Term | Pronunciation | Definition | Context/Example |
Approved supplier | ah-proovd suh-ply-er | A vendor that has been vetted, assessed, and formally approved by management to supply products to the restaurant | "Only order from approved suppliers — all new vendors must be vetted first." |
Back order | bak or-der | An item that has been ordered but cannot be supplied immediately due to the supplier being out of stock | "The truffle oil is on back order — find an alternative for tonight." |
Bid / Quote | bid / kwoht | A formal price proposal submitted by a supplier in response to a request for specific products or quantities | "Get three competing bids before committing to a new supplier." |
Blind receiving | blynd rih-see-ving | A receiving method where staff check and count deliveries without seeing the invoice quantities, to prevent assumption-based acceptance | "We use blind receiving to ensure all deliveries are independently verified." |
Brand specification | brand speh-sih-fih-kay-shun | A requirement to purchase a specific brand name rather than a generic or alternative equivalent | "The recipe calls for a brand specification — do not substitute." |
Bulk purchasing | buhlk pur-ches-ing | Ordering large quantities of a product at one time, typically to reduce the unit cost | "Bulk purchasing of dry goods reduces cost but requires adequate storage." |
Buyer | by-er | The staff member or manager responsible for sourcing, negotiating, and placing orders with suppliers | "All purchase orders must be signed off by the buyer." |
Capital expenditure | kap-ih-tuhl ek-spen-dih-cher | A significant one-off purchase of equipment or assets rather than regular operational stock | "A new combi oven is a capital expenditure — it requires board approval." |
Carrying cost | kar-ee-ing kost | The total cost of holding inventory, including storage, spoilage, and tied-up capital | "High carrying costs indicate over-ordering — review par levels." |
Cash on delivery (COD) | kash on deh-liv-er-ee | A payment arrangement where the restaurant pays the supplier at the point of delivery rather than on credit terms | "New suppliers may require cash on delivery until credit terms are established." |
Catch weight | kach wayt | A product sold by actual weight rather than a fixed unit price, common with fresh proteins and produce | "Whole fish is priced on catch weight — check the delivery weight against the invoice." |
Credit account | kred-it ah-kownt | A trade account with a supplier allows the restaurant to purchase goods and pay within agreed terms | "We have a 30-day credit account with our main produce supplier." |
Credit note | kred-it noht | A document issued by a supplier to acknowledge a return, shortage, or pricing error, reducing the amount owed | "The supplier issued a credit note for the short delivery of cream." |
Credit terms | kred-it termz | The agreed payment schedule between the restaurant and supplier, typically expressed in days | "Our credit terms are net 30 — payment is due within 30 days of invoice." |
Daily order | day-lee or-der | A standing purchase order is placed each day for fresh perishable items such as fish, produce, and dairy | "Place the daily order with the fish supplier before 9 AM." |
Delivery check | deh-liv-er-ee chek | The systematic process of inspecting an incoming delivery for accuracy, quality, temperature, and condition | "Complete a full delivery check before signing off on any order." |
Delivery docket | deh-liv-er-ee dok-it | A document accompanying a delivery that lists the items and quantities supplied is used to verify the order | "Check the delivery docket against the purchase order before accepting." |
Delivery schedule | deh-liv-er-ee sked-yool | The agreed days and times on which a supplier will make deliveries to the restaurant | "Our produce delivery schedule is Monday, Wednesday, and Friday mornings." |
Discrepancy | dis-krep-an-see | A difference between what was ordered, what was invoiced, and what was actually delivered | "Log all discrepancies immediately and contact the supplier for resolution." |
Distribution centre | dis-trih-byoo-shun sen-ter | A large centralised warehouse from which a supplier distributes products to multiple restaurant locations | "Our dry goods come from the supplier's regional distribution centre." |
Dry goods | dry goodz | Non-perishable shelf-stable products such as grains, tinned goods, oils, and condiments | "Dry goods are delivered weekly and stored in the dry store." |
EOQ | ee-oh-kyoo | Economic Order Quantity: the optimal order quantity that minimises total ordering and carrying costs | "Calculate the EOQ for high-use items to reduce waste and cost." |
Expiry date | ek-spy-ree dayt | The date printed on a product after which it is no longer considered safe or fit for consumption | "Check the expiry date on all received products before storing." |
FIFO | fy-foh | First in, first out; the stock rotation method ensures older products are used before newer deliveries | "Always apply FIFO when putting away a new delivery." |
Food safety compliance | food sayf-tee kom-ply-ens | Ensuring all received products meet required temperature, hygiene, and quality standards before acceptance | "Reject any delivery that does not meet food safety compliance standards." |
Freight | frayt | The cost of transporting goods from a supplier to the restaurant is sometimes included in the product price | "Check whether freight is included or charged separately on the invoice." |
Goods received note (GRN) | goodz rih-seevd noht | An internal document completed by the receiver confirming that a delivery has been checked and accepted | "Complete a GRN for every delivery and file it with the invoice." |
Invoice | in-voyss | A formal bill issued by a supplier listing items supplied, quantities, unit prices, and the total amount due | "Match every invoice to its purchase order before approving for payment." |
Invoice matching | in-voyss match-ing | The process of verifying that the invoice matches the original purchase order and the goods received note | "Invoice matching prevents overpayment and catches supplier errors." |
Just-in-time ordering | juhst-in-tym or-der-ing | An ordering strategy where stock is ordered to arrive as close as possible to when it is needed, minimising storage | "Just-in-time ordering reduces waste but requires reliable suppliers." |
Lead time | lead time | The time between placing an order and receiving the delivery is used to plan ordering schedules | "Our meat supplier has a two-day lead time — order by Wednesday for Friday." |
Local sourcing | loh-kuhl sor-sing | The practice of purchasing ingredients from nearby farms and producers to support local businesses and reduce transport costs | "We prioritise local sourcing for all seasonal produce." |
Minimum order | minimum or-der | The smallest quantity or value a supplier will accept in a single order | "The minimum order with this supplier is $200 — combine orders where possible." |
Non-conformance | non-kon-for-mens | A formal record of a product or delivery that does not meet the required standard | "Document all non-conformances and notify the supplier in writing." |
Order guide | or-der gyd | A standardised list of all regularly purchased items with supplier details, unit sizes, and par levels | "Use the order guide to ensure nothing is missed when placing orders." |
Over-ordering | oh-ver or-der-ing | Purchasing more stock than is needed, leading to increased waste, spoilage, and carrying costs | "Over-ordering on fresh produce is one of the biggest causes of food cost variance." |
Par level | par lev-uhl | The minimum stock quantity that must always be maintained for each product to ensure uninterrupted service | "Check par levels before placing each order — never order below par." |
Payment terms | pay-ment termz | The agreed conditions under which a supplier expects to be paid, including timing and method | "Review payment terms with all suppliers at the start of each financial year." |
Perishables | per-ish-ah-buhlz | Fresh food items with a short shelf life that require refrigeration and careful stock rotation | "Perishables must be checked for temperature and condition on arrival." |
Price agreement | prys ah-gree-ment | A formal or informal arrangement with a supplier fixing prices for a defined product range and period | "Our price agreement with the dairy supplier is reviewed quarterly." |
Price variance | prys vair-ee-ens | The difference between the expected price and the actual price charged on an invoice | "Investigate any price variance above 5% before approving the invoice." |
Product specification | prod-uhkt speh-sih-fih-kay-shun | A detailed written description of the exact quality, size, weight, and grade required for a purchased product | "All proteins are ordered against a product specification to ensure consistency." |
Purchase order (PO) | pur-ches or-der | A formal document sent to a supplier authorising the purchase of specified goods at an agreed price | "Never accept a delivery without a corresponding purchase order on file." |
Quantity discount | kwon-tih-tee dis-kownt | A price reduction offered by a supplier when a minimum quantity or value threshold is reached | "We receive a quantity discount on coffee beans when ordering above 20kg." |
Receiving area | rih-see-ving air-ee-ah | The designated physical space where all incoming deliveries are inspected, checked, and processed | "Keep the receiving area clean, organised, and free from obstruction." |
Receiving log | rih-see-ving lawg | A written record of all deliveries received, including date, supplier, items, and any discrepancies noted | "Update the receiving log immediately upon completion of every delivery check." |
Receiving procedure | rih-see-ving proh-see-jer | The standardised step-by-step process is followed when accepting any delivery into the restaurant | "All staff who receive deliveries must follow the receiving procedure without exception." |
Rejection | rih-jek-shun | The refusal of a delivered product that does not meet required quality, temperature, or specification standards | "Document every rejection in writing and request a credit note or replacement." |
Return | rih-turn | Sending a product back to a supplier due to quality issues, incorrect items, or over-delivery | "Arrange a return for the damaged goods and request a credit note." |
Short delivery | short deh-liv-er-ee | A delivery where fewer items or a smaller quantity than ordered has been supplied | "Note all short deliveries on the docket and follow up with a credit note request." |
Specification sheet | speh-sih-fih-kay-shun sheet | A document detailing the exact standards required for a purchased product, used to guide ordering and receiving | "All new suppliers must receive our specification sheet before the first order." |
Spot purchase | spot pur-ches | A one-off purchase made outside of the regular ordering schedule, often at market price | "We made a spot purchase of fresh truffles from the market this morning." |
Stock rotation | stok roh-tay-shun | The practice of organising stock so that older products are always used before newer deliveries | "Strict stock rotation is essential for reducing waste and maintaining food safety." |
Stocktake | stok-tayk | A physical count and valuation of all stock on hand is conducted regularly to track usage and identify discrepancies | "Monthly stocktake is completed on the last Sunday of each month." |
Supplier | suh-ply-er | A company or individual that provides food, beverages, or operational products to the restaurant | "Build strong relationships with key suppliers — communication prevents problems." |
Supplier audit | suh-ply-er aw-dit | A formal review of a supplier's facilities, practices, and compliance with food safety and quality standards | "We conduct an annual supplier audit on all primary food suppliers." |
Supplier performance | suh-ply-er per-for-mens | An assessment of a supplier's reliability, accuracy, quality, and responsiveness over a defined period | "Review supplier performance quarterly and address issues formally." |
Sustainable sourcing | suh-stay-nah-buhl sor-sing | Purchasing products from suppliers who meet environmental, ethical, and social responsibility standards | "Our sustainable sourcing policy covers all seafood and produce categories." |
Temperature check | tem-per-ah-cher chek | The measurement of a product's temperature upon delivery to confirm it has been maintained within the safe cold chain | "All chilled and frozen deliveries require a temperature check on arrival." |
Three-way match | three-way mach | The process of verifying that the purchase order, delivery docket, and invoice all agree before approving payment | "A three-way match prevents payment errors and supplier overcharging." |
Unit cost | yoo-nit kost | The price paid per individual unit of a product, used to calculate recipe costs and food cost percentages | "Track unit cost changes monthly to identify food cost variance early." |
Vendor | ven-der | An alternative term for supplier, commonly used in formal purchasing and financial documentation | "All new vendors must complete a supplier approval form before the first order." |
Waste tracking | wayst trak-ing | The systematic recording of all food and beverage products discarded due to spoilage, over-preparation, or expiry | "Waste tracking data informs future ordering decisions and reduces food cost." |
Weekly order | week-lee or-der | A standing purchase order is placed once per week for non-perishable or slower-moving stock items | "Place the weekly order for dry goods every Monday morning." |
Yield | yeeld | The usable quantity of a product after trimming, preparation, and cooking losses has been accounted for | "Factor in the yield percentage when calculating the true cost of a product." |
Yield percentage | yeeld per-sen-tij | The proportion of a purchased product that is usable after all preparation losses, expressed as a percentage | "A whole salmon has a yield percentage of around 60% after filleting." |