Stakeholder Guide — Restaurant & Food & Beverage
Audience: Non-technical F&B leadership (Executive Chef, F&B Manager, Steward, Storekeeper, Accounts Payable)
Purpose: Plain-language view of purchasing, vendor orders, inventory, and invoice matching
Language: Plain English — no code, no database terms
1. What This Package Does for You
Today, F&B purchasing may run on phone calls, emails, and paper invoices, with orders approved verbally and invoices paid without checking against what was actually delivered. This package gives every order one record — from the chef's list to approval, to vendor split, to delivery, to invoice match — so you only pay for what you ordered and received.
2. What Changes Day-to-Day
| Today | With the platform |
|---|---|
| Chef calls or emails a vendor; order approved by word of mouth | Requisition is built online with line items, quantities, and cost center; routed for approval by amount |
| Invoice arrives; accounts pays it without checking delivery | Three-way match: the invoice is checked against the purchase order and the goods receipt before payment |
| Stock runs out and no one notices until service | Inventory levels are tracked; low stock triggers a new order |
| No idea which vendor is cheapest for the week's basket | The system suggests the lowest-cost split across your approved vendors; you decide |
3. Features You Will Use
- Requisition assembly: Build a weekly or event-based order with line items (produce, dairy, dry goods, amenities), quantities, and your cost center (kitchen, bar, banquet, room service).
- Approval routing: Orders above your set limit need named approvers (for example, executive chef + finance controller). Every approval is recorded.
- Vendor basket split: The system compares your approved vendors on price, stock, and quantity and suggests the lowest-cost way to split the order. You review and confirm — the system never orders on your behalf.
- Purchase order sent to accounting: Approved orders go to your accounting software as purchase orders; the PO number comes back and is stored.
- Goods receipt & three-way match: When delivery arrives, the storekeeper logs it. The invoice is matched to the order and the delivery before payment is released.
- Inventory tracking: Stock levels are tracked per item; low stock prompts a new requisition.
4. Who Does What
| Role | Responsibility |
|---|---|
| Executive chef / steward | Builds requisitions, reviews vendor split |
| F&B manager | Approves orders above the limit |
| Finance controller | Second approver for high-value orders; sees cost-center spend |
| Storekeeper | Logs goods received; reports discrepancies |
| Accounts payable | Releases payment only after three-way match |
5. What You Keep
- Your accounting software (for example, ERPNext) remains the fiscal system of record for tax and the general ledger. Our platform sends purchase orders and payment proofs to it; your accounting software owns the invoice and payment.
- Your vendors and ordering relationships stay the same; the platform adds approval, matching, and proof.
6. What You Must Confirm
- Your order-approval limits (who can approve, and above what amount a second person is needed)
- Your approved vendor list
- Your cost centers (kitchen, bar, banquet, room service, etc.)
- Your par levels (minimum stock) for key items
7. What We Honestly Do Not Promise
- We do not place orders without your confirmation; the system suggests, you decide.
- We do not promise a specific percentage saving on food costs until we measure your baseline.
- If your accounting software is unavailable, the platform stops and tells you — it never invents a fake purchase order or a fake "matched" invoice.