Know what was requested, what was ordered, and what arrived.
Build an itemized purchase record, review it, record the order placed with your supplier, and mark the delivery received. Keep vendor details and follow-up out of scattered email threads.
PO-2042 · Harbor Supply
Housekeeping supply request
Bath towels
24 × $4.20
Pillowcases
12 × $2.50
Bath mats
6 × $5.00
Order total
Pending administrator review
An administrator reviews the pending request. The itemized record is not a vendor checkout.
Purchase Orders gives managers and department teams an itemized record with vendor details, quantities, unit costs, notes, invoices, status, and receiving. Administrators can approve or reject pending requests; staff can record orders already placed and review invoice imports. Mark Ordered records a purchasing action—it does not buy from the vendor. Procurement is a separate connected-catalog workspace with account setup, search, cart, and order history. Confirm availability before relying on it for supplier purchasing; it does not share an automatic PO approval chain.
Three workflow illustrations: an itemized request, the staff-recorded supplier order, and delivery review. Connected-catalog Procurement is separate and depends on account setup.
PO-2042 · Harbor Supply
Housekeeping supply request
Bath towels
24 × $4.20
Pillowcases
12 × $2.50
Bath mats
6 × $5.00
Order total
Pending administrator review
An administrator reviews the pending request. The itemized record is not a vendor checkout.
PO-2042 · Harbor Supply
Record the supplier order
Purchase order
Administrator recorded the order
Expected arrival
Entered by staff
Shipment reference
Towels, pillowcases, bath mats
Procurement’s connected catalog and cart are a separate workspace requiring account setup.
Mark Ordered records an order placed separately. It does not purchase items or pay the vendor.
PO-2042 · Harbor Supply
Check the delivery, record receipt
Actual arrival
Recorded by staff
Bath towels · 24
Existing Inventory item name
Pillowcases · 12
Existing Inventory item name
Bath mats · 6
Check item record before receiving
Receiving applies to the order. Matching names can add quantities to existing stock records; inspect quantities and units first.
Housekeeping requested towels, the GM ordered them, and the next shift only sees the original email. Nobody knows whether to reorder, check a delivery date, or inspect the shipment in the back office.
Keep the purchase record and its next staff action visible. Good fit for purchase follow-through; not a replacement for accounting, vendor checkout, or multi-level spending controls.
itemized request, review decision, order details, and receiving
Every step ties to a real, connected feature.
PO-2042 · Harbor Supply
Housekeeping supply request
Bath towels
24 × $4.20
Pillowcases
12 × $2.50
Bath mats
6 × $5.00
Order total
Pending administrator review
An administrator reviews the pending request. The itemized record is not a vendor checkout.
Included in Hotelier. Available as an add-on for $19/month or $190/year, with no setup fee.
Organize linens, amenities, breakfast supplies, and maintenance parts by department and category. Staff update counts; managers can spot low stock and review recorded changes.
Record items and payment method, review tracked stock, and count the drawer at shift close. Cash sales can link to the selling staff member’s open drawer; staff still checks the records.
Enter expenses directly or upload a receipt for an editable draft. Keep dates, vendors, categories, payment methods, line items, attachments, summaries, and filtered CSV export in the hotel record.
It keeps a purchase request’s vendor, item quantities, unit costs, approval decision, ordering details, and receipt in one record. It fits hotels replacing email threads and spreadsheets, not buyers looking for a full accounting system or mandatory multi-level purchasing controls.
Authorized administrators can approve or reject a pending purchase order, with a rejection reason when needed. This is an explicit review action, not a configurable multi-stage approval chain. Already-ordered invoice imports can begin as Ordered, so not every record passes through approval.
No. Mark Ordered records an order placed outside the purchase-order workflow, with expected arrival and optional shipment details. It does not submit vendor checkout or pay an invoice.
Procurement is a separate connected-catalog, cart, and order-history workspace that requires an eligible linked supply account. Confirm availability for your hotel during setup. Do not assume its cart follows the purchase-order approval process or that every supplier supports ordering through Hotel Central.
Yes. Invoice import lets staff review extracted order details before saving, and Reorder creates a new purchase-order record from a received order. Neither action should be treated as proof of vendor payment or a new vendor purchase.
Staff record the actual arrival date for the order. Matching item names can add the ordered quantities to existing Inventory records; matching Marketplace stock is handled separately. Review quantities and item names before receiving. This is not line-by-line partial receiving or automatic creation of missing stock items.
The purchase-order page includes spending summaries, a monthly budget, status filters, expected arrival dates, and shipment details. These reflect recorded purchases and staff-entered information, not guaranteed savings, live vendor fulfillment, or accounting reconciliation.
Purchase Orders + Procurement is included in Hotelier and is available as an add-on at $19 per month or $190 per year, with no setup fee. Procurement account connection and availability are separate from the subscription entitlement.