Purchasing and goods received

Who does which document

Someone raises a purchase order before the truck: item, quantity, unit, and the price you agreed. Someone at the branch receives: item, quantity, unit, condition, who received it, and when. Finance, or the same person later, matches the supplier invoice to that receipt. If one of those people is a spreadsheet, the three documents drift, and the drift is invisible until food cost is wrong.

AKLI is the place those three records meet. It is not the general ledger. The invoice your accountant will pay can still live in the books. The kitchen needs the received quantity and the received price, or the recipe and the count are both guesses. The worked short-delivery arithmetic is in purchasing variance and goods received.

A short delivery is not waste

You order 10 kg. The truck brings 9 kg. The invoice bills 10 kg. Stock should increase by 9 kg. The missing kilogram was never an ingredient, so it cannot be a waste log entry, a recipe consumption, or a theoretical cost. Booking 10 kg makes purchases larger than the food you can sell, and the week’s food cost rises while the cooks did nothing wrong.

Price is a separate gap. If you ordered at one price and the delivery note shows another, the price that enters stock is the price you will pay for the quantity you kept. AKLI costs recipes at weighted average cost, so that delivery moves the average rather than replacing the card with the receipt alone. See recipe costing. What happens when a supplier price changes mid-period is a separate note. Leaving the old average untouched makes theoretical food cost look better than the invoices, and the variance looks like the line.

A rejected delivery (wrong temperature, damaged case) does not enter stock. If it is still on the invoice, it is a dispute until a credit note arrives. The credit note belongs in the same period as the receipt, or the weekly food cost close overstates purchases. Temperature at receiving is also a HACCP check. The log for that check is digital HACCP, not a note in the margin of the invoice.

• ✓Purchase order before the truck, with the agreed price
• ✓Goods-received note for quantity, unit, condition, person, and time
• ✓Invoice matched to received quantity and received price
• ✓Credit notes in the period they correct
• ✓Recipe cost updated from weighted average cost when a delivery arrives

Branches, par, and the till

Each branch receives into its own stock. A commissary that receives raw food and an outlet that receives a transfer are not the same event. The transfer is not a supplier invoice. It still needs both sides, at recipe cost, which is central production. A par that tells you when to order has to be that branch’s usage, not a cell copied from another site. The method is how to set par levels from usage, and the par level calculator runs it for one item.

None of this requires a named point-of-sale product. Sales import is optional and separate: a CSV or a POS sales file can deplete recipes after the fact. The till does not receive the truck. AKLI does not replace the accounting system. Foodics, Oracle Simphony, Marn, and Sapaad are POS systems AKLI connects to, through AKLI's POS connector. See integrations. Module detail is on procurement. If the tool you are comparing is a workbook with a tab called GRN, the honest table is AKLI versus Excel-only inventory.