Procurement

Buy, move, count and value stock across your warehouse, central kitchen and outlets.

The Procurement module is how your team buys, moves, counts and values stock — from raising a requisition through receiving goods to reconciling a physical count. It spans your warehouse, central kitchen and outlets, keeps a live costed picture of what you have everywhere, tracks expiry dates on perishable stock, and gives the central kitchen its own production console.

New to the terms here? Start with the Glossary — it defines everything used across the module (PR, PO, GRN, par level, lots, indents and more).

What you see depends on who you are

• Owners and managers get the desktop console — a sidebar with everything grouped under Home, Orders, Stock & vendors and Admin, plus a universal search: press Ctrl K (or Cmd K on a Mac) to jump to any page, item, vendor or order.
• Outlet staff get the mobile app — a simple tab bar with Home, Order, Wastage, PRs · GRN and Stock, always scoped to their own outlet.
• Kitchen users (the central-kitchen chef) get their own console — Today, Production orders, Make list, Transfers, Requisitions, Stock, Wastage, Recipes, plus a read-only view of Menu & pricing and Modifiers. Kitchen users never see the procurement tabs, and procurement users never see the kitchen ones.

Tip: guided walkthroughs are built in. Go to Settings → Help and pick a tour to replay its guided walkthrough for your role at any time.

Daily stock work

• Stock dashboard — live on-hand quantities, stock value, expiry badges and low-stock alerts per location.
• Log wastage — write off spoiled, expired, over-prepped or damaged stock with a reason.
• Confirm GRN — receive goods against a purchase order or transfer, capture expiry dates, and post them to stock.
• Stock take — count physical stock and reconcile variances against the system.
• Adjust on-hand stock — override an item’s recorded count with a reason; it’s flagged to the owner as a variance.
• Petty cash — log ad-hoc cash and card spend per outlet and track each outlet’s float.

Ordering

• Purchase requests — how outlets ask for stock and managers approve it.
• Purchase orders — turn approved requests into vendor orders, with owner approval above your spend threshold.
• Send a PO to a vendor — deliver the order by email or WhatsApp, and resend it when needed.
• Transfers & short supplies — move stock between locations and chase anything that arrived short.

Kitchen

• Kitchen production — production orders, the make list, and dispatching finished goods to the warehouse.
• AI recipe builder — draft a recipe from a description or a whole recipe sheet, and see what it costs to make.
• Menu & pricing — the chef proposes, the owner approves and prices.

Powered by Basanti

Basanti is the built-in AI helper across the module — she sets up your masters, reads your recipe sheets, and answers questions from your live numbers.

• Bulk onboarding — upload invoices, rate cards and spreadsheets; Basanti drafts the records for you to review and save.
• Oye Basanti — ask plain-language questions and get answers straight from your live data.

Admin

• People & departments — add users, assign roles and locations, and organise items by department.
• Expiry tracking — shelf lives, use-first cues, the dispose queue and the daily attestation.
• Units of measure — each item’s base unit and an optional friendlier display unit.
• WhatsApp setup — connect your business number so POs and alerts reach vendors and groups.
• Notifications — reminders and items needing attention from the bell inbox and activity feed.

How stock flows

1. An outlet raises a Purchase Request (PR) for what it needs.
2. An approved PR becomes a Purchase Order (PO) to a vendor. If the order value is at or above your PO approval threshold (set in Settings), it waits for the owner’s sign-off before it goes anywhere.
3. The PO is sent to the vendor by email or WhatsApp — no more phone-call orders.
4. Goods arrive and are received with a Goods Received Note (GRN). Posting the GRN updates stock balances using weighted moving average costing, and captures each perishable item’s expiry date as it comes in.
5. Stock moves between locations via transfers; anything that arrives short raises a short supply note so the warehouse resupplies or closes it out.
6. A stock take periodically reconciles the counted stock against the system, and wastage records anything written off.

Kitchen-made goods take their own path: an outlet’s order reaches the central kitchen as a production order, the kitchen makes it in batches, then dispatches the finished goods to the warehouse — which forwards them to the outlet as a normal transfer. Outlets never receive directly from the kitchen.

Every document is scoped to your business, gets an auto-minted document number, and moves through a defined lifecycle — all detailed in the Glossary.