Procurement
Stop paying for deliveries you never checked.
Every purchase in your hotel follows the same path: requested by a department, approved by the right person, received against the order and paid only when the bill matches.
- PR-0318 · Kitchen · vegetablesNeeds GM approval
- PO-0142 · Fresh Farms LtdApproved, sent
- PO-0139 · Linen supplierReceived 40 of 50
- Bill · PO-0139Matched to 40 received
- RFQ-0027 · 3 suppliers · cleaning stock2 quotes in
Illustration with sample data
What procurement covers
Control without slowing the kitchen down.
Department requests
Kitchen, bar, housekeeping and maintenance raise requests from their own list of items, with quantities and the date they need them.
Approval rules
Set who approves what by department and amount. Approvers see the item and its price history before they decide.
Supplier quotes
Ask several suppliers for prices at once, compare them side by side and convert the best one into an order.
Purchase orders
Send orders to suppliers by email or as a PDF, with your terms, delivery date and the store it should go to.
Receiving
The storekeeper records what actually arrived, including part deliveries and returns, straight into the right store.
Bills and three-way match
Supplier bills are checked against the order and the delivery. Only matched bills move to payment.
Connected to the back office
One purchase, followed to the end.
Stock runs low
A reorder level or a department request starts the purchase.
Approved and ordered
The right manager approves and the order goes to the supplier.
Received into store
Stock levels and stock value update the moment goods are received.
Bill posted and paid
The matched bill goes to payables in accounting, ready for the next payment run.
Procurement questions
Questions about procurement
Who can request and approve purchases?
Any department head can raise a purchase request. You decide who approves, for example the head chef up to one amount, the general manager above it and the owner for anything larger.
What is three-way matching?
It means a supplier bill is only paid once it agrees with both the purchase order and what the storekeeper actually received. Short or damaged deliveries are caught before you pay for them.
Can we compare quotes from several suppliers?
Yes. Send one request for quotation to several suppliers, record their prices and pick the best one. Past prices for each item stay on record.