorded in the system. Double verification was running smoothly, and Bagas had transformed into a meticulous employee. Issues of incorrect invoices, missing documents, or discrepancies in quantities had disappeared from their vocabulary.
One day, Mr. Rahman, the owner of Abadi Linen Supplier, came to visit. He smiled warmly at Siska.
“Thank you very much, Ms. Siska. Since you’ve implemented the new system, everything has gone smoothly.” My bills are paid on time, and it’s easier for me to schedule deliveries.”
Siska smiled with relief. “It’s all thanks to the hard work of our team, Mr. Rahman.”
She looked at Bagas, who was busy at his desk. There was pride in her eyes. She realized that administrative issues were no small matter. They were the foundation of a successful business, and with the right solutions, they could rebuild trust, efficiency, and most importantly, a flawless reputation. (*)
