Introduction#

Keeping tabs on invoices is an integral part of effective Bar/Restaurant Management. Invoices provide an accurate view into your cost base and the details within can provide meaningful insights. The problem, however, is that it takes time & effort to capture invoice details and Bars/Restaurants will oftentimes just settle for top level information i.e. supplier name and total.

Line-level invoice details provide much greater value and allow for:

  • Tracking price changes
  • Usage/cogs calculation
  • Automated accounts payable
  • FIFO, LIFO, WAC stock valuation
  • Spend analysis e.g. spend per supplier, per product type, and even per product (e.g. how much did venue ABC spend on KahlĂșa last month?)

At Barsumo, we have spent a lot of time thinking about invoices and how to best capture/digitise their content. We experimented with invoice scanning (similar to PLATE IQ) and ultimately settled on checking-in invoices against the corresponding purchase orders as the best solution.

Pre-requisites#

  1. Place orders via Barsumo
  2. Keep track of deliveries via the Order Log -- a delivered order means that the goods/invoice has been received and the invoice can be checked-in.

Steps to checking-in invoices#

  1. Find the corresponding purchase order in the Barsumo Order Log
  2. Click the Order ID to open the order
  3. Compare the order details with the invoice and make adjustments to the following as required
    • Quantities
    • Sub-totals
    • Add new products
  4. When the order matches the invoice line-for-line, click check-in. Further adjustments can be made later if needs be.

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