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DataRestro

Purchasing

Purchase orders, deliveries and supplier returns

Raise an order when stock runs low, receive what arrived, and send back what was wrong. The price you paid on each delivery feeds the cost of every dish that uses it.

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A delivery received in part. What arrived goes into stock at the price on the order; the rest stays open for the next delivery. Sample data.

PO-0029 · Chicken mince · receiving

Illustrative data
OrderedReceived

8 of 10 kg arrived. The PO stays partially received until the rest comes, or is closed short.

On hand

5.2 kg @ Rs 580

Received

8 kg @ Rs 620

New average

Rs 604.24/kg

(5.2 × 580 + 8 × 620) ÷ 13.2 = 604.24

Where it works: Storage

Walk the whole restaurant

Reordering from low stock

Ingredients below their minimum are grouped by supplier, with suggested quantities to bring stock back up. One tap turns a group into a draft purchase order.

  1. 1Drafts become orders only when you mark them sent.
  2. 2Order numbers run in sequence for each restaurant.
  3. 3Expected delivery dates on every order.

Stock vs minimum

Illustrative data
  • Chicken mince3.1 kg · below min
  • Maida flour18.5 kg
  • Tomato achar1.4 L · below min
  • Basmati rice34 kg
  • Milk12 L
  • Ghee2.2 L

Minimum quantity, set per ingredient

Purchase order · draft

PO-0031

Sample supplier

Deliver tomorrow · 09:00 · Thamel

  • Chicken mince10 kg
  • Tomato achar4 L
Raised by Anil K.Send PO

Quantities are entered by the buyer today. Suggested order quantities from par levels are on the roadmap.

Receiving a delivery

Count the delivery in. If only part of it arrived, the order stays open for the rest. Stock changes when goods are received, not when the order is raised, and each receipt updates the ingredient’s weighted-average cost and price history.

Only one person can receive a delivery at a time, so it can’t be counted twice.

PO-0029 · Chicken mince · receiving

Illustrative data
OrderedReceived

8 of 10 kg arrived. The PO stays partially received until the rest comes, or is closed short.

On hand

5.2 kg @ Rs 580

Received

8 kg @ Rs 620

New average

Rs 604.24/kg

(5.2 × 580 + 8 × 620) ÷ 13.2 = 604.24

Returns to suppliers

Record a return with a reason and the supplier’s reference. The stock is removed (never below zero) and the credit due is valued at the price you paid, so you can check the supplier’s credit note line by line.

Waste log · this week

Illustrative data
Example waste records
WhenIngredientReasonCost
Tue 22:10Chicken mince · 0.6 kgExpiredRs 372
Tue 15:30Momo wrappers · 40 pcPreparation wasteRs 96
Mon 21:45Milk · 2 LSpoilageRs 240
Mon 12:05Sekuwa skewers · 3 pcDamagedRs 210
Written off, with a reason for every lineRs 918

How it connects

How purchasing connects to stock and cost

Purchasing writes to the same stock ledger the POS deducts from, so food cost reflects the latest delivery you received.

Purchasing

Holds suppliers, purchase orders, receipts, returns and the price history of every ingredient.

What purchasing does today

Partial means it works now, with the limit stated next to it.

Available
Available
Partial
Partial
Planned
Planned

  • Suppliers

    Available

    Contacts, phone, email and address per supplier.

  • Purchase orders

    Available

    Draft → ordered → partially received → received, or cancelled.

  • Partial receiving

    Available

    Receive any part of any line; the remainder stays open.

  • Weighted-average cost

    Available

    Recomputed on every receipt from the price actually paid.

  • Price history

    Available

    Every receipt and manual cost change, with supplier and reference.

  • Supplier returns

    Available

    Stock out with a reason; credit due valued at cost.

  • Reorder suggestions

    Available

    Below-minimum ingredients grouped by supplier into a draft PO.

  • Supplier credit ledger

    Planned

    Running balance of credits owed per supplier.

  • Purchase invoices

    Planned

    Attach and match the supplier’s invoice to a receipt.

  • Emailing POs to suppliers

    Planned

    Send the order from the system.

  • Par levels

    Planned

    Order-up-to quantities per ingredient.

Purchasing questions

What if the supplier delivers less than we ordered?
Receive what arrived. The order moves to partially received and the rest stays open for the next delivery, or you cancel what will not come.
Does receiving change our food cost?
Yes. Each receipt recomputes the ingredient’s weighted-average cost from what was already on the shelf and what just arrived, and every dish using it re-costs from there.
Can we track what a supplier owes us after a return?
Each return states the credit due, valued at what you paid, and is kept in the audit log. A running per-supplier credit balance is on the roadmap.

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