Restaurant Suppliers and Ordering Made Simple

In short: a good supplier relationship means the right product arrives at the right time, at a fair and stable price, with the paperwork you need. A good ordering system means you buy what you will use, no more and no less. Both are habits, not luck.

Supplier decisions affect quality, cost, safety and sleep. A missing delivery on Friday morning can cost more than a month of savings from a cheaper price.

What to look for in a supplier

Rate each candidate on these points.

1. Reliability. Do they deliver on the agreed day and time? What happens when they cannot?
2. Quality and consistency. Is the product the same each time? Are specifications clear?
3. Food safety and traceability. Are they registered or approved as the law requires in your country, and can they give batch or lot information if needed? Ask for their food safety certificate or the rating from their authority.
4. Range. Can they supply several of your needs, reducing the number of deliveries?
5. Price and terms. Prices, price changes, minimum order, payment terms and credit.
6. Service. Account manager, ordering method, returns and credit notes, and how they handle complaints.
7. Allergen information. Can they give accurate allergen details for each product and tell you before they substitute? See allergen information for online orders.
8. Values and sourcing, if they matter to your guests, such as local, seasonal or sustainable sourcing. Ask for evidence and avoid claims you cannot back up.

Visit a supplier's premises or warehouse if you can. Ask for samples and try them in your own kitchen.

Compare prices fairly

Do not compare price per case. Compare cost per usable portion.

Also compare:

• Pack sizes, so you do not buy more than you can use.
• Delivery charges and minimum orders.
• Payment terms. A 30 day term helps your cash flow.
• Price stability: a fixed price for a month is worth something.

Request quotes from at least two suppliers for your top 20 items by spend every few months. You do not have to change; you just need to know.

Set up a par level system

A par level is the amount you want on the shelf after a delivery. The simple formula:

Par = daily usage x (days between deliveries + lead time) + safety stock

Order quantity is par minus what is on hand now.

Set par levels for your 30 most important items first. Review them monthly using real usage, and change them for seasons and events. Fresh and fragile items need low par levels and frequent delivery. Dry goods can have higher par levels but should not tie up cash. See reduce food waste.

Use data to order

Do not order from memory. Look at:

• What is on hand now (count).
• What is already on order.
• What you expect to sell: use sales for the same day last week, bookings, events, and the weather.
• What is coming: promotions, a large booking.

DineHarbor's inventory includes stock items, purchase orders, receiving and counts, and purchase orders can be suggested from configured stock rules. A suggestion is a starting point: a buyer should check events, closures and supplier minimums. See stock control.

Place orders clearly

• Use one method that leaves a record: an order form, an email, a portal or a purchase order.
• State the product, the pack, the quantity, the delivery day and time.
• Confirm substitutions in advance: which are acceptable, and which need a call.
• Keep a copy of every order, so you can check the delivery and the invoice.
• Name the person who orders. If three people order the same item by phone, you will receive three deliveries.

Receive every delivery properly

Delivery is the moment you accept the goods and the price. A short routine:

1. Have someone trained available at the delivery time.
2. Check the order against the delivery note, line by line.
3. Check the temperature of chilled and frozen items with a probe. See temperature logs.
4. Check use by dates, condition and packaging.
5. Weigh or count anything sold by weight or number.
6. Reject or note anything wrong on the delivery note before signing.
7. Store chilled and frozen items immediately.
8. Compare the invoice price to the agreed price.

Record shortages, damage and substitutions, and ask for a credit note. Substitutions may change allergens, so inform the kitchen and the menu owner before the product is used.

Manage the relationship

• Pay on time, as agreed.
• Give feedback, good and bad, quickly and politely.
• Share your plans, such as a new menu or a big event, so they can prepare.
• Meet your main supplier every few months.
• Keep written records of agreed prices and changes.

Suppliers who are treated well often look after their customers when stock is short.

Have a backup

Every key item needs a Plan B. For your top 10 items by spend or importance, name a second supplier and keep an account open. Know the price difference. If a delivery fails, you can call at once rather than start searching. Occasional small orders from the backup keep the relationship alive.

Also keep a short list of menu changes you will make when an ingredient is unavailable, and make sure your online menu and till are updated quickly, so you do not sell what you do not have.

Review each quarter

1. Spend by supplier and by category.
2. Price changes since the last review.
3. Delivery performance: late, short or wrong.
4. Quality complaints.
5. Opportunities to combine orders.

Share the review with your chef. They see quality, you see money, and you need both.

Common mistakes

• Buying on price alone.
• No par levels, so ordering depends on one person's memory.
• Signing without checking.
• Single supplier dependence for key items.
• Not recording substitutions, which affects allergens and cost.
• Letting prices drift without a review.

Questions to ask a new supplier

Before you place a first order, ask these and write down the answers:

1. What are your delivery days, cut off times and minimum order?
2. What happens if you cannot supply an item? Do you substitute, and do you tell me first?
3. Can you give allergen information and batch or lot details for every product?
4. How are prices set, how often do they change and how much notice do I get?
5. What are your payment terms, and is there any charge for late payment?
6. Who do I call when something is wrong, and how are credits handled?
7. Can I have a sample, and can I visit?

A good supplier answers quickly and clearly. A supplier who is vague on food safety or substitutions is a risk.

Local and seasonal buying

Buying from a local farm, bakery or fishmonger can improve freshness and give you a story for your menu. It can also bring variable supply and prices. Treat local suppliers like any other: check their registration and food safety, agree specifications, and keep a backup. Make your menu flexible, with a section that changes with what is available, and cost each version before you print it. See how to price a menu.

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