Purchase orders by vendor and location
Create a PO with the vendor, ship-to location, expected delivery date, PO number and category. Each outlet or central kitchen orders for its own stock.
Restaurant purchase management software, from PO to payment
PosBytz restaurant purchase management software lets you raise purchase orders, receive stock against them and pay vendors from one system. Received goods update inventory automatically, and every purchase, return and payment stays on record for your accounts.
From local cafés to multi-outlet chains
The problem
Buying on WhatsApp and paper costs more than you think
- 01
Orders placed from memory.
The chef messages a supplier, nobody records it, and nobody knows what's on its way.
- 02
Deliveries never checked properly.
Short or wrong deliveries slip through because there's no order to check against.
- 03
Stock and invoices don't match.
Goods arrive, but inventory isn't updated until someone finds time to type it in.
- 04
Returns get forgotten.
Spoiled produce goes in the bin instead of back to the supplier for credit.
Why switch
Why restaurants use purchase management software
- 01
Every order on record
Purchase orders with vendor, delivery date and location, approved before they go out.
- 02
Stock updates as goods arrive
Receiving a PO generates a GRN and adds stock automatically.
- 03
Pay only for what you received
Payments are made against GRNs, and returns go back against the original PO.
How it works
How PosBytz purchase management works
- 1
Raise a purchase order.
Choose the vendor, the delivery location, the expected delivery date and the items, with tax and discounts.
- 2
Get it approved.
Authorised staff approve the PO before it's sent. Download it as a PDF for the supplier.
- 3
Receive the goods.
Record a full or partial delivery, and add expiry dates for each batch.
- 4
GRN generated automatically.
Received quantities are added to stock at that location.
- 5
Pay the vendor.
Payments are recorded against each GRN, and the PO closes once it's fully paid.
- 6
Return what's not right.
Send damaged or expired items back against the original PO, with a reason.
Features
Purchase management features for restaurants
Raise purchase orders
Item-level tax and discounts
Add the buying price, tax components and fixed or percentage discounts on each item. The PO total matches what the supplier will bill.
Approval before ordering
POs are approved by authorised staff before they're placed. No one orders on the company's account without sign-off.
Bulk import of purchase orders
Import many POs at once from a spreadsheet, grouped by reference number. Useful for weekly standing orders or when moving from another system.
PO as PDF
Download any purchase order as a PDF to email or share with the supplier.
Receive stock accurately
Full and partial receiving
Record exactly what arrived. A PO shows as fully or partially received, so short deliveries are visible straight away.
Automatic GRN
When goods are received, PosBytz generates the goods received note (GRN) automatically. Stock at that location goes up without re-typing.
Batch expiry dates
Add an expiry date to each batch as you receive it. PosBytz can then flag near-expiry and expired stock before it reaches a plate.
Alternate units of measure
Buy in cases, stock in pieces. Receive one case of 24 and inventory adds 24 pieces automatically.
Pay vendors and manage returns
Payments against GRNs
Record vendor payments against each GRN. You pay for what actually arrived, and the PO closes once it's fully paid.
Vendor returns against the original PO
Return damaged, expired or wrong items to the vendor from the PO they came on. Choose an approver and a reason, and stock is reduced by the returned quantity.
Vendor records
Keep every vendor in one list and see all their POs, receipts and returns together.
Control and report on purchasing
Purchase order summary report
Filter and export all purchase orders by vendor, location, date or status. See what's pending, received and paid.
Reorder points and automated POs
Set reorder points on ingredients, and PosBytz automates purchase orders when stock runs low.
See inventory managementBuying prices that feed food cost
Every received PO updates the buying price, so recipe and food costing use what you actually paid.
See recipe costingBuilt for your format
Purchase management for every kind of food business
Restaurant & fine dine
Order meat, seafood and produce on POs, and check every delivery against what you ordered.
Quick service
Standing weekly orders for buns, patties and packaging, imported in one go.
Cafe
Buy coffee, milk and syrups by the case and stock them by the unit.
Cloud kitchen
One purchasing flow for ingredients shared across every virtual brand.
Bakery & sweet shop
Track expiry dates on dairy and flour batches as they arrive.
Bars & breweries
Order beverages on POs and return breakages against the delivery they came on.
Multi-outlet & franchise
Each outlet or central kitchen receives into its own stock, with every PO visible centrally.
Works with
Connected to the rest of your restaurant
Inventory Management
Received goods add to stock by location; reorder points trigger purchase orders.
Recipe Costing
Ingredient costs feed the food cost of every dish.
Accounting
Vendor payables, payments and expenses sit in the built-in general ledger.
E-invoicing
ZATCA and GST-ready tax records alongside your purchases.
Zoho Books and QuickBooks
Sync to your external accounting software if you use one.
Reports & analytics
Purchase order summary with filters and export, next to sales and stock reports.
Compare
Purchase management software vs manual purchasing
| Purchase management software vs manual purchasing | WhatsApp, calls and paper | PosBytz purchase management |
|---|---|---|
| Placing orders | Messages and calls, no record | Purchase orders with vendor, location and delivery date |
| Approval | Whoever orders, orders | Approved by authorised staff |
| Checking deliveries | By eye, if at all | Received against the PO, full or partial |
| Updating stock | Typed in later, or never | GRN adds stock automatically |
| Expiry | Found when it's already off | Expiry date recorded per batch |
| Paying suppliers | Against the supplier's invoice | Against the GRN of what arrived |
| Returns | Binned or argued over | Returned against the original PO, with a reason |
FAQ
Restaurant purchase management FAQs
Answer 01
What is restaurant purchase management?
Restaurant purchase management is the process of ordering ingredients and supplies from vendors, receiving them, paying for them and returning what's not right, while keeping stock and accounts accurate.
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