What Can Go Wrong When Filling Out a Supply Order Form Manually

How do Restaurants Typically Order Supplies?

Supplies play a critical role in the restaurant business- from table linen and dishes, to glasses and silverware. A well-run restaurant runs on the back of sufficient supplies and needs an efficient system to track these items. If something runs out unexpectedly, it can throw off the entire flow of service.

From a cost perspective, supplies make up a significant portion of a restaurant's operating budget. It is therefore important to select suppliers who provide the best value for money. Moreover, supplies determine the overall quality of the dining experience -- poor-quality food or cookware can result in subpar meals.

This is why a reliable supplier is crucial to a restaurant business. Speed is of the essence, too. Adequate supplies are necessary to ensure the kitchen can meet customer demand during busy periods.

Most restaurants have a central purchasing department that works with multiple vendors to obtain the best price for items needed for day-to-day operations. Some restaurants also have individual suppliers for each item category. This method, however, can be more expensive, but it can allow for more control over what is being ordered and how much of it is being ordered.

There are two ways that the second method works. One way is for the restaurant to have a standing order with a specific vendor, where the vendor regularly delivers supplies to the restaurant. Another way is for the restaurant to place orders with different vendors when needed.

Yet another way is for the restaurant to participate in a group-buying program, where they team up with other restaurants to purchase supplies in bulk at discounted rates.

What's a Supply Order Form?

A supply order form for a restaurant is a document (usually made on Microsoft Excel or Google Sheets) that lists the supplies the restaurant needs to function. As mentioned above, it can include various items, from food and cooking supplies, to dishes and utensils, to cleaning products and linen -- anything a restaurant needs to operate on a day-to-day basis.

A supply order form usually lists all the necessary supplies and their corresponding prices and quantities. By having a ready supply order form template on hand, restaurants can quickly draw up supply orders and avoid ordering too much or too little of any given item. This saves the restaurant both, time and money.

What are Manual Supply Order Form Templates?

A supply order form template is a replicable model that contains sections for order details, payment details, and vendor contact information. Spreadsheet supply order form templates are easily available on many online form-builder platforms. For example, Jotforms or Smarsheet.com have easy-to-use templates for supply order forms, application forms, evaluation forms, and registration forms. Users can select the template that works for them and download a soft copy or print it out.

A template can be modified and reused repeatedly. While order form templates can be helpful for some businesses, they can present some challenges for restaurants if they cannot be customized.

1. The biggest challenge is that a readymade template may not meet the restaurant's specific needs and requirements. For example, a template might not consider the restaurant's unique menu items or pricing structure. And if the template does not allow for customization, it becomes difficult for the business to create an order form that accurately reflects its branding and style.
   
2. Another challenge arises when a manual restaurant supply order form is not filled out correctly, incorrect items may be ordered. As a result, it could lead to a shortage of some items and a surfeit of others. In addition, incorrect items may not fit properly into the designated storage areas, leading to more wastage and disorganization.
   
3. Another challenge that could arise is if you forget to update your form after a sudden price change or when items go out of stock. It could lead to ordering the wrong supplies or paying too much for an item. To avoid this problem, make sure to check your form and update it regularly.
   

Advantages of Supply Order Software

To streamline operations and keep up with competitors, nearly all restaurant chains automate the ordering process and rely on supply order software for better accuracy and greater efficiency. Here are some of the key benefits your restaurant can enjoy by using supply order software-

1. Implementing a suitable restaurant supply order software can save you time and money. Additionally, it can help ensure that you always have the supplies you need on hand, avoiding costly delays or disruptions to your business.
   
2. It can assist you in tracking trends and forecast future needs by analyzing past consumer behavior patterns. It will enable you to predict busy periods and stock up accordingly.
   
3. A restaurant can also track its spending on supplies. Most software solutions provide customized reports and valuable insights to make better decisions about a restaurant's finances and operations.
   
4. Most programs will allow you to schedule regular deliveries from your suppliers so that you always have supplies.
   
5. You can set minimum and maximum thresholds for each item in your inventory so that you are automatically alerted when it's time to reorder.
   
6. Some programs will integrate with your accounting software, making it easier to track spending and budgets for future purchases.
   

How to Select the Right Software

Using a software solution not only saves time but also saves a manager the hassle of finding an order form template that suits the business needs, filling it out manually, and then manually tracking whether every item has been received.

However, before choosing a Restaurant Supply order software, it is important to dig deep into its features. Every software solution has strengths and drawbacks; look for features that suit your business needs. For example, a fast-casual restaurant may need more supplies at a higher frequency than a fine-dining luxury restaurant, which may need supplies that are harder to source.

Some of the common features to look for include the following-

1. Ease of use- The software should be easy to use and navigate, with a user-friendly interface.
   
2. Flexibility- The software should be flexible and allow you to customize it to meet your specific needs.
   
3. Integration- The software should be able to integrate with other systems, such as your accounting or POS system. This helps in Inventory Forecasting and managing demand. For example, an effective Order Management system predicts how long stocks will last and helps managers order accordingly.
   
4. Automated order template- Choose a system that offers automated order templates. They will allow you to quickly reorder the supplies you regularly need without starting from scratch each time.
   
5. Real-time data- Consider a system that provides real-time visibility into your inventory levels. This will help you avoid overstocking or running out of supplies, which can be costly mistakes. In addition, it will help you prepare and process supply orders without any impact on operations.
   
6. Cost control- An efficient system helps optimize food costs and the cost of other products by comparing current and previous purchase order prices. It empowers restaurant businesses to negotiate better deals with vendors.
   
7. Reporting- The software should provide comprehensive reporting capabilities so that you can track your progress and performance, spending, and profitability over time.
   
8. Customer service- Make sure the software provider offers excellent customer support if you have questions or problems using the system. Also, ensure that the company providing the software has experience in the restaurant industry and a good reputation; they should be able to provide references upon request.
   
9. Pricing- Compare pricing options from different vendors before making a final decision.
   
10. Free trial- Many software providers offer free trials that allow you to test the system before making a decision.
    

3 Excellent Supply Order Software Solutions

Zip Ordering- A product from the restaurant solutions store Hubworks, Zip Ordering is a software developed by restaurant industry veterans. Its mobile app makes it convenient to order products and supplies anywhere, anytime, while its management of invoices and purchase orders makes record-keeping a breeze. In addition, Zip Ordering's analytics tools give restaurants insightful data about the overall usage of their supplies, which can help them make more efficient decisions about ordering in the future.

Revel System- Revel's supply ordering features streamline the process of ordering. Operators can create purchase orders within the system and track them through to delivery. This feature includes a supplier catalog, so restaurants can easily find products they need. In addition, Revel offers integration with leading food service distributors, so restaurants can order directly from distributors' websites or apps.

Upserve by Lightspeed- By integrating with a restaurant's point of sale system, Upserve provides real-time data on what needs to be ordered and when. It helps keep the kitchen well-stocked and prevents overordering. The software also helps keep track of inventory levels and ordering history, so reordering is easy with just a few clicks.
Restaurant Industry

Conclusion

Running a restaurant is a taxing job. There are many factors to take care of -- managing supplies, ensuring food safety protocols, and, most importantly, serving customers efficiently, so that they are eager to return. Even if one of these tasks can be automated with a software solution, it eases the pressure on the operator and manager. Supply order software can do just that.

With manual supply order forms, one has to keep track of all orders -- a time-consuming and error-prone process. For example, if there is a mistake in filling out the form, the business will receive incorrect items. Or, if the form is lost or misplaced, it may be difficult to track down and replace, resulting in unnecessary chaos.

On the other hand, supply order software can automate the entire process -- from placing orders to tracking inventory levels. As a result, it allows managers to spend less time on administrative tasks and more time focusing on more creative aspects of the business.