Many clients have come to us to bring order to their hotel purchasing and warehousing. The main reasons have been savings in labor, time and errors. This is what a fully integrated tool like Controliza provides them.
How to avoid the chaos in hotel purchasing and warehouse departments
That’s why we’ve decided to explain the main issues many of our clients were facing in hotel purchasing and warehouse operations, and how we at Controliza have helped solve these day-to-day challenges across purchasing and procurement departments.
Main issues that arise in purchasing and warehouse management
Supplier orders:
- At first glance, it may seem simple, but managing it becomes more difficult as the hotel group — or its restaurants and services — grows. Who places the orders? How are they placed? Are they being sent to the suppliers with whom the purchasing manager has negotiated prices and rebates? Is current stock being taken into account? These are just some of the issues that come up in this process. And as the group grows — or plans to grow — it needs a tool that organizes the entire ordering process before it turns into uncontrollable chaos.
Delivery notes and order receiving:
- Most mistakes happen when orders are received. In most cases, the person placing the order is not the one receiving it. As a result, the person receiving the order may not be aware of the quantities, products, or even the prices that were previously negotiated. This is where the problems begin. On top of that, this whole process is usually handled with paper delivery notes, which more often than not turn it into an odyssey.
Warehouses and distribution:
- All of this becomes even more complex when warehouse management is added, and it gets harder still when there is a central warehouse that then has to distribute products to each outlet. You also need to take stock counts, adjustments, inbound and outbound movements, and more into account. If you continue handling these processes manually, you may never achieve full control or avoid the huge number of errors involved.
Theft, discrepancies, and quality issues
- Very often, especially when large volumes are involved, you find that the quantities or products in the warehouse do not match what should actually be there. This can affect business profitability, dish quality, or the administrative management of the warehouses. Identifying the problem becomes impossible, even when it is already too late to fix it.
Controliza’s solution to all these problems
As we’ve mentioned before, our obsession has always been to provide a fully integrated tool that simplifies purchasing management so our clients can save on errors, time, and workload. As a result, their business profitability improves.
Supplier orders:
Our solution starts with the order itself, which is created using the suppliers, formats, and prices already negotiated by the purchasing manager. Everything is built into the tool so the person placing the order only has to select the supplier and the quantities needed for each product. Everyone with access to the tool will only have permission to perform the functions assigned by the administrator. Once the order is placed, the system automatically sends the supplier a fully detailed PDF of the order.
Delivery notes and order receiving:
When the order is sent, the system automatically creates a pending delivery note with the requested items. When you receive it, you simply indicate whether everything is correct and, if not, carry out a partial receiving, leave missing products pending, or keep it as is while updating quantities and prices.
Warehouses and distribution:
After that, you just mark the order as received and attach the invoice. This way, all products are automatically entered into the warehouse.
As we’ve already said, this process reduces errors, time, and workload, while also providing full control over the entire process and unique traceability for orders and stock movements, making it possible to manage inventory digitally and almost automatically.
Theft, discrepancies, and quality issues
Finally, as mentioned earlier, when handling large volumes, you often find that warehouse products do not match what should actually be there. That’s why we created the purchasing audit: a tool capable of auditing all purchases and consumption to identify discrepancies that may affect the business by generating hidden costs or lowering the quality of your preparations.
Conclusions
This is just one more of the solutions Controliza offers the HORECA sector, which is becoming increasingly aware of the need to digitalize its processes. Something essential for businesses to survive and then continue growing after the crisis experienced in recent years.
If you want to learn more about our sales forecasting tool for restaurants, visit our website.
You can also visit our LinkedIn profile
How to standardize purchasing and reduce discrepancies between hotels
One of the least visible yet most costly problems appears when each hotel buys differently, uses non-standardized items, or works with outdated recipe costing. This drives up food cost, complicates traceability, and makes it much harder to detect waste, off-contract purchases, or price discrepancies before they affect profitability.
With Controliza Compras, you can centralize your approved catalog, restrict authorized suppliers, and ensure every order follows the negotiated terms. And by combining real stock levels with Predicción, you can anticipate stockouts and overstock, aligning purchasing more accurately with actual demand.
The result is a more organized operation, fewer purchasing errors, and a clear reduction in discrepancies between properties. This gives you greater control over delivery notes, better purchasing compliance, and faster decisions based on data, not assumptions.
How to avoid the chaos in hotel purchasing and warehouse departments
That is why we have decided to describe the main problems many of our clients encountered in the purchasing and warehousing area of hotels. And how we at Controliza have helped solve these problems that arise in the day-to-day operations of every purchasing and procurement department.
Main problems arising in purchasing and warehouse organization
Supplier orders:
- At first it seems straightforward, but management becomes increasingly difficult as the hotel group or its restaurants and services grow. Who places the orders? How do they place them? Are they ordering from the suppliers with whom the purchasing director has negotiated prices and volume discounts? Are existing stocks taken into account? These are many of the problems that appear in this process. And as the group grows or plans to grow, it needs a tool that organizes the entire ordering process before it becomes an uncontrollable chaos.
Delivery notes and order reception:
- Order reception is where the most errors occur. Most of the time, the person who orders and the person who receives are not the same. Therefore, the person who received the order may not be aware of the quantities, products or even prices that were previously negotiated. This is where problems begin. Additionally, all this management is usually done with paper delivery notes, which most of the time turn this process into an ordeal.
Warehouses and distribution:
- All this becomes even more complicated when warehouse management is included, and the difficulty continues to increase when there is a central warehouse that must then distribute products to each location. Additionally, counting processes, adjustments, entries and exits must be considered. If we continue performing these processes in an analog way, we may not achieve total control and avoid the immense number of errors.
Theft, deviations and quality issues
- Often, especially when handling large quantities, we find that the quantities or products in the warehouse do not match what should be there. This can affect business profitability, dish quality or the administrative management of warehouses. Identifying the problem becomes impossible, even when it is already too late to fix it.
Controliza's solution to all these problems
As we have mentioned before, our obsession has always been to provide a fully integrated tool that simplifies the purchasing process management so our clients save on errors, time and labor. And consequently, their business profitability is positively affected.
Supplier orders:
Our solution starts with the order, which is prepared with the suppliers, formats and prices already negotiated by the purchasing director. Everything is included in the tool so the person placing the order only needs to select the supplier and the quantities of each product needed. All people with access to the tool will have permissions to perform only the functions designated by the administrator. When the order is placed, the system automatically sends the supplier a PDF with the fully detailed order.
Delivery notes and order reception:
When the order is sent, the system automatically creates a pending delivery note with what was ordered. When you receive it, you simply indicate whether everything is correct and if not, perform a partial reception, pending the missing products or leave it as is, updating quantities and prices.
Warehouses and distribution:
Afterwards, you only need to mark the order as received and attach the invoice. All products will then be registered in the warehouse.
As we have said, this process reduces errors, time and labor, while providing total control over the entire process and unique traceability on orders and movements, allowing all inventory management to be done digitally and almost automatically.
Theft, deviations and quality issues
Finally, as we mentioned before, when handling large quantities, we often find that warehouse products do not match what they should be. That is why we created the purchasing audit. A tool capable of auditing all purchases and consumption to identify deviations that can affect the business by generating hidden costs or lowering the quality of preparations.
Conclusions
This is just one more of the solutions Controliza offers to the HORECA sector, which is becoming increasingly aware of the need to digitize its processes. Something essential for businesses to survive and then continue growing after the crisis suffered in recent years.
If you want to learn more about our sales forecasting tool for restaurants, visit our website.
You can also visit our LinkedIn profile.
