Replenish — the Purchasing Cockpit

What Replenish replaced

Reordering used to be spread across several places — a low-stock list here, a kitchen reorder screen there, supplier prices somewhere else. Replenish brings the whole decision onto one screen: what is running out, how urgently, who sells it, and what it will cost. It absorbed the separate kitchen reorder surface, so kitchen and retail purchasing are now decided the same way.

The three tabs

Reading the Reorder tab

Each row is a product you may need to buy, with the facts that decide it:

• Cover — how long the stock you hold will last at your current rate of use. This is the urgency signal: low cover means order now, regardless of how much is physically on the shelf.
• Demand — how fast the product is actually moving, measured from your own sales and consumption rather than a guessed-at minimum.
• Suppliers — how many suppliers you have on file for it, with the preferred one marked.
• Best supplier and Cheapest now — who to buy from, and the current best price.
• Est. cost — what the suggested order quantity will cost you.

Common Tasks

How to Decide What to Reorder (what to buy, low stock list, reorder report)

The daily or weekly purchasing pass.

Required permission: Purchase order create

1. Go to Replenish in the left sidebar
2. Stay on the Reorder tab
3. Sort or scan by Cover to see what runs out soonest
4. For each product you want, check Best supplier and Cheapest now
5. Adjust the suggested quantity if you want more or less than proposed
6. Select the rows you are ordering and choose Order

Result: The selected products become a purchase order for the supplier, pre-filled with the quantities and prices you chose.

Note: Products showing no supplier on file cannot be priced or ordered from here. Add a supplier to the product first — see Supplier Management.

How to Compare Suppliers for a Product (who is cheapest, supplier price comparison, switch supplier)

Check whether your preferred supplier is still the right one before you order.

1. Go to Replenish → Reorder
2. Find the product row and open its Suppliers
3. Compare each supplier’s current price. The preferred supplier is marked, and Cheapest now shows the lowest
4. Open History to see how that supplier’s price has moved over time
5. Choose the supplier you want and add the line to an order

Result: You order from the supplier you chose rather than the default, at the price shown.

Note: Cheapest is not always best — a supplier with a slightly higher price but reliable delivery may cost less overall. The comparison gives you the price; the judgement is yours.

How to Spot Price Changes From Suppliers (price watch, supplier price increase, cost went up)

Find out that a supplier raised their prices before it shows up as a margin problem.

1. Go to Replenish and open the Price Watch tab
2. Review Biggest increase to see where your costs have risen most
3. Review Biggest drop for savings you could take advantage of
4. Review Most volatile for products whose price keeps moving, which are worth a fixed-price agreement
5. Use Change and Trend on each row to see the size and direction of the move

Result: You know which input costs have moved, so you can re-price affected menu items or products before margin quietly erodes.

Note: A price increase on a recipe ingredient changes the food cost of every dish using it. After acting here, re-check Food Cost Analysis.

How to Handle a Reorder Request From Staff (approve reorder request, staff asked for stock, purchase request)

Staff on the floor can raise a request for something to be reordered. This is where you decide.

Required permission: Purchase order create

1. Go to Replenish and open the Requests tab
2. Review requests with status PENDING — each shows the Product, the Supplier if one is proposed, and who raised it
3. Approve the ones you want by adding them to an order, which moves them to ORDERED
4. Decline the ones you do not want, which moves them to REJECTED

Result: Approved requests become purchase order lines; rejected ones are closed. Either way the person who raised it can see what happened.

What happens next

Ordering from Replenish creates a purchase order. From there the normal purchasing flow takes over — the supplier delivers, you receive the goods, and the invoice is matched and posted. See Purchase Order Automation and Document Intake.