Purchasing and warehouses
What gets bought, what is in stock and what gets used, with the supplier invoice landing in accounts payable on its own.
What it solves
The toilet paper runs out on a Saturday. The stock level is in the housekeeping supervisor's head, the purchase order is in a WhatsApp thread with the supplier, and the invoice is in an envelope on the desk. All three are the same purchase and none of them talks to the others.
You notice it in things like these
- You find out something is missing when it is already needed.
- The supplier invoice turns up on the desk and not in accounts payable.
- Half the order arrives and nobody knows what is still to come.
How it works
Warehouses and minimum levels
Warehouses per property and a catalogue of items with a minimum level. The below-minimum list is the one you look at before ordering, not after running out.
The purchase order has states because reality does
Draft, sent, partial, received, cancelled, each with its number. "Partial" exists because the supplier sends half now and the rest next week, and it is the rest that gets forgotten.
Receiving raises stock and records the invoice
A receipt, even a partial one, raises stock and records the supplier invoice in accounts payable. Not typing the same invoice twice is half the value of having this connected.
Stock is not edited: it is explained
The number comes from movements that are only ever added — receipts, usage, transfers between warehouses, stock counts — never from typing a new figure by hand. That is why you can always say why there are 14 and not 20, and why it never goes negative.
Where it lives in the panel
- Reservations & stays
- Reservations
- Purchasing & warehouses
What it needs first
Suppliers registered in accounts payable: the purchase order goes to one of them and their invoice comes back there.
Accounts payable and petty cash
Carry on here
Shall we walk through it with your hotel on screen?
Half an hour, your rooms and your rates, and whatever questions you have. No commitment and no card.