Are you still continuing with FAX ordering for 10 stores? The benefits of introducing an ordering system for restaurants and how to choose one
Is the daily morning FAX ordering becoming a burden for your staff?
Sending orders for dry goods and ingredients to 10 companies via FAX every day. If you have 10 stores, the same task is repeated 10 times every day. Order receipts are stored on paper, but sometimes they get lost. When ordering errors or duplicate orders occur, it is a struggle to track down the cause—.
In the restaurant industry, FAX ordering has been established as a long-standing custom, but as the number of stores increases, the inefficiency accumulates.
A restaurant chain in Nagoya, Aichi Prefecture (with 200 employees and 10 stores) began considering digitizing FAX ordering for each store after a system introduction proposal from a wholesaler. They are currently in the stage of gathering information and wanting to choose a system that suits their company.
Why restaurant ordering operations cannot escape from FAX
There are several reasons why FAX remains deeply rooted in the restaurant industry.
First, suppliers (wholesalers) are accustomed to FAX. Unless the business partner changes, there are cases where the other party requests FAX even if you switch to a system on your own. As in this case, when the wholesaler takes the initiative to suggest "introducing a system," it is actually a chance to transition smoothly.
Next, ingredient ordering is frequent, occurring daily or weekly, and it is easy for resistance to arise from the field, with staff saying they "do not want to change the method they are used to." A transition to a system will not take root unless it is easy for the staff in the field to use.
What changes with an ordering system
How will field operations change if you switch from FAX ordering to a system?
First, order details are accumulated as data. You will be able to see at a glance "when, which store, what, how many, and which supplier" ordered, which improves the accuracy of inventory and cost management.
The risk of ordering errors and duplicate orders is also reduced. Since the content entered into the system is delivered directly to the supplier, misdirected faxes and misreadings are eliminated.
Another major benefit is that the headquarters can centrally grasp the ordering status of 10 stores. The cost of confirming "Has that store placed its orders properly this week?" will be eliminated.
What can be achieved with Wiki Daruma
Wiki Daruma provides order management and document management through a simple cloud system.
You can build a workflow where staff at each store enter orders into the system, and the orders are sent to the wholesale suppliers via email. For managing orders for 10 stores and about 10 companies, you can introduce it while keeping costs down, starting from 50,000 yen per month.
It is designed for use on PCs, and since it is a cloud-based system that can be operated from a Windows browser, no special installation work is required. Please consult us regarding support for tablets and smartphones.
Points to check when choosing an ordering system
There are points that are reassuring to check when choosing an ordering system for restaurants.
Check how your suppliers (wholesalers) receive orders. The system you choose will depend on whether the wholesaler can directly receive emails automatically sent from the system, or if integration with the wholesaler's own system is required.
Simplicity of operation is also important. Restaurant staff are often not used to operating systems. Simple operability, where one can just log in, enter items and quantities, and send, is the key to successful adoption.
If you are in the information-gathering stage, we recommend comparing the screens of multiple systems through free demos first. It is important to check not only the functional specifications but also the "ease of use" from the perspective of the staff on-site.
Summary
Switching from FAX orders for 10 stores to a system will realize more efficient ordering, error reduction, and centralized management at headquarters. If your wholesaler is recommending that you introduce a system, it is a great opportunity to proceed with a smooth transition.
Wiki Daruma provides the necessary functions for restaurant order management starting from 50,000 yen per month. Please check the actual screens with a free demo first.