Streamline your daily operations with automated stock tracking, supplier management, and invoice processing, allowing you to focus on crafting exceptional coffee experiences.
Ensure accuracy in inventory counts, supplier invoices, and recipe management with automation that eliminates manual mistakes and double entries.
Real-time insights into stock levels, cost of goods, and discrepancies empower you to make better decisions and keep your coffee shop running smoothly.
Food Cost and COGS Calculations
Supy’s accurate weekly COGS reporting gives you clear insights into food costs, helping you control expenses, improve margins, and make informed decisions.
With Supy, coffee shop operators gain real-time visibility into the cost of every drink, whether it’s a simple espresso or a customized frappé. This level of detail isn’t matched by other tools/softwares.
Supy automates supplier invoice matching and credit note generation, helping coffee shop owners handle discrepancies like price changes or missing deliveries effortlessly.
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.
