Supplier ordering at restaurants involves manually checking inventory, identifying shortfalls, compiling order details, and coordinating with suppliers via email. Manual processes create delays, inventory visibility gaps, and frequent follow-up emails that disrupt kitchen operations.
Automation monitors inventory levels continuously, generates and sends orders to suppliers automatically, and updates accounting records in real time. The result is faster replenishment, accurate stock visibility, and reduced manual coordination.
The full workflow, from trigger to completion.
The automation platform monitors inventory levels in Lightspeed Retail POS (X-Series) in real time. When any item drops below its configured par level, the workflow is triggered.
The system retrieves the item name, current quantity, par level, supplier, lead time, and any special handling notes from Lightspeed Retail POS (X-Series) and a linked configuration table.
The automation calculates the order quantity based on par level, current stock, lead time, and historical usage. It also determines the optimal delivery window and flags any items with special handling needs.
The system creates a formatted purchase order with all required details (item codes, quantities, delivery window, special instructions) and sends it directly to the supplier with a read receipt request.
The order details are automatically logged tracking sheet with timestamp, supplier, expected delivery date, and order status set to 'pending'.
A notification is sent to the kitchen manager and receiving staff with the order summary, expected delivery date, and a link to the tracking sheet.
When the delivery arrives and receiving staff confirm receipt or via a simple form, the system automatically updates inventory quantities in Lightspeed Retail POS (X-Series) and marks the order as 'received' in the tracking sheet.
The system creates a bill linked to the purchase order, ready for the manager to review and approve for payment.
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