FOODIVAL is well aware of the complexity and diversity of procurement management in the Food & Beverage (F&B) industry. Different types of restaurants may adopt different procurement models, such as direct procurement by restaurants, central procurement, or even a hybrid model, to meet daily operational needs. As such, it is vital for the F&B industry to take the comprehensiveness of a procurement system into account when considering digital transformation. If the system is not comprehensive enough to meet a restaurant’s needs, there is a high chance that employees will be less willing to learn and use the new system which may cause them to revert to the old and familiar way of manual working, or even leave the system idle, ultimately wasting resources invested in digitalization.
Yet, FOODIVAL is designed to tackle the above pain point. With its comprehensive functionalities, FOODIVAL provides a wide range of features that can easily cater to F&B’s daily operations and flexibly adapt to various procurement models. With just one system, restaurants can centralize the procurement and inventory management tasks across different outlets and departments to simplify the entire workflow, reduce human errors and improve work efficiency. This article will introduce the key features of FOODIVAL in terms of central procurement, covering order management, "reconciliation" (verifying documents), supplier management and more - you surely don’t want to miss it!
Centralized Management of Purchase Requisition form Different Outlets
In addition to inventory monitoring, the central procurement department often needs to manage the procurement work by integrating and processing the purchase requisitions (PRs) from different outlets. Without the help of a system, the department has to collect and integrate the orders, including the types and quantities of ingredients required by each outlet, through traditional channels such as emails and WhatsApp manually. If the number of outlets and the types of ingredients grow, the department has to spend considerable time and resources to handle the entire order collection and procurement process, which may eventually lead to placing “wrong orders” to suppliers due to human errors. With FOODIVAL, the central procurement department can replace all the manual processing by system automation. The system can directly receive and automatically integrate the PRs from different outlets. The PRs approved by the central procurement department will be sent to different suppliers via WhatsApp, e-fax or emails seamlessly, reducing human errors. The departments can also modify the PRs based on the inventory levels while the outlets can check the modifications through the system to improve communications between backend and frontline.
Keep Track of Delivery Documents Anytime
FOODIVAL incorporates a document upload function which allows outlets to upload relevant delivery documents, such as delivery notes and product photos, during the good-receiving process. Since all data will be uploaded to FOODIVAL’s back-end system in real-time, the Central Procurement Department can access the information in the system at any time, strengthening its management of the procurement activities and status of different outlets and improving management efficiency.
"Reconciliation" (Verifying Documents)
Unlike the conventional manual operations performed by most restaurants, the Central Procurement Department no longer needs to spend considerable time and resources on collecting procurement-related documents from different outlets and manually verifying all the documents for payment settlement after implementing FOODIVAL. By having direct access to all the necessary documents in the system, the Central Procurement Department can now efficiently review and reconcile the procurement documents across all outlets, including purchase orders, supplier invoices and more, for reconciliation purposes without relying heavily on the outlet managers to provide the information manually and regularly which helps prevent overdue payment due to cumbersome and time-consuming reconciliation process.
Supplier Management
The Central Procurement Department can centralize supplier management through FOODIVAL. Supplier information including but not limited to supplier name, delivery schedule, cut-off time for orders, can be well organized and recorded in the system to strengthen supplier management. Moreover, the Central Procurement Department can collect feedback and comments on suppliers’ products and services from frontline users which can serve as a reference for reviewing the quality of suppliers and improving the overall procurement strategy.
Price Comparison
Incorporating a suppliers’ price comparison feature, FOODIVAL allows users to compare prices of similar products across different suppliers in a tabular format, accelerating the overall procurement process.
If you would like to know more about FOODIVA’s latest functions and features, please visit our blogs or contact us here.
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