Restaurant software for suppliers and purchasing: from order to stock receipt

Ordered does not mean delivered

A restaurant may order 20 kg of flour but receive only 12 kg on the first delivery. Adding all 20 kg immediately makes the kitchen’s stock picture wrong. Keep the supplier, expected quantities, received quantities and remaining balance attached to one purchase order.

A supplier reference helps match the delivery to a document. It does not turn the software into an accounting package. An invoice, its tax treatment and its payment status are separate from the operational act of receiving ingredients.

Make the supplier record useful to the team

Use one clear supplier name and keep contact details current. Before ordering, confirm the location, ingredient, fixed stock unit, expected quantity and expected cost. If a supplier sells sacks or cases, convert them to the unit used in inventory before entering quantities.

For example, four 5 kg sacks mean 20 kg when flour is tracked in kilograms. Recording four without converting would understate the delivery fivefold. Keep the delivery document alongside the operational record so differences can be checked.

The purchasing flow in Rendo

Drafting and marking ordered do not increase stock or send an email to the supplier. Receiving creates stock movements. Receipt retries use an operation identifier so the same receipt is not added twice. Cancelling an outstanding order preserves quantities already received.

1. Create or select an active supplier and draft the purchase for one location.
2. Check ingredient quantities and expected costs, then mark the purchase ordered.
3. On delivery, enter only the received lines and their actual quantities and unit costs.
4. Leave the remaining quantities open when the delivery is partial.
5. Check the resulting receipt, stock movements and received total.

Record actual cost without claiming accounting profit

Rendo uses received quantities and actual unit costs to update weighted-average ingredient cost. That helps keep the operational stock estimate closer to recent deliveries. It does not replace an accountant’s inventory valuation, tax calculation or invoice ledger.

Review discrepancies before confirming receipt: missing items, changed prices and a different pack size are common causes of misleading stock. A higher ingredient cost is a reason to inspect a recipe and selling price, not evidence of a guaranteed margin improvement.

Stock & Recipes and Purchasing are separate modules

Stock & Recipes and Purchasing are optional per-location modules on Core, Flow and Pro. Each costs 999 MKD per month. Purchasing requires Stock & Recipes, giving a combined fee of 1,998 MKD per location per month.

Do not assume supplier email automation, invoice payments, accounting integration, batch expiry or automatic inter-location transfers are included. Bring these requirements to the demonstration rather than treating the word ‘purchasing’ as a promise of every back-office feature.