Streamline your restaurant’s invoice management process, enhance accuracy in receiving and inventory, and effortlessly handle supplier payments. With advanced automation, take full control of your financials and save countless hours previously spent on manual invoice checks.
of painful, manual
receiving processes
thanks to a state-of-the-art
invoice recording system
with discrepancy alerts built within
the invoice recording workflow
Our OCR technology scans invoices and automatically imports the data into our system, eliminating the need for manual entry. This process saves you time, ensures error-free data, and smooths out your operations by seamlessly integrating accurate invoice information into your “workflow.
Streamline your receiving process by automatically generating Goods Received Notices (GRNs) directly from supplier invoices. Auto GRN Creation saves hours of manual work, minimizes discrepancies, and keeps your inventory records up to date. Highlighted discrepancies between invoices and GRNs allow finance teams to focus only on mismatches, creating more credit notes and recovering more money from suppliers. This automation not only saves time but also significantly enhances financial accuracy and efficiency.
See how each change in item price affects your cost analytics, and maximize the accuracy of your reporting for confident decision-making when analyzing your suppliers. Establish transparent settings to specify the impact that Zero-Priced, Higher-Priced, and Discounted Items has on your numbers.
Automatically generate credit notes for any discrepancies or unmatched items in your invoices. This feature helps you reclaim lost revenue, streamline financial reconciliations, and maintain accurate financial records without the usual administrative burden.
Ensure accuracy in your receiving process with real-time alerts for discrepancies. When inaccuracies are detected, you’re instantly notified, allowing you to prevent mistakes and save valuable time otherwise spent on lengthy investigations. Stay ahead and maintain perfect inventory control.
The auto invoice functionality is beautiful. It automatically imports invoices and if there’s a discrepancy, it highlights the disputed transaction to finance. What a time saver.
Yes, Supy hosts multiple connectors to the most common tech tools used in the F&B industry, including accounting software,and is continually open to new integrations.
Yes, Supy provides an easy way to generate credit notes for your restaurant operations to keep track of supplier credits, and simplify settlements. It includes the ability to generate negative invoices too.
Supy’s Goods Received Note (GRN) helps restaurant operators receive items and record invoices. Our GRN process is linked to any purchase order generated from our restaurant procurement software and therefore matches the items set in this purchase order upon reception. The receiver can then change the digital receipt to the actual items delivered and can flag missing items as partially received, or as supplier credit. Supy’s restaurant receiving tool is one of the most advanced in the industry.
Supy’s integrated system helps new restaurateurs manage their finances, from procurement to sales, ensuring a smooth start to their restaurant journey.
Yes, Supy offers a centralized dashboard where you can view, manage, and analyze all your invoices and settlements.
Yes, Supy allows users to decide whether to update an item’s price to a new set price, or consider it as a one-off exception. Some of these exceptions include discounts and free items. Furthermore, Supy’s settings enable administrators to decide whether to account or not these one-off price changes within the restaurant’s analytics.
Supy provides detailed reports on settlements, making it easier to reconcile supplier payments and track any outstanding amounts.
Auto-GRN Feature
Introduction
The Auto-GRN (Goods Received Note) feature streamlines the invoice receiving process by automatically scanning supplier invoices sent via email in PDF format. Utilizing advanced OCR technology, it extracts key data and matches invoices to existing purchase orders, eliminating manual data entry, reducing errors, and enhancing accounts payable efficiency.
Key Benefits
Efficiency: Automates invoice processing, saving time and reducing manual workload.
Accuracy: Ensures precise data extraction from invoices, minimizing errors.
Streamlined Workflow: Centralizes invoice management with clear overviews of incoming, disputed, and saved invoices.
Accounting Integration: Seamlessly integrates with accounting software like Xero or QuickBooks.
Discrepancy Management: Effectively handles mismatches and disputes, including credit note requests and price updates.
Improved Communication: Automates communication with suppliers for credit note requests.
Who Benefits
Purchasing Managers & Procurement Staff: Gain efficiency with automatic matching of supplier invoices to purchase orders.
Inventory Managers & Receivers: Streamline goods receiving processes, ensuring accurate stock levels.
Accounts Payable & Finance Teams: Enjoy automated invoice processing and accounting software integration, enhancing financial accuracy.
Restaurant Managers & Owners: Achieve better control and oversight over purchasing and accounting, leading to operational efficiency and cost savings.
How It Works
Configuration & Setup
Enable Feature: Contact Supy to activate Auto-GRN.
Designated Emails: Receive unique email addresses for each location to share with suppliers.
Supplier Email Whitelisting: Provide a list of authorized supplier emails/domains.
Supplier Submission: Suppliers email invoices in PDF format to the designated addresses.
2. Automatic Invoice Processing
OCR Scanning: System scans and extracts invoice data.
Purchase Order Matching: Matches invoices to existing POs using identifiers like PO numbers or item codes.
Creation of Incoming GRNs: Generates GRNs populated with extracted data and linked to matching POs.
3. Managing Invoices
Access Incoming GRNs: View all incoming invoices in the portal under Accounting > GRNs/Invoices > Incoming.
Review & Edit: Check invoice details, link POs if necessary, and edit quantities or prices.
Handle Discrepancies: Resolve disputes by updating prices, requesting credit notes, or rejecting items.
Finalize & Post Invoices: Save GRNs, close orders, and post invoices, with data syncing to accounting software.
4. Manual GRN Creation (if needed)
Mobile App Usage: Manually create GRNs using the Supy mobile app when suppliers can’t email invoices.
Process:
Capture invoice details and images.
Adjust item quantities and handle discrepancies.
Save and review GRNs in the portal.
5. The Auto-GRN feature’s invoice discrepancy process helps identify and resolve mismatches between supplier invoices and purchase orders:
Detection: When an invoice is received, OCR scans it and highlights any discrepancies in quantity, price, total amount, or tax rate.
Review and Edit: Users review highlighted discrepancies, adjusting quantities, prices, or adding/removing items as needed.
Handling Discrepancies: Users can:
Update prices to match invoices
Request credit notes for overcharges
Reject items or entire invoices if necessary
Disputed Invoices: Unresolved invoices move to a Disputed tab for further review and resolution by authorized users.
Conclusion
Implementing the Auto-GRN feature enhances invoice processing by automating the creation of Goods Received Notes from supplier emails. It improves efficiency, reduces errors, and offers better control over purchasing and accounting processes, contributing to operational excellence in restaurant management.
