Raise a supplier order

Procurement is a paid module that has to be switched on for your venue. If Procurement is not in your navigation, it is not active.

Ordering through Chefy gives every delivery a purchase order to be checked against, so what you were invoiced can be reconciled with what you ordered and what actually arrived.

Set up your suppliers first (optional, worth it)

Each supplier in Suppliers can carry a delivery schedule: which days they deliver to you, lead times, expected delivery times, delivery costs, minimum spend, and cut-off dates. None of it is required, but with it in place Chefy can offer the right delivery day and tell you whether an order meets the minimum.

Build the order

1. Open Procurement and click New Order.

2. Search for products and add them to the order with the quantity you want, the same way you would on any online shop. Add from as many suppliers as you like; Chefy keeps them on one consolidated order sheet.

3. When you are ready, Chefy shows the order grouped by supplier: total spend, whether you have met that supplier's minimum spend, and the next expected delivery.

4. Click Submit Order. For each supplier, pick a delivery day from their schedule, or request a day from the calendar if no schedule is set.

Chefy generates a purchase order as a PDF for each supplier and emails it to the address on their supplier record. You get a copy too.

Receive the delivery

5. When the goods arrive, open the order in Procurement and click Receive Order (or Record Delivery from the next-action prompt).

6. Go through the lines and mark each one off. A line that arrived as ordered is Received. Anything else gets the status that fits: Missing, Damaged, Incorrect, Disputed, Returned, or Substituted when the supplier sent a different product in its place; set the quantity actually received and add photos of any problem.

Reconcile the invoice

7. When the invoice arrives, whether emailed to your @orders.chefy.com.au address or uploaded with Upload Invoice, Chefy matches it to the purchase order and to what you recorded at receiving, and lines the three up.
8. Where they disagree, Chefy prepares a credit note for the difference, with your receiving photos attached, and emails it to you to forward to the supplier. Review Credits shows what is outstanding. Chefy does the paperwork; chasing the supplier stays with you.

Once the invoice is reconciled, any price changes on it flow into your products as described in Update a supplier's prices.

Next steps

• Do a stocktake: purchases in, stock counted, sales out
• Record wastage