Hotel Management System

Purchasing

Vendor management, purchase orders, and goods receipt for all hotel departments.

From the first purchase request to supplier invoice matching — a complete procurement workflow that keeps every department stocked and every spend accounted for.

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Key features

Everything in Purchasing

Purchase Orders

Create, approve, and send purchase orders to vendors electronically.

Electronic POApproval flowEmail to vendor

Vendor Management

Maintain vendor profiles with pricing agreements, lead times, and performance ratings.

Price agreementsLead timesRatings

Request for Quotation

Send RFQs to multiple vendors and compare quotes side by side.

Multi-vendorSide-by-sideRFQ

Goods Receipt

Match deliveries to purchase orders and update inventory automatically.

PO matchingAuto stock updateDelivery notes

Supplier Invoicing

Match supplier invoices to purchase orders with three-way matching.

3-way matchInvoice matchDiscrepancy alerts

Spend Reports

Track spending by vendor, department, and category for budget control.

By vendorBy deptBudget alerts

How it works

Step by step

Set Up Vendors

Create profiles with contact details, payment terms, and product catalogues

Raise Requests

Department heads submit purchase requests through approval workflows

Send RFQ or PO

Issue to approved vendors electronically

Receive Goods

Process delivery; stock levels update automatically

Match Invoice

Three-way matching verifies PO, receipt, and invoice

Analyse Spending

Procurement reports track spend by vendor, department, and category

Benefits

What you gain

Centralised procurement control

Multi-department purchase requests

Automated 3-way matching

Vendor price comparison

Integrated with inventory

Budget overspend alerts

FAQ

Common questions

What is the full purchasing workflow?

A five-stage process: department request → manager approval → PO issued to vendor → goods received and stock updated → supplier invoice matched and approved for payment.

How do we compare prices from multiple suppliers?

Send an RFQ to multiple vendors simultaneously. Their responses are displayed side by side so you can select the best offer before issuing a purchase order.

What approval thresholds can be configured?

Role-based approval limits route purchase requests automatically by amount and department. Different thresholds apply to different departments or spending categories.

How does three-way matching prevent invoice errors?

The system compares the purchase order, goods receipt note, and supplier invoice. Any discrepancy — in quantity, price, or terms — is flagged for review before payment approval.

Can we track spending against departmental budgets?

Yes. Budget limits can be set per department and category. The system alerts the purchasing manager when a request would take spending beyond the limit.

How are recurring purchases managed?

Through blanket purchase agreements with a contracted volume. The system tracks consumption against the agreed total and alerts when the contract is close to expiry or the volume limit.

Can approved supplier lists be enforced?

Yes. Preferred supplier lists can be created by product category. The system guides staff toward approved vendors and flags requests for non-approved suppliers.

What supplier performance metrics are tracked?

On-time delivery rate, fill rate, invoice accuracy, return rate, and average lead time per supplier.

Purchasing

Everything in Purchasing

Step by step

What you gain

Common questions

Control every purchase from request to payment