Supplier Visit Log
Supplier Visit Log records visits from wine importers, produce vendors, dairy suppliers, equipment reps and other vendors — what was shown, samples tasted, quoted prices, an overall rating, and what follow-up (order placed, pending decision, decline) was agreed. It is the pre-purchase discovery step, distinct from Purchase Orders (formal orders already placed) and Wine Cellar/Inventory (stock already on hand).
Overview
Each visit records the vendor/company, rep name and contact, category (Wine & Spirits, Fresh Produce, Meat & Seafood, Dairy & Cheese, Craft Beverage, Dry Goods, Equipment, Packaging, Other), who from the restaurant it was met with, and a 1–5 star rating.
A visit can list multiple Products Shown, each with unit/size, whether a sample was taken, quoted price and tasting notes.
Outcome is one of Order Placed, Follow-up Needed, Pending Decision, or Declined — visits with Follow-up Needed and a Due Date that has passed are flagged Overdue both in the header count and on the individual visit card.
Stat cards summarise visits this month, pending follow-ups, overdue follow-ups, orders placed and total visits logged.
Category and Outcome filter chips narrow the list; a printer icon on each visit generates a printable visit summary for accounts or chef records.
Before You Start
- You must have the Billing feature enabled on your plan.
Step-by-Step Guide
1 Log a supplier visit
- Open Kitchen Operations → Supplier Visit Log and click "Log Visit".
- Fill in Vendor / Company, Rep Name, Date and Time (all commonly filled), plus Rep Contact, Met With and a 1–5 star Rating.
- Choose a Category, then add one or more Products Shown rows (name, unit/size, quoted price, whether a sample was taken, tasting notes).
- Set the Outcome, add Action Items / Follow-up notes with an Assigned To and Due Date if needed, then click "Log Visit".
2 Track and close out follow-ups
- Watch the "Pending Follow-ups" and "Overdue" stat cards — visits with Outcome = Follow-up Needed and a passed Due Date are flagged Overdue.
- Edit a visit to update its Outcome once a decision is made (e.g. to Order Placed or Declined).
3 Filter and print visit records
- Use the category chips and outcome chips to narrow the list to what you need.
- Click a visit's row to expand and see its full product table.
- Click the printer icon on a visit to print a summary sheet with all metadata, products shown and action items.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Category | Wine & Spirits, Fresh Produce, Meat & Seafood, Dairy & Cheese, Craft Beverage, Dry Goods, Equipment, Packaging, or Other. |
Rating | 1 to 5 stars, set when logging the visit — purely a subjective quality/impression record. |
Products Shown (name, unit, sample taken, quoted price, tasting notes) | One or more rows per visit describing exactly what the rep presented. |
Outcome | Order Placed, Follow-up Needed, Pending Decision, or Declined — drives the Overdue flag when combined with Due Date. |
Action Items / Assigned To / Due Date | Free-text follow-up description with an owner and a due date; overdue Follow-up Needed visits are highlighted in the list and counted in the stats. |
Tips & Best Practices
- Log every visit even if nothing was ordered — a consistent log of Declined and Pending visits is useful history when comparing suppliers later or negotiating on price.
- Always set a Due Date on Follow-up Needed visits — without one, the visit will never show up in the Overdue count even if it has been sitting untouched for weeks.
- Use consistent Vendor / Company naming across visits so it is easy to scan the log for a supplier's full history when a decision is being made.