About Viya:

Viya is the UAE’s leading golf and hospitality management group, operating a portfolio of championship golf courses, award-winning restaurants, premium leisure and recreation facilities, innovative entertainment concepts, and digital platforms. Since launching Emirates Golf Club in 1988, the region’s first all-grass course, the group has expanded to include Dubai Creek Golf & Yacht Club, Jumeirah Golf Estates, Yas Links Abu Dhabi, Saadiyat Beach Golf Club, Yas Acres Golf & Country Club, Topgolf Dubai, Tiger Strikes, and recreation brands such as Viya Fit and Viya Padel.

As part of wasl Hospitality & Leisure, Viya is recognised as a guardian of golfing heritage and a leader in modern hospitality. Its operations are underpinned by the Viya App, a loyalty-driven platform that integrates bookings, rewards, and spendable benefits across the portfolio. Dedicated to innovation, sustainability, and excellence, Viya connects communities to extraordinary experiences and continues to shape Dubai and the UAE as global destinations for sport, leisure, and lifestyle.

1.   INTRODUCTION

1.1. The Logistics department at Viya manages the function of Stores for Yas Links Abu Dhabi, Saadiyat Beach Golf Club and Yas Acres Golf and Country Club. The department has a special significance in the identification of the materials, their handling, proper storage, issues and periodic inventory. The responsibility for the efficient operation of the Stores lies with this department.

2.   SCOPE

This SOP covers all aspects of receipts, storage, issues, handling, and status reports as well as safety and security requirements for: -

1. Food raw material as per HACCP standards
2. Beverage stocks (alcoholic and non-alcoholic)
3. General Stores (Stationery and consumables)
4. Golf Course Maintenance

3.   PROCEDURES

3.1. STORE TIMINGS

Stores Hours                 :         9am to 6pm or 8am to 5pm

Receiving Hours             :         9am to 6pm or 8am to 5pm

Issuing Hours                :         10 am to 1 pm

3. 2. STORAGE PROCESS & ACCESS CONTROL
      1. Only authorized persons shall have access to the Store House.
      2. Stores shall not be kept open unattended during working hours.
      3. All materials will be received at the stores and person / department concerned will be notified promptly on receipt.
      4. All materials should be stacked properly.
      5. All materials will be issued on First-in-First-out (FIFO) basis.
      6. All materials approved after inspection shall be stored in the designated locations. Hazardous materials are to be stored separately.
      7. All materials rejected/expired shall be kept at a designated place and arrangements for their disposal made on the advice of concerned official.

1. 1. 8. A Goods Outward note pass should be made for return materials and will be verified and approved by the authorized persons, and as HACCP guidelines, also in Food Watch, which is a DM portal.

1. RECEIVING & INSPECTION

All consumables and goods used for sales & production are essentially received by Stores department. In some cases, due to nature of goods, user department directly receives the products and Stores is informed on the same, such as Kitchen Equipment, operating equipment, Furniture and items of like nature.

Stores Personnel shall receive materials after ensuring the following.

1. Materials shall be received on working days and during Viya working hours only.
2. Supplier’s Delivery note/ Invoice must bear the Receiving stamp.
3. Supplier’s Delivery note/ Invoice must bear the reference of purchase order.
4. Acknowledgement of receipt of consignment stock is subject to final check and approval.
5. 100% verification / weighing to be done in respect of Chilled/Fresh/frozen materials

• 1. Various Food raw material are received as follows:
  2. Chilled Food        = Below 50C
  3. Frozen Food        = -120C or below
  4. Dry Goods           = 210C

6. Expiry (in general):

Dry Goods                     : 6 months shelf life.

Frozen Meats                 : 6 months shelf life, and subject to approval of Chef.

  Minimum stock validity: 6 months

Chilled Meats                 : 1 month shelf life, and subject to approval of Chef.

  Minimum stock validity: 1 month

Beverage goods             : Soft drinks 6 months shelf life

: Low sugar products at 2 months of shelf life.

Fresh Juices/Milk            : Shelf life of 2 days.          

7. All receiving’s are entered in DM portal as given access to Stores, as per DM regulations.

All F&B items accepted by DG are as per standards advised in the HACCP manual.

2. ISSUES/ STOCK TRANSFER OF MATERIALS FROM THE STORE
   1. Issuance of materials from Stores is based on the approved requests received from department.
   2.    The requests are generated from ERP system maintained by DG.
   3. The request from department is to be approved by their Head of Department (HOD) or by their designate.
   4. The delivery note issued by the Stores to the department will be signed by the issuer and the receiver.
   5. For all materials issued to out stations, proper issue vouchers are maintained by Stores.
   6. FIFO system is followed by Stores while issuing the materials.
   7. Stock transfers between stores within the club or between clubs shall be made using MIGO. Such transfers must be approved in SAP by Head of Stores. Issuing and receiving process remains the same as under:

1. 1. 1. 1. 1. MB21 Create reservation
            2. Approval by HOD
            3. MIGO allows transfers

1. 8. ONLY FOR GOLF COURSE MAINTANENACE STORES ISSUANCES.
      1. The usual method of issuing is by logging in the materials to issuance from Store. Requisition Form (see Appendix “A"), with the name of the intender and counter signed by the Storekeeper, which has to be sign by the intender.
      2. On daily basis, Storekeeper will then reviews and issue the same into the system (SAP).
      3. Material Slip to be printed in the system (SAP) and submit to Head of Department for signature.
      4. Filing of signed Material Slip for record keeping.
      5. This should, however, be allowed only in exceptional cases. The responsibility to indent for material should be specifically delegated to officers.
      6. Only items taken from Store/s shall be issued.
      7. For every issue of stock, GCM HOD will sign for approval and individuals irrespective of the appointment shall be taken.

6.   REPORTS

Near expiry/Slow moving report is circulated periodically

3. STOCK VERIFICATION

Physical Stock Taking is the process of counting, weighing, measuring, etc. of all the items in the stock and recording the results of such an exercise.

The objective of stock taking is as follows:-

1. It is a business necessity.
2. To verify the accuracy of the stock records.
3. To disclose the possibility of fraud, theft, loss etc.
4. To reveal any weakness in the overall storage system, so as to make improvements.
5. To enable better control of inventories.

8.0        Delivery of club Gallon Water Scope

8.1        This procedure is a mandatory document and shall be implemented by the Head of GCM to employees for instructions on Gallon water delivery and/or other GCM items.

9.0        Procedure

9.1        Prior to the delivering of Oasis water to the GCM offices our water supplier will be informed that delivery of such items can only occur between the operational timings of 5AM to 5 PM (Monday through Saturday) & 5 AM to 1 PM (weekends).

9.2        Upon the delivery of these items a GCM employee will be responsible for cross verifying and counting the items to ensure that all items received are in our possession.

9.3        When the initial verification between GCM employee and supplier is finished, our GCM employee will contact the Security Control Room for third party verification and signature of the document/s. 

9.4        The GCM employee will only allow the supplier to drop-off our items when the supplier removes the empty water containers from the store room. Removing empty containers will allow us to fully utilize our space efficiently and minimize risk of pilferage.

9.5        When the delivery occurs on the weekend, all the verification of documents will be done by security and the Irrigation Foreman, Mohammed Wahid            (+971 56 4168744)

9.6        If any variance occurs during the month end reconciliation, the GCM will be charged accordingly by Cost Control.

10. Records                                 

A summary of the key documents associated with the operation of this procedure is shown in the table below:

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Viya is proud to have a thriving, multicultural workforce representing over 80 nationalities, including both Emiratis and expatriates, who bring diverse perspectives, skills, and experiences to our organisation. Our people are at the heart of everything we do, and we foster a culture built on teamwork, passion, and excellence, where every individual is encouraged to grow and contribute to our shared success.