Buy what the hotel needs. Nothing more.
From the chef's request to the supplier's bill: Tivuzo procurement makes sure the hotel orders what it needs, receives what it ordered and pays for what it received.
Tivuzo procurement covers the full purchase cycle for hotels: department heads raise purchase requests, orders above your limit wait for a manager's approval, purchase orders go to suppliers, deliveries are received against the order into the right store, and supplier bills are checked against what was ordered and received before they can be paid. Every step updates stock and the accounts.
The purchase cycle
- RequestThe chef, bar manager or housekeeper drafts a request for what they need, from the supplier list or the reorder list.
- ApproveOrders above the amount you set wait for the GM or owner to approve them. Smaller orders go straight through.
- OrderThe purchase order goes to the supplier by email or WhatsApp-ready PDF, with your prices and delivery date.
- ReceiveThe storekeeper receives the delivery against the order, line by line, and notes short or rejected items.
- BillThe supplier's bill is matched to what was ordered and received; you can't pay for what never arrived.
- PayPay by bank, M-Pesa or cash; the payment clears the bill and appears in aged payables.
For the full process with controls and examples, read the hotel procurement process.
Suppliers and prices
Supplier price lists
Each supplier's price, pack size and minimum order per item; the PO picks the right one.
Several suppliers per item
Keep a main and a backup supplier for eggs, gas or bread.
Price history
See what you paid each supplier for an item over time, and spot creeping prices.
Lead times
Record how many days a supplier needs, so reorders go out in time for remote lodges.
Reorders
Set a minimum and maximum for each item in each store. When stock falls below the minimum, Tivuzo lists it to reorder and can draft the purchase order for the usual supplier. The storekeeper checks the quantities and sends it. See inventory and stores.
Controls that save money
- Approval above an amount you set
- Receiving against the order, not against the delivery note
- Bills checked against received quantities before payment
- Every price change and approval logged with who and when
- Separate roles for who orders, who receives and who pays
What you can see
| Question | Where in Tivuzo |
|---|---|
| What is waiting for approval? | Purchase orders to approve, on the manager's Home screen. |
| What is due in this week? | Orders to receive, by expected date. |
| How much did we spend on food last month? | Purchases by category, and food cost in the accounts. |
| Which supplier is late most often? | Receipts compared with expected dates. |
| What do we owe and when? | Aged payables and bills to pay. |
Procurement questions
Can department heads raise purchase requests?
Yes. Give them the purchasing role to draft requests (requests for quotation). Orders above your approval limit wait for a manager.
Can purchase orders need approval?
Yes. Set an amount; orders above it must be approved before they can be confirmed.
What is three-way matching?
Checking the supplier's bill against the purchase order and the goods received before paying. Tivuzo does this for every bill. See the glossary.
Can a delivery go straight to the kitchen?
Yes. Receive fresh produce directly into the kitchen store, and dry goods into the main store.
Does procurement post to the accounts?
Yes. Receiving adds stock value; the bill posts to payables; payment clears it. See hotel accounting.
Last updated by the Tivuzo team.