All procurement and production screens are in the web admin only. Staff need specific permissions to view, create, approve, or receive orders — see the Permissions section below.
Requisitions
A requisition is an internal request for items before a purchase order is raised. It lets a team member flag what is needed, which a manager can review and approve before committing to a supplier.Create a requisition
Open Requisitions
In the web admin, go to Cloud Kitchen Inventory and select Requisitions and Purchase Orders, then open the Requisitions tab.
Add a new requisition
Click New Requisition. Add one or more items to the list — for each line, choose the item and enter the quantity needed. You can add optional notes for the reviewer.
Approve a requisition
Purchase orders
A purchase order (PO) is the formal document sent to a supplier. You can create one from an approved requisition or build it from scratch.Create a purchase order
Start a new PO
On the Purchase Orders tab, click New Purchase Order. Choose whether to start from an approved requisition (which pre-fills the items) or build it manually.
Fill in the order details
Set the order date and expected delivery date, then select the supplier. If you started from a requisition the items are pre-loaded; otherwise add each item manually with its quantity and unit price.
Send a purchase order
When the PO is ready to go to the supplier, open the draft and click Send. The PO status updates to sent.Download as PDF
Open any purchase order and use the View PDF option to download or print it.Receive a purchase order
When a delivery arrives, record it against the open PO. This creates a receipt and automatically adds the received quantities to your Cloud Kitchen stock.Enter received quantities
For each line, confirm or adjust the quantity actually received. Set the delivery date if it differs from expected.
Cancel a purchase order
Open the PO and click Cancel. Cancelled POs are retained for reference but no stock movements are created.Supplier catalog
The supplier catalog lets you store each supplier’s pricing, SKU references, and ordering constraints item by item. When creating a PO you can look up catalog entries to fill in unit prices quickly.Manage catalog entries
Go to the Supplier Catalog tab. For each entry you can set:| Field | Description |
|---|---|
| Supplier | Which supplier this entry applies to |
| Item | The Cloud Kitchen item being supplied |
| Supplier SKU | The supplier’s own product code for reference |
| Price | The agreed unit price from this supplier |
| Lead days | How many days in advance you need to order |
| Min order qty | The minimum quantity the supplier will accept |
Recipes and production
Recipes define how input items are combined to produce an output item. Running a production batch deducts the inputs from stock and credits the output.Define a recipe
Open Recipes
Go to Cloud Kitchen Inventory and select Recipes and Production, then open the Recipes tab.
Create a new recipe
Click New Recipe. Give it a name, choose the output item (what gets produced), and enter the yield quantity — how much of the output one run of the recipe produces.
Add input lines
For each ingredient or raw material used, add a line with the item and the quantity consumed per yield unit. Add as many lines as needed.
Run a production batch
Select a recipe
Choose the recipe you want to run. The system reads your current stock of each input and calculates the maximum quantity you can produce given what is on hand.
Set the quantity to produce
Enter how many units you want to produce, or click Auto-fill to fill in the maximum producible quantity based on available inputs.
Set the date and time
Set the produced at date and time, which is recorded on the stock movement for traceability.
Edit or delete a batch
Open the batch from the production list. You can edit the produced quantity and timestamp. Deleting a batch reverses all associated stock movements so inputs are returned and the output is deducted.Permissions
The following permissions control access to procurement and production features. Your system administrator assigns them through staff roles.| Capability | Who needs it |
|---|---|
| View procurement screens (read-only) | Staff with “CK View Procurement” |
| Create requisitions | Staff with “CK Create Requisition” |
| Approve requisitions | Managers with “CK Approve Requisition” |
| Create, edit, send, and cancel purchase orders | Staff with “CK Manage Purchase Orders” |
| Receive deliveries against a PO | Staff with “CK Receive Purchase Orders” |
| Add, edit, and remove supplier catalog entries | Staff with “CK Manage Supplier Catalog” |
| Create and run recipes and production batches | Staff with general Cloud Kitchen management access |