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Quick instructions for purchasing

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Detailed instructions

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Step 1 - Enter the menu option “Purchasing”

Enter purchasing and select the restaurant that you would like to order to.

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Step 2 - Go to Store

Enter the store and add items to your shopping cart. Adjust quantities using the plus or minus sign, or click on the quantity to enter it manually.

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Step 3 - Add articles to your shopping cart

Enter the store and add items to your shopping cart. Adjust quantities using the plus or minus sign, or click on the quantity to enter it manually.

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Step 4 - Review your shopping cart

After adding all the items you need to your cart, enter your shopping cart and review your order. Ensure the following before sending the order:

• Check that the articles have the correct delivery date. If not, click on the calendar to change it.

Note that available delivery dates are those your admin has entered. To choose a delivery on a different date, contact your closest regional manager. They can change the delivery date from their account to all the supplier’s available dates.

Verify that the summary at the bottom of the order is correct, including meeting the limit for free delivery, etc.

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Step 5 - Send order

Once satisfied, press “Send Order.” You will receive an order confirmation via email, and you can also view the order in the order overview. Note that the confirmation may take a few minutes to be delivered.

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FAQ

I can’t send my order
Some customers have chosen to limit restaurants to only accept orders when the minimum required order amount for free delivery has been exceeded. Ensure that you meet the minimum order amount. If you still can’t place the order, contact Binary Brains support.

Suppliers have different ordering stop times. When the stop time has passed for the nearest delivery, you can no longer order to that date and may need to change the delivery date to the next delivery date available. I can only choose between a limited number of delivery dates, why? Some customers have chosen to limit restaurants to a specific number of order dates to establish and maintain ordering routines. If you need to change the date to one closer than available, contact your nearest regional manager or kitchen support.

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Delivery acceptance

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Step 1 - Enter an order

When you receive a delivery at the restaurant, open the purchasing overview and locate the order by date and supplier. Click on the order to enter its details.

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Step 2 - Check delivered quantities

Review the order and ensure that the ‘shipped quantity’ matches the quantity you have received at the restaurant.

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Step 3 - Confirm delivery

After comparing and reviewing the shipped and delivered quantities for all articles, you can proceed to accept the delivery.

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Purchasing - How to use order proposals

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Step 1 - Go to Purchasing > Proposal

Every day, when order proposals are provided, you will receive an email reminding you to place the order. To access the proposals, go to “Purchasing,” then select “Proposals”. Press on “Today’s Proposal” to view the proposed order.

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Step 2 - Review proposed order quantities and stock levels

Before transferring the proposed order to your shopping cart, review proposed order quantities and the estimated stock levels. The estimated stock level reflects the calculated inventory level, based on sales and recipes, and should reflect what you have in your actual stock. If the estimated stock level does not match the restaurant’s actual stock level, you can simply update the stock level by using the pen right next to the figures. When you update the stock level, you will instantly get an updated proposed order quantity for that item. Step 3 - Transfer to your cart When you have passed step 2, you can transfer the proposed order quantities to your shopping cart by using the button “add to shopping cart”

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Step 4 - Review order

When you have transferred the order proposal, you can add or reduce quantities in the shopping cart, if you are not satisfied with the proposed quantity. You can also enter “Store” to add more items to your order.

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Metrics explained

To view more information on each item and proposed order quantity, press the info icon located on the right side of the proposed quantity. You will then see a pop-up with the following information.

Delivery - The date the order is intended to be delivered on. Today’s estimated inventory level - The daily calculated inventory level based on previous inventory, consumption, purchases, and reported waste. Forecasted consumption - The forecasted sales for the particular item. Forecast period - The time period for the forecasted consumption. Recommended purchase quantity - The recommended purchase quantity Recommended orderable quantity - The recommended purchase quantity in the minimum orderable quantity for the current supplier article.

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FAQ

How do Binary Brains calculate how much we should order? The purchase proposal consists of three key components:

Forecast: We use advanced algorithms to analyze historical sales data,recipe information, and external factors like weather, holidays, and events. This advanced analysis identifies trends and patterns, enabling us to forecast the need of each ingredient in the restaurant to meet the future demand.

Inventory level: Using the forecast, we know the quantity needed between each delivery to meet customer demand. By also considering the current inventory level of each article and restaurant, we know how much they already have in stock and can then calculate the additional amount for the restaurant to order. The inventory level we use is based on the restaurant’s latest inventory count, consumption, purchases, and waste reporting.

Buffer Level: To account for unexpected variations in sales and customer demand—we incorporate a buffer level to make sure the restaurant will not run out of stock. This level is customized for each item, taking into account factors such as shelf life and expiration dates. For example, frozen items like fries may have a higher buffer level as they are less likely to expire before consumption, whereas fresh items like meat and vegetables may have a lower buffer level due to a shorter expiration window.

Historically, we have outperformed the forecasts made by many restaurant managers on individual item level. Since we also factor in a buffer level in our calculations, you can confidently place orders in alignment with our proposals.

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