> ## Documentation Index
> Fetch the complete documentation index at: https://docs.ofatoura.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Cloud Kitchen Procurement and Production

> Manage your Cloud Kitchen's purchasing workflow — from internal requisitions through to supplier purchase orders and received deliveries — and run production batches to turn raw inputs into finished products.

Procurement covers everything that brings stock into your Cloud Kitchen: raising internal shopping lists (requisitions), turning them into purchase orders sent to suppliers, and logging deliveries when they arrive. Production covers converting raw ingredients into finished products using defined recipes and batch runs.

<Note>
  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.
</Note>

***

## 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

<Steps>
  <Step title="Open Requisitions">
    In the web admin, go to **Cloud Kitchen Inventory** and select **Requisitions and Purchase Orders**, then open the **Requisitions** tab.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the draft">
    Save the requisition. It is created in draft status and is now visible to staff with approval access.
  </Step>
</Steps>

### Approve a requisition

<Steps>
  <Step title="Open the requisition">
    Find the requisition in the list and open it.
  </Step>

  <Step title="Review and approve">
    Check the items and quantities, then click **Approve**. Once approved, the requisition can be used as the basis for a purchase order.
  </Step>
</Steps>

<Tip>
  You can also create a purchase order from scratch without a requisition — for example, for ad-hoc or emergency orders.
</Tip>

***

## 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

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Add notes if needed">
    Enter any notes for the supplier or internal reference.
  </Step>

  <Step title="Save the draft">
    Save the PO. At this point it is a draft — you can continue editing it.
  </Step>
</Steps>

### 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.

<Steps>
  <Step title="Open the PO">
    Find the sent PO in the list and click **Receive**.
  </Step>

  <Step title="Enter received quantities">
    For each line, confirm or adjust the quantity actually received. Set the delivery date if it differs from expected.
  </Step>

  <Step title="Confirm the receipt">
    Save the receipt. Stock levels are updated immediately and the PO is marked as received.
  </Step>
</Steps>

### Cancel a purchase order

Open the PO and click **Cancel**. Cancelled POs are retained for reference but no stock movements are created.

<Warning>
  Cancelling a PO that has already been partially received is not reversible. Ensure any stock already entered has been reviewed before cancelling.
</Warning>

***

## 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 |

Click **Add Entry** to create a new catalog line, or select an existing entry to edit or remove it.

***

## 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

<Steps>
  <Step title="Open Recipes">
    Go to **Cloud Kitchen Inventory** and select **Recipes and Production**, then open the **Recipes** tab.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the recipe">
    Save the recipe. You can edit or delete it at any time.
  </Step>
</Steps>

### Run a production batch

<Steps>
  <Step title="Open Production Batches">
    On the **Production** tab, click **New Batch**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Set the date and time">
    Set the **produced at** date and time, which is recorded on the stock movement for traceability.
  </Step>

  <Step title="Confirm the batch">
    Save the batch. The system immediately:

    * Deducts each input item from stock in proportion to the quantity produced
    * Credits the output item to stock
  </Step>
</Steps>

<Tip>
  Use **Auto-fill** when you want to produce as much as possible with what you have. The system respects each input's on-hand quantity and caps the batch at the limiting ingredient.
</Tip>

### 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.

<Warning>
  Deleting a batch reverses the stock movements from that run. Only do this if the batch was entered in error — it will remove the produced output quantity from current stock.
</Warning>

***

## 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 |

***

## Related

* [Cloud Kitchen Setup, Items, and Stock](/cloud-kitchen/setup-items-stock)
* [Dispatching to Branches, Mappings, Reports, and Alerts](/cloud-kitchen/dispatch-and-reports)
* [Purchase Orders and Suppliers (main Inventory)](/inventory/purchase-orders-suppliers)