Purchase & Inventory
A simple & integrated Purchase & Hotel Inventory Management System
The Asapian Purchase & Inventory Management System is a powerful module built to help hotels manage all aspects of their procurement, inventory, and consumption. Fully integrated with the Aiosell PMS, it ensures end-to-end visibility and control over your hotel’s operational resources, minimizing wastage and maximizing efficiency.
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Feature of the Purchase & Inventory Management System?
Create & Manage Purchase Orders:
Easily generate and approve Purchase Orders (POs) for various departments. Define vendors, items, quantities, pricing, and payment terms — all within a few clicks.
Detailed Reporting & Analytics:
Get a full view of your procurement and inventory with custom reports on stock levels, vendor data, purchase history, consumption analysis, and more.
Generate Invoices & Track Payments:
Convert approved purchase orders into Invoices and keep a record of vendor payments, pending dues, and taxation details.
Configure Consumption Recipe for stock auto-deduction:
Configure recipe for sales item in a way that can auto-deduct the stock items from the inventory & stock configured.
Raise Indents & Requisitions:
Departments can raise Indents (internal requisitions) for items they need. Approvals are tracked by role and department, helping you manage internal demand efficiently.
Integrated with Aiosell PMS:
As part of the Aiosell ecosystem, the Purchase & Inventory module integrates seamlessly with the PMS, accounting, housekeeping, and other systems. This provides a single source of truth and eliminates data duplication.
Real-Time Stock Management:
Maintain real-time visibility of your stock levels, consumptions patterns and control costs & reduce wastage.
Ability to manage across Group / Chain Hotels:
Configure common store across group of hotels to manage consumption, stock and P&L across different departments or properties, depending on configuration.
FAQ
How does Purchase & Inventory Management System help a hotel achieve higher profits:
Using a comprehensive Purchase & Inventory Management System can help hotels & vacation rentals achieve profitability due to the following:
Manage & control centralized purchase, inventory, and reporting control across departments
Reduction of pilferage, wastage, and over-ordering
Manage multiple vendors, departments, and calculate food costs, stock management based on auto deduction
Smarter procurement planning based on real consumption and cost control.
Better management of Profit & Loss account to improve business efficiency.
Using a comprehensive Purchase & Inventory Management System can help hotels & vacation rentals achieve profitability due to the following:
Manage & control centralized purchase, inventory, and reporting control across departments
Reduction of pilferage, wastage, and over-ordering
Manage multiple vendors, departments, and calculate food costs, stock management based on auto deduction
Smarter procurement planning based on real consumption and cost control.
Better management of Profit & Loss account to improve business efficiency.
How to use Stores & Inventory Management in hotel PMS ?
Stores and inventory module form a key component of hotel property management and inventory management system. The best hotel PMS systems are those that integrate the inventory management system into the hotel operations. Key features from a hotel inventory management system are:
Create Master Items list for all possible purchase items that can include consumable, non-consumable items organized in categories and sub-categories, with approximate price.
List of Vendors that need to be uploaded and items can be assigned to vendors to choose from.
List of users that have access to specific departments to perform stores related transactions like indent.
Ability to create Purchase Orders, Invoices, and approve indents from each department.
Reduce master stores inventory based on indents and consumption at each store/ department level and monitor stock at all departments.
Track all reports (item wise consumption, vendor wise purchase, category wise purchase) that can help a hotel manage its inventory better.
Can I track item-wise consumption across departments?
Absolutely. You can monitor usage patterns, and generate department-wise consumption reports to optimize stock planning and cost control.
Does it support tax-compliant invoicing for vendors?
Yes. The module generates GST-compliant invoices and keeps track of vendor tax details, helping with audit and regulatory compliance.
Is the inventory system linked to other hotel departments like housekeeping or F&B?
Yes, Aiosell’s inventory module integrates with all core departments like POS, Housekeeping, F&B, and Front Office, allowing unified tracking and consumption logging.