Supplier invoices and goods receipt

In a week a restaurant receives goods from vegetable, meat, beverage, dairy and household suppliers. The chef or sous chef signs the delivery note on receipt, the paper goes into a drawer, and the supplier invoice arrives by email to the owner or manager. Someone later enters the goods receipt into the inventory module of the POS so that costing and stock agree, and at month end the bookkeeper keys the same invoice into SAP Business One or Xero again. Then they work out why the invoice total does not match the order, why the price differs from the agreed one and where the line that nobody received went. Food cost becomes clear late, and it is too late to negotiate with the supplier about last month.

We implement document recognition with an integration into SAP Business One or Xero. On receipt the chef photographs the delivery note with a phone into a dedicated folder or mailbox, supplier invoices from email flow into the same stream, and scanned documents do too. Recognition extracts the supplier, document number, lines, quantities, units of measure, prices and VAT, then matches them against the order, the contract price list and, if you keep stock in your POS, the goods receipt recorded there. Matching documents are prepared as a purchase entry in SAP Business One or Xero with the right item groups and accounts, while discrepancies (quantity, price, missing item) are flagged on the specific line. The bookkeeper sees the prepared entry in her usual SAP Business One or Xero environment, checks the flagged spots and approves, and passes discrepancies to the chef or owner to negotiate with the supplier the same week. Documents are processed in the MDP CLOUD cloud in Lithuania (EU) or in your Microsoft 365 tenant, and each document's path is visible in the log.