Purchasing & Cost Control
Resolve invoice exceptions once, then use the same normalized purchase ledger for vendor costs, inventory usage, recipe repricing, and actual-versus-theoretical variance.
Exception review queue
Confirm an inventory item and pack conversion, or classify the line as tax, freight, deposit, fee, credit, or another non-inventory charge.
| Invoice | Invoice line | Amount | Inventory item | Case pack / size / unit | Treatment | Action |
|---|
Duplicate safeguards
Invoice reconciliation
Each invoice must tie header total to extracted lines, with every line matched or explicitly classified.
| Invoice | Date | Invoice | Lines | Gap | Inventory | Other | Unresolved | Checks |
|---|
Normalized purchase ledger
Confirmed inventory purchases grouped by vendor, item, category, and week.
By category
| Category | Lines | Value | Needs conversion |
|---|
By vendor
| Vendor | Lines | Value | Needs conversion |
|---|
Ledger detail
| Date | Vendor / invoice | Item | Category | Base quantity | Unit cost | Value | Status |
|---|
Vendor and item opportunity ranking
Focus price-review effort on the largest spend and price movements. Cross-vendor comparisons are candidates only until product equivalency is confirmed.
Highest vendor spend
| Vendor | Lines | Spend | Needs conversion |
|---|
Highest item spend
| Item | Lines | Spend | Needs conversion |
|---|
Largest observed price changes
| Item | Vendor / SKU | Previous | Latest | Old cost | New cost | Change |
|---|
Cross-vendor comparison candidates
| Item | Base unit | Lowest observed | Low cost | High cost | Spread | Decision |
|---|
Period weighted-average cost
Beginning inventory + normalized purchases − ending inventory, valued with the period’s weighted-average purchase cost.
| Item | Group | Unit | Weighted cost | Beginning | Purchases | Ending | Actual usage | Usage value | Review |
|---|
Recipe cost & actual-versus-theoretical variance
Live purchase costs flow into matched ingredients; legacy estimates remain visibly separated until each exception is confirmed.
Cost by operating category
| Category | Purchases | Actual usage | Theoretical | Variance | Sales | Actual % | Theo % |
|---|
Recipe ingredient exceptions
| Recipe | Ingredient | Portion | Suggested / confirmed | Action |
|---|
Largest item variances
| Item | Category | Actual units | Theoretical units | Variance units | Variance $ | Likely causes |
|---|
Recipe repricing detail
| Recipe | Type | Published | Calculated | Live portion | Coverage |
|---|