Purchasing

Vendor management, purchase orders, and goods receipt for all hotel departments.

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Streamline procurement across all hotel departments — from raising purchase requests to receiving goods and processing supplier invoices — with full integration into inventory and accounting.

Core Features

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Purchase Orders

Create, approve, and send purchase orders to vendors electronically.

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Vendor Management

Maintain vendor profiles with pricing agreements, lead times, and ratings.

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Request for Quotation

Send RFQs to multiple vendors and compare quotes side by side.

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Goods Receipt

Match deliveries to purchase orders and update inventory automatically.

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Supplier Invoicing

Match supplier invoices to purchase orders with 3-way matching.

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Spend Reports

Track spending by vendor, department, and category for budget control.

How It Works

  1. Set Up Vendors — Add vendor profiles with contact details, payment terms, and product catalogues.
  2. Raise Purchase Requests — Department heads submit purchase requests for approval through workflow.
  3. Send RFQ or PO — Issue requests for quotation or direct purchase orders to approved vendors.
  4. Receive Goods — Goods receipt updates stock levels and creates a receipt record for matching.
  5. Process Invoice — Match supplier invoice against PO and receipt — approve for payment.
  6. Analyse Spending — Review procurement reports by department, vendor, and spend category.

Key Benefits

✓ Centralised procurement control
✓ Multi-department purchase requests
✓ Automated 3-way matching
✓ Vendor price comparison
✓ Integrated with inventory
✓ Budget overspend alerts

Ready to Get Started?

Log in to access the full Purchasing module and start managing your hotel smarter.

Demo login: Username: demo    Password: demo
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Explore Other Modules

Front Desk Reservations Housekeeping Restaurant & POS Accounting HR & Payroll Inventory

Frequently Asked Questions

What is the full purchasing workflow from request to payment?
The process has five stages: a department head raises a purchase request; the relevant manager approves it based on spending thresholds; the purchasing manager converts it to a purchase order and sends it to the supplier; goods are received and matched to the order; the supplier invoice is matched to both the order and goods receipt in a three-way match and approved for payment.
How do we compare prices from multiple suppliers?
The purchasing manager sends a request for quotation to multiple approved suppliers simultaneously. Each supplier submits their price, lead time, and terms. The system displays all responses in a side-by-side comparison table. The manager selects the best offer and converts it to a purchase order with one click.
What spending thresholds can we set for purchase approval?
Approval thresholds are configured per role: department heads approve up to a set limit, the general manager approves higher amounts, and the owner or finance director approves above a top threshold. The system routes each request to the correct approver automatically based on total value and department.
How does three-way matching prevent invoice errors and overpayment?
Three-way matching compares the purchase order, the goods receipt, and the supplier invoice. If all three match within a configured tolerance, the invoice is approved for payment automatically. Any discrepancy in quantity or price flags the invoice for manual review before payment is released, preventing payment for goods not received or at incorrect prices.
Can we track the purchasing budget for each department?
Yes. Each department has a configurable purchasing budget for the period. When a request is submitted the system checks the remaining budget and alerts the approver if the request would exceed it. Actual spend versus budget reports are available by department at any time.
How do we handle recurring purchases like weekly food deliveries?
Recurring orders are managed as blanket purchase agreements that set agreed unit prices and total volume for a period. Individual delivery orders are raised against the blanket agreement as needed. The system tracks how much of the contracted volume has been consumed and alerts when it approaches the limit.
Can we set up approved supplier lists for each product category?
Yes. Suppliers are tagged by the categories of goods they supply. When a purchase request is raised for a category the system suggests only the approved suppliers. This prevents unauthorised suppliers from being used and enforces preferred supplier agreements negotiated by management.
What supplier performance metrics does the system track?
The system tracks on-time delivery rate, fill rate, invoice accuracy rate, return rate for quality issues, and average lead time per supplier. These metrics appear on the supplier profile and in a performance report, helping management decide which suppliers to retain, renegotiate with, or replace at contract renewal.