Restaurants and cafés · Sample scenario
Draft purchase orders for supplies
Based on stock and sales data, a draft order is prepared for items that fall below the minimum level and sent to the supplier after the manager approves.
Problem
Needed items are not ordered on time: some dishes come off the menu in the evening, while other items are overbought and spoil.
How it works today
At the end of the day the chef or storekeeper checks the storeroom, writes a list on paper or in a message, and the manager calls the supplier. Sales trends are not taken into account.
What this scenario changes
POS sales and stock levels are compared every day, items below the minimum level are selected and the need is calculated from recent weeks' usage. AI writes the draft order for the supplier, and it is emailed after the manager approves. Unusual demand or a price change goes to a separate check.
The process step by step
- End-of-day check: Every day after closing
- Stock and sales retrieved: From the POS and inventory system
- Minimum level checked: Is stock below the threshold
- Need calculated: Using average usage over 4 weeks
- Are demand and price normal?: Deviation and price change checked
- Draft order written: Draft email to the supplier
- Manager approval: Check before sending
- Sent to the supplier: By email, logged in the system
Exception path
- Manager checks separately: Confirmed with the supplier
- Draft on hold: Not sent until a decision is made
The role of AI
Turns the calculated list of needs into a clear order email for the supplier and briefly explains unusual changes for the manager.
Human approval and exceptions
Every order is approved by the manager before it goes to the supplier. If demand differs sharply from normal or the price has changed, no draft is prepared: the manager checks it separately.
Frequently asked questions
Can the system place an order without the manager?
Not in this scenario. The system only prepares a draft; it goes to the supplier after the manager approves.
How is the need calculated?
From average usage over recent weeks, current stock and the restaurant's own safety stock rule. The formula is agreed together during the initial audit.
What if the POS does not link recipes?
Then stock levels are used as the basis and sales trends are not considered; a recipe link is recommended for more accurate results.