Skip to main content

Smart Order Guide

Let data-driven insights transform your purchasing.

Overview​

The Smart Order Guide automatically:

  • Tracks usage velocity of your inventory
  • Forecasts needs based on sales trends
  • Recommends orders to prevent stockouts
  • Optimizes par levels based on history

Benefits:

  • Reduction in food costs through better planning
  • Less time spent on manual calculations
  • Data-driven purchasing decisions

Getting Started​

Enabling Smart Order Guide​

  1. Go to Inventory → Smart Order Guide
  2. Click Enable
  3. Initial usage analysis begins (based on historical data)

Initial Setup​

The system needs to establish your baseline:

  1. Vendor Connection - Connect your distributor accounts
  2. Usage Analysis - System calculates average daily usage
  3. Par Configuration - Review suggested safety stock levels

Inventory Tracking​

How It Works​

The system analyzes your historical sales and inventory verification data:

Item: Ground Beef
    │
    ▼ Usage Analysis
    │
Metrics:
├── Daily Velocity: 12 lbs/day
├── Sales Trend: +5% (weekend forecast)
└── Current Stock: 15 lbs

Viewing Recommendations​

  1. Go to Inventory → Order Guide
  2. See calculated suggestions based on velocity and lead time

Vendor Management​

Connecting Vendors​

Supported Distributors:

DistributorIntegration Type
SyscoAPI Direct
US FoodsAPI Direct
Performance Food GroupAPI Direct
Local VendorsManual/Import

To Connect:

  1. Go to Inventory → Vendors
  2. Click Add Vendor
  3. Enter account credentials or upload catalog

Smart Order Recommendations​

Daily Actions​

Each day, the system suggests what to order:

┌─────────────────────────────────────────────────────────────────┐
│  ORDER RECOMMENDATIONS                           January 20     │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  ⚠️  ORDER TODAY (Below Safety Stock)                           │
│  ─────────────────────────────────────────────────────────────  │
│  Chicken Breast (case)     2 cases    (Covering 3 days)         │
│  Heavy Cream (qt)          8 units    (Covering 5 days)         │
│                                                                  │
│  📋 ORDER THIS WEEK ( mendekati Par)                            │
│  ─────────────────────────────────────────────────────────────  │
│  Ground Beef 80/20         3 cases                              │
│  Brioche Buns              10 packs                             │
│                                                                  │
│  TOTAL ESTIMATED ORDER: $881.10                                 │
│  [Review Order] [Order Now] [Customize]                         │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

How Recommendations Work​

The algorithm considers:

FactorDescription
Current InventoryConfirmed counts
Sales VelocityAverage daily usage
Sales ForecastPredicted volume changes (e.g., weekends)
Safety StockBuffer for unexpected demand

Par Level Management​

System suggests par levels based on actual usage:

  1. Go to Inventory → Par Levels
  2. Review calculated pars
  3. Adjust manual overrides if needed

Purchase Orders​

Creating Orders​

From Recommendations:

  1. Review AI recommendations
  2. Adjust quantities if needed
  3. Click Create Order
  4. Select vendor(s)
  5. Review and submit

Manual Order:

  1. Go to Inventory → Purchase Orders
  2. Click New Order
  3. Select vendor
  4. Add items and quantities
  5. Submit order

Order Workflow​

Draft → Submitted → Confirmed → Receiving → Completed
  │         │           │           │           │
  │         │           │           │           └── Invoice matched
  │         │           │           └── Items received & counted
  │         │           └── Vendor confirms availability
  │         └── Sent to vendor
  └── Still editing

Receiving Orders​

When delivery arrives:

  1. Go to Inventory → Receiving
  2. Select the PO
  3. Count each item:
    • Match quantity
    • Note shortages
    • Note damaged items
    • Check temperatures (if applicable)
  4. Sign for delivery
  5. Inventory automatically updates

Spending Analytics​

Cost Overview​

View your purchasing patterns:

MetricThis MonthLast MonthChange
Total Spend$24,850$26,120▼ -4.9%
Orders1822▼ -18%
Avg Order$1,380$1,187▲ +16%
Food Cost %28.2%29.5%▼ -1.3%

Spend by Category​

CategorySpend% of TotalTrend
Proteins$9,94040%▼ -3%
Produce$4,97020%▲ +2%
Dairy$3,72815%-
Dry Goods$2,48510%▼ -5%
Beverages$2,48510%▲ +1%
Other$1,2425%-

Vendor Analysis​

Compare vendor performance:

VendorSpendFill RateOn-TimeQuality
Sysco$12,42598%95%4.5/5
US Foods$8,65096%92%4.3/5
Local Farm$2,10094%88%4.8/5

Multi-Location Ordering​

Consolidated Orders​

For multi-location operators:

  1. Go to Inventory → Multi-Location
  2. View combined recommendations
  3. Benefits:
    • Volume discounts
    • Single delivery coordination
    • Consistent quality
    • Reduced admin time

Location Comparison​

Compare inventory across locations:

ItemDowntownMidtownUptownTotal
Chicken4 cases2 cases3 cases9 cases
Beef2 cases3 cases2 cases7 cases
Lettuce3 cases2 cases4 cases9 cases

Transfer Recommendations​

AI suggests transfers between locations:

  • "Transfer 1 case chicken from Downtown to Midtown"
  • Saves ordering and reduces waste

AI Settings​

Tuning Recommendations​

Customize AI behavior:

SettingOptions
Order FrequencyDaily, 2x/week, Weekly
Safety Stock Days1-7 days buffer
Price SensitivityLow, Medium, High
ConsolidationPrefer fewer orders
Local PreferencePrioritize local vendors

Learning Period​

AI accuracy improves over time:

PeriodAccuracy
Week 1Basic recommendations
Month 1Learning your patterns
Month 3Highly accurate predictions
OngoingContinuous improvement

Best Practices​

Getting Best Results​

DoDon't
Keep recipes updatedIgnore ingredient changes
Receive orders accuratelySkip receiving process
Review recommendations dailyBlindly accept all suggestions
Connect all vendorsMiss price comparisons
Track wasteIgnore spoilage data

Cost Reduction Tips​

  1. Check recommendations daily - Act on good prices
  2. Review par levels monthly - Adjust for trends
  3. Consolidate orders - Reduce delivery fees
  4. Track waste - AI learns from waste data
  5. Use price alerts - Buy when prices drop

Troubleshooting​

Recommendations Seem Off​

Check:

  1. Are recipes/ingredients accurate?
  2. Is inventory count current?
  3. Have you been receiving orders properly?
  4. Any recent menu changes not reflected?

Vendor Prices Not Updating​

Try:

  1. Verify vendor connection
  2. Re-authenticate if needed
  3. Check for price sheet updates
  4. Contact support if persistent

Missing Ingredients​

Solutions:

  1. Manually add missing ingredients
  2. Update recipes to include all items
  3. Check ingredient category mapping
Last updated on