Purchase Management

The Purchase Management activity is crucial for restaurant operations, as it helps ensure smooth and efficient business. This activity encompasses essential tasks such as ordering products from vendors, accepting received orders, and invoicing products delivered—whether they are ordered through PAR OPS, or by using the vendor's ordering system.  By effectively managing these tasks, optimal inventory levels are maintained, ensuring the necessary ingredients and supplies are available to meet customer demand. This not only helps in reducing waste and controlling costs, but also in providing consistent and high-quality service to customers.

How do I create a Purchase Order?

1. Go to Purchase Management
2. Select Create Purchase Order
3. Select a Vendor
4. Select a Delivery Date from the calendar of available days (based on the delivery schedule configured for the vendor)
5. Select Next
6. Choose an Order Quantity for each desired item
7. Select Confirm
8. Review and validate items and order quantities
9. Select Approve and Send to Vendor
   Note: if the vendor is not connected to PAR OPS, this button will read Approve and Save and additional action will be needed to submit the Purchase Order to the Vendor.

How do I modify a Purchase Order?

1. Go to Purchase Management

2. Select Review, Edit or Approve Purchase Orders

3. Select the Purchase Order to modify

4. Select Details to edit items and order quantities

5. Validate the Order Quantity

6. Select Summary

7. Select Delivery Date

8. Update the Delivery Date

9. Validate the Order Quantity

10. Select Confirm

11. Review and validate items and order quantities

12. Select Send to Vendor

    Note: if the vendor is not connected to PAR OPS, this button will read Approve and Save and additional action will be needed to submit the Purchase Order to the Vendor.

How do I delete a Purchase Order?

1. Go to Purchase Management
2. Select Review, Edit or Approve Purchase Orders
3. Select the Purchase Order to delete
4. Select Delete

How do I reject a Purchase Order?

1. Go to Purchase Management
2. Select Review, Edit or Approve Purchase Orders
3. Select the Purchase Order to reject
4. Select Reject

How do I review the suggested order quantity details?

1. Go to Purchase Management

2. Select Create Purchase Order

3. Select Vendor

4. Select Delivery Date from the calendar of available days based on the delivery schedule configured for this vendor.

5. Select Next

6. Select Details

7. Select the item whose usage you would like to review

8. The Usage screen shows two sections, Main and Predicted Usage
   Main

   • Unit of Measure of the selected item
   • Current on Hand - the amount from the last sub period/period/on hand inventory count
   • Suggested Quantity  - the amount PAR OPS estimates needs to be ordered to ensure you have enought product until the next scheduled delivery
   • Order Quantity - the amount on this Purchase Order
   • Cost - the cost based on the last invoice cost
   • Extended Cost - calculated as Order Quantity X Cost
   • Par Value - configured in Purchase Items
   • Minimum Order Quantity - configured by your Administrator
   • Maximum Order Quantity- configured by your Administrator
   • Thaw in Days- configured by your Administrator

   Predicted Usage

   • Date of order placement through the next week
   • Already Ordered displays the amount included on any Purchase Orders entered in PAR OPS
   • Usage indicates the forecasted item usage for each date
   • End On Hand is calculated as previous day's Ending on Hand + Already Ordered - Usage

How do I receive a Purchase Order and convert it to an invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Receive Purchase Order Items
4. Select the Purchase Order with Status = Shipped
5. Select Details
6. Verify the Shipped Qty for each item
7. Select each item as Received by putting a check in the box to the left of the item name.  To receive all items, put the check in box on the header row.
8. Select Invoice

How do I create an Invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Create New Invoice
4. Select Vendor
5. Select Purchasing Type
   • Select Manual if the invoice will be paid using a check at the restaurant
   • Select Regular if the invoice sum is positive
   • Select Credit if the invoice sum is negative
6. Enter Document Number
7. Select Document Date, the date of the physical invoice
8. Select Accounting Date, the date the product arrived
9. Enter Control Amount, the total of the invoice
10. Enter Comment
11. Select Next

    • Add Item

      1. Select Add Item
      2. Select the item from the list
      3. Select Unit of Measure
      4. Select Adjustment Type
         • Regular items shipped
         • Cost Adjustment - cost adjustments entered on the invoice for a product that was not delivered
         • Quantity Adjustment - quantity adjustments entered on the invoice for a product that was not delivered
      5. Enter Quantity
      6. Enter Cost
      7. Repeat all steps until all items have been entered

    • Add from Past Weeks

      1. Select Add From Past Weeks
      2. Select the Number of Weeks of items from past invoices entered in PAR OPS to be included on this invoice
      3. Select Add
      4. Navigate to each item
      5. Select Unit of Measure
      6. Select Adjustment Type
         • Regular items shipped
         • Cost Adjustment - cost adjustments entered on the invoice for a product that was not delivered
         • Quantity Adjustment - quantity adjustments entered on the invoice for a product that was not delivered
      7. Enter Quantity
      8. Enter Cost
      9. If any item is missing, select Add Item and repeat steps
      10. Select Save
      Any items that do not have a Quantity entered will disappear from this invoice

    • Copy From Past Invoice

      1. Select Copy From Past Invoice
      2. Select Invoice to copy from
         • Preview, Add Items, or Replace Items
           < Select Preview to review invoices to find the correct invoice from which to work
           < Select Back to close the preview
         • Add Items - use to populate the invoice with all items from the selected invoice
         • Replace Items - use to overwrite the invoice and replace items on your current invoice with all items from the selected invoice
12. Once all items have been entered, select Complete

How do I create an invoice in PAR OPS by scanning a physical copy of an invoice?

1. Go to Purchase Management
2. Select Scan Assist
3. Select Batch Upload
4. Select Send a Batch
5. Select the camera icon to take a picture or import a document saved on your device
6. Select Save

How do I complete/approve an Invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Review, Edit or Complete Invoice
4. Select the invoice with the Status of Incomplete
5. Select Complete

How do I incomplete/unapprove an Invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Review, Edit or Complete Invoice
4. Select the invoice with the Status of Complete
5. Select Incomplete

How do I modify an Invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Review, Edit or Complete Invoice
4. Select the invoice
5. Select Incomplete, if the button is available and enter the incomplete reason. Select OK.
   If the Incomplete button cannot be selected, the invoice is Locked.  Contact your Administrator to unlock.

6. Select Details
7. Edit the item(s)
8. Select Complete

How do I delete an Invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Review, Edit or Complete Invoice
4. Select the invoice
5. Select Incomplete, if the button is available
   If the Incomplete button cannot be selected, the invoice is Locked.  Contact your Administrator to unlock.

6. Select Delete

How do I upload an image to an existing invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Review, Edit or Complete Invoice
4. Select the invoice
5. Select Images
6. Select the camera icon to take a picture or import a document saved on your device.

How do I edit the image uploaded to an existing invoice?

1. Go to Purchase Management
2. Select Receive
3. Select Review, Edit or Complete Invoice
4. Select the invoice
5. Select Images
6. Select the camera icon to take a picture or import a document saved on your device.
7. Select the X next to an image to remove the image.

FAQ

Who cares about Purchase Management?

Restaurant operators and managers who need to ensure efficient inventory management, cost control, and consistent service quality.

What is the goal of Purchase Management?

The goal is to maintain optimal inventory levels by ordering, receiving, and invoicing products from vendors, thereby reducing waste, controlling costs, and ensuring reliable supply chains.

Where can this information be viewed?

Information related to Purchase Management can be viewed in the restaurant's inventory management system, vendor portals, and financial reporting tools.

Can I edit my existing Purchase Order?

Yes. Managers can open and edit any approved purchase order, adjust line quantities, and add new line items as long as it is still within the allowed vendor cutoff times.

What other reports or activities are impacted by an entry in Purchase Management?

Entries in Purchase Management impact inventory reports, financial statements, vendor performance evaluations, and supply chain management activities.

Why are only certain days available for selection as a Delivery Date?

The calendar of available days to be chosen for the vendor's delivery date is based on the delivery schedule configured for this vendor.

Where is the Delivery Schedule configured?

A delivery schedule is configured in the Purchase Items activity.

What are the definitions of each of the order statuses?

1. New - Order that has been saved but not sent to vendor
2. Approved- Order has been approved but not sent to vendor electronically
3. Ordered - Order that has been sent to vendor
4. Acknowledged - Some vendors may acknowledge receipt of an order
5. Shipped - Order is filled and shipped by vendor and is in transit
6. Invoiced - Order has been converted to an invoice
7. Rejected - Order was rejected by store or vendor

How is the Suggested Quantity calculated on my Purchase Order?

The Suggested Quantity is calculated as the Current On Hand derived from last sub period or period inventory count minus usage since last inventory count + the forecasted amount to be used until the next delivery date based on the vendor's delivery schedule.

What is the difference between a Purchase Order and an Invoice?

A Purchase Order is a request for product to be delivered.  An Invoice is an order that has been received.

How do I research a missing invoice?

Invoices are imported for the current working period for your store.  Please verify the date of your invoices is within your current Active Period. If the date of the invoice is before your active period, contact your Administrator to adjust your working period.  If the date is within the active period, check Activity Feed for any alerts including unlinked items.  If the invoice cannot be located, please contact your Administrator with details including the Vendor name, Invoice Number, and the date of the invoice to be researched.

Why is OK not active when entering my reason to incomplete invoice?

The reason entered must be a minimum of 10 characters to activate the OK button.

Why is my Purchase Order showing a status of Ordered?

When a Purchase Order shows the status of Ordered, an Invoice referencing the Purchase Order number has not yet been received from the Vendor.

Why am I receiving an error that the control amount does not match the extended amount?

The Control Amount and Extended Amount can both be viewed on the Summary page when drilling into the invoice.  These amounts must match to Complete an invoice.  The Control Amount is the amount that has been entered and the Extended Amount is the total cost of all items that have been entered on the Details page.  Verify all items have been entered correctly and that the Control Amount has been entered correctly.'

Why is there a warning below my item that says the minimum order quantity has not been met, or that the maximum order quantity has been exceeded?

Administrators can set minimum and maximum order quantities for an individual item using the Link Vendor Items activity. 

If an item quantity on the purchase order falls outside these thresholds, a warning appears. To update the configured minimum or maximum values, contact your administrator.

Why am I receiving a Minimum Order Quantity Warning popup?

Administrators can set a minimum order quantity for each vendor to help prevent vendor fees and fines. This popup appears when the amount of items you added to your entire purchase order does not meet the required minimum quantity for an order from that vendor.