Applies To:

Base, Expert & Pro

Recommended device for setup:

Desktop

Overview:

Remember the days where you had to manually place supplier orders and spend hours calculating your food cost? Well, those will be a thing of the past once you've uploaded your suppliers to Restoke! That's right, set up all your suppliers with Restoke to automate your ordering and achieve accurate recipe costing.

Please Note: Supplier setup is only seen by managers and above (see Inviting Team Members for roles and permissions).

Uploading a Supplier:

  1. Head to the left toolbar, and click Orders and Supplies > Suppliers.

  2. Uploading a supplier consists of two steps: first, creating a Supplier Card (or profile), and second, uploading their basket of items.

Creating your Supplier Card:

Click the red "+ New" button in the right-hand corner to create a new Supplier Card.

You will have three options:

  1. If you select "new supplier from invoice", the platform to the best of its ability will scan the uploaded invoice and create the supplier card and basket of items.

  2. If you select "request supplier basket", the platform will send an email to your supplier with a link to create a basket with the necessary ordering details and supplier items.

  3. If you select "new supplier":

    1. You will then be prompted to populate the fields of your Supplier Card.

      • A supplier card contains the key information of your supplier, which we've broken down into three customisable sections:

        • General details: including the supplier name, the internal department responsible for completing orders (e.g. Front of House, Kitchen etc.), preferred ordering method (SMS, Email, or Portal).

        • Contact details: including the corresponding ordering method contact and general supplier contact information.

          1. Ensure all contact details are correct as they will be used to automate any orders.

        • Order settings: including your account number, associated delivery fees (if any), minimum order requirements (if any), and delivery days.

        • Advanced settings: including the associated stocktake storage area, the supplier type (food, beverage, cleaning and packaging, utilities and other), any personalised delivery instructions, requiring recording of item temperatures upon receiving orders and delivery date.

    2. Once you've created the Supplier Card, you will be prompted to upload their basket of items.

    3. If you need to edit suppliers details at any point, click on the blue circle on the supplier card, and then "edit supplier details".

Uploading a supplier's basket of items:

You will be prompted to upload your supplier's items in four ways:

(1) Via CSV or XLSX file

Arrange your sheet to include columns for the product description, the ordering unit of measurement (UOM) (e.g. box), and the unit price (e.g. the price of a box). Upon uploading into Restoke, you will be prompted to match the column in your sheet with a field in the supplier basket.

(2) Via Invoice Upload

Use a PDF file or a high-quality image that displays the supplier items as line items only. Otherwise, if the item name, UOM, and unit price are not displayed in one line, the scanner may struggle to read these items.

(3) Request supplier update

This option is largely dependant on the relationship with your supplier. If selected, your supplier will receive an email from Restoke prompting them to login to their supplier basket and upload their items.

(4) Manually

If the scanning options outlined in (1) and (2) are not available to you, then you will need to upload your items line-by-line. The good news is we've made this super user-friendly, and all you will need to get started is the item name, the received UOM, ordering increments (typically set at 1), and the unit price. The other fields are for customisable purposes and are not essential to get started.

Review your supplier's basket of items:

After completing your upload by one of the above methods, ensure to carefully review the supplier basket. It is important to make sure that at the very least the product description, unit of measurement and unit price closely matches your supplier's invoice.

The importance of this is crucial to proper inventory management within Restoke as well as correctly costed recipes.

Once you've completed uploading all your supplier items, you can now start scheduling and completing orders.

Deactivate or remove Items:

You're able to make items inactive or remove them entirely from the immediate supplier basket list. You might want to do this to account for seasonality, or other changes throughout the year.

Simply head to the settings of a particular item by clicking the cog icon, and then click on "Remove Item". You will then be given an option to either "deactivate" or "delete" the item. Deactivating will move the item to the "inactive items" list in your supplier basket, and remove it from your ordering view. It can be returned to the active items list at any time by clicking the power icon, or deleted from the supplier basket by clicking the bin.

You can also do this from the supplier basket view by selecting the individual items and then clicking Bulk Actions > Bulk Deactivate.


💡 Pro Tip #1: Remember to record the UOM as ordered from your supplier. For example, if you order a slab of drinks that contains 24 bottles, set the order UOM to "slab". Any further conversions can be set later when required.

💡 Pro Tip #2: All supplier lists are exportable, and to do so:

  • Navigate to the left toolbar, then Orders and Supplies > Suppliers.

  • On the Suppliers page, locate the supplier list you'd like to export.

  • Then navigate to the blue circular icon on the right corner of the supplier's card, and click "Export to CSV".

💡 Pro Tip #3: Ensure to only enter supplier item prices as they are displayed on invoices to get your true food cost price. For example, if GST is calculated as a separate figure to the item's unit price, then enter the unit price without GST.

To account for GST when costing out your recipes, head to the settings of the item and under "Price Settings" mark whether GST is included (Yes/No). All recipes are costed exclusive of GST, so depending on the selection, Restoke will make any necessary calculations for recipes.

To account for GST when reconciling invoices, simply head to the accountings settings of that item and navigate to "GST Status":

  • For items that require GST to be added on (e.g. unit price does not include GST), select "GST on Expenses".

  • For items that include GST in the invoice price (e.g. unit price already includes GST), select "GST Free Expenses".

These selections will inform Restoke on how invoice line items are to be sent to your accounting integration, with or without GST.

💡 Pro Tip #4: If you'd like to email multiple addresses at once when sending orders (e.g. the supplier and yourself). Then in the supplier details section, simply add a comma after the first email and then add another address. This way when Restoke sends out orders, it will email both accounts simultaneously.


Further reading

  1. Adding your Suppliers is essential prior to any upload of your Prep and Dish Recipes

  2. Ordering

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