Vendor Order Checklist
Weekly vendor ordering workflow run by the chef or kitchen manager — from par count through purchase order, receiving, and reconciliation against the invoice in the inventory system.
Vendor Verification
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Confirm the vendor account is current
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Pull last four weeks of invoice variances
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Flag any open credits or short-ship disputes
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Select the vendor for this order
Inventory Count and Par Build
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Count walk-in, dry storage, and freezer
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Compare on-hand counts against the par sheet
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Adjust pars for upcoming covers and specials
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Cross-check the build sheet against the menu
Purchase Order and Pricing
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Build the PO in MarginEdge or R365
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Compare unit prices against last week's invoice
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Flag any line item with greater than 8% price jump
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Confirm the order total against the weekly food budget
Target food cost is typically 28-32% of projected sales for the week. If the PO total pushes the running food-cost percentage over target, trim non-critical lines or substitute to a house brand before submitting.
Collects number Collects list Collects file
Budget Escalation
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Review over-budget lines with the chef
Walk the chef through the lines driving the overage. Common drivers: protein cost spikes, an unplanned event order, or a par set too high after a slow week. Decide whether to trim, substitute, or approve the variance.
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Document the variance approvalCollects paragraph
Submit Order and Schedule Delivery
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Submit the PO before the vendor cutoff
Sysco, US Foods, and PFG cutoffs are typically 4 PM the day before delivery. Missing the cutoff bumps the drop by a full day — confirm before submitting.
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Confirm the delivery window with the repCollects datetime
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Assign the receiving cook for the drop
Receiving and Quality Check
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Match each case to the PO line by line
Open every case and count. Signing for 24 when the case held 22 buries the loss in food cost with no audit trail. Note short-ships, substitutions, and damaged cases on the invoice before the driver leaves.
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Temp-check refrigerated and frozen items
Cold items must arrive at 41°F or below; frozen items solid with no ice crystals. Reject anything out of range — the FDA Food Code does not give credit for "close enough" on receiving temps.
Collects number -
Inspect produce, protein, and dairy quality
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Record the receiving outcomeCollects list Collects paragraph Collects image
Issue Resolution
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Open a credit request with the rep
Most distributors require credit requests within 24 hours of delivery. Photograph the issue, note case and lot numbers, and email the rep so the credit posts before the invoice clears AP.
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Source the shorted items from the backup vendor
Restaurant Depot or a secondary distributor for protein and produce gaps. Capture the substitute receipt against the original PO so the food-cost variance lands on the right week.
Stocking and Record Keeping
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Rotate stock FIFO into walk-in and dry storage
Date and label every case before it goes on the shelf. Pull older inventory forward; new product to the back. FIFO failures are the top driver of avoidable spoilage waste.
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Reconcile the invoice against the PO
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Post the invoice to MarginEdge or R365Collects file
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File the receiving packet for the weekly close
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