Somebody orders stock, somebody else signs for the delivery, and a bill arrives that does not match either. VenueChief’s purchase order software for venues connects all three, so the difference shows as soon as the invoice is entered.
Purchase order software for venues that stock real things
A pro shop, helmets, branded gear, merchandise for the party packages: many venues quietly run a small warehouse. The order is on a phone call, the delivery is signed on the counter and the bill arrives by email a week later.
Purchase order software for venues does not have to be a back-office project. VenueChief’s Purchasing screen has three tabs: Purchase Orders, Invoices and Suppliers. That is enough to put the order, the delivery and the bill on one record.
What is new: orders with limits, deliveries with lot numbers
Supplier management. Each supplier carries a lead time, payment terms, their own part number, a unit cost, a minimum order quantity, an order multiple and a preferred flag. Price breaks apply at the quantity you actually order.
Purchase orders. A purchase order moves through Draft, Pending approval, Approved, Sent, Partially received, Received and Closed (or Canceled). The editor tells a buyer, “You can approve up to” their limit. Once approved, an order is frozen. Sending it emails the supplier, and if the email cannot be queued, the order is not marked sent.
Goods in. Record what arrived, what you rejected and the lot number. VenueChief refuses to receive more than you ordered. The receipt, the stock movement, the order status and the average cost all post together or not at all.
Book a demo and we will raise a purchase order together.
The three-way match
When the supplier’s invoice arrives, a three-way match compares it with the order and the delivery. A variance is flagged, with the dollars at stake. The invoice cannot be marked paid until someone with authority accepts the difference or queries it with the supplier. Every movement lands in the inventory ledger, which you can view in the Storefront workspace, so the count on screen follows every delivery, sale and adjustment you record.
The receiving engine can also spread freight, duty and brokerage across the lines they carried, so stock is valued at landed cost. Entering those charges on the Purchasing screen is not available today.
How it works
- Add suppliers and the items they supply.
- Raise an order. If it is above your limit, it waits for someone with a higher limit to approve it.
- Send it to the supplier from the screen.
- Receive goods in as they arrive, in parts if needed.
- Enter the supplier’s invoice and review any flagged difference.
A delivery, step by step
An order of twelve helmets arrives with ten in the box, and two of those are damaged. The receiver logs eight received and two rejected, with the lot number, and the order moves to Partially received. The next day the supplier invoices for twelve. The three-way match flags the difference, with the dollars at stake, and an approver decides whether to dispute it or accept it. The difference is on the record before anyone pays.
Who it suits
Venues with merchandise or consumables to restock: karting tracks with a pro shop, sim racing centers with branded gear, golf lounges, batting cages, escape rooms and entertainment centers. If your reorder list lives in somebody’s head, this is for you.
Approvals and who can do what
Not everyone should be able to commit the venue’s money. The order editor shows each buyer the limit they can approve, and an approved order is frozen so it cannot change under the supplier. Sending the order emails the supplier from the screen, and an order is never marked sent when the email could not be queued. Buyer, Scheduler and Goods-In are job roles in VenueChief, so the person who orders and the person who receives can be different people.
What it changes on a busy day
- With limits set, an order above a buyer’s limit waits for someone with a higher limit.
- A short delivery is logged as received and rejected, not argued about.
- An invoice that is too high is flagged before it is paid.
Availability and fine print
Purchasing is an add-on to the Platform plan. See pricing.
Purchasing orders the items in your product catalog, which you manage in the Retail Storefront workspace. It does not draft purchase orders by itself, print a purchase order as a PDF, track supplier calls or pay supplier bills. It is not wired to the maintenance parts list, and it is not a food-costing system. Approval limits apply to the people you give one, and someone with no limit set can approve any order.