Supplier ordering and stock control in bars and pubs involves manually checking inventory levels, contacting multiple suppliers for quotes, comparing prices, and reconciling deliveries against invoices.
Automation monitors stock levels continuously, selects the best supplier based on pricing and availability, and automatically matches incoming deliveries to orders and invoices. The result is faster ordering, fewer errors, and real-time inventory visibility.
The full workflow, from trigger to completion.
The automation monitors inventory in the POS or spreadsheet daily. When any item drops to or below its reorder point, the workflow is triggered.
The automation pulls current stock levels, reorder quantities, and supplier pricing rules and the POS system.
The automation evaluates all active suppliers based on price, availability, delivery time, and order history, then selects the best match for each item.
The automation creates a structured purchase order with item codes, quantities, and delivery instructions, then sends it via email to the selected supplier.
Order details, supplier, date, and expected delivery are automatically recorded for visibility and audit.
A notification is posted confirming the order has been placed, with supplier, items, and expected delivery date.
When the delivery arrives and is logged, the automation compares the packing slip against the purchase order, flags discrepancies, and matches the supplier invoice to the order.
The verified invoice is automatically created, linked to the purchase order, and marked ready for payment.
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