KitchenLens

Module 2 – Smart Reorder Engine

Version 1.0 Active ← Module 1

🎯 Module Overview

The Smart Reorder Engine uses AI-powered forecasting to automatically generate supplier orders based on consumption patterns, delivery schedules, and expiry dates. It eliminates manual spreadsheets and guesswork while maintaining human control before finalizing orders.

👨‍🍳

Primary Users

Head Chef / Venue Manager

👔

Secondary Users

Operations Manager / Owner

4
Workflow Stages
AI
Usage Forecasting
Auto
Order Generation
Multi
Supplier Support

🎯 User Goals

⚡

Quick & Accurate

Forecast and place supplier orders quickly and accurately without manual work

📊

Maintain Stock Levels

Keep ideal stock levels based on consumption and delivery patterns

🚫

No Spreadsheets

Eliminate manual spreadsheets and guesswork from ordering process

🎛️

Human Control

System anticipates needs but allows human review before finalizing

🔄 Workflow Stages

1

Access & Context

🏠
  1. User opens "Orders → Smart Reorder"
  2. System displays summary: "Current Stock Health — 12 items low / 3 critical / 2 expiring"
  3. User selects time window (e.g., next 7 days / this week's order cycle)
  4. System asks: "Generate new order suggestions?" → tap Yes
Overview Configuration
2

Generate & Review Suggestions

🤖

App compiles reorder lists grouped by supplier:

  • Supplier name + next delivery day
  • Summary: X items recommended / $ total value
  • Expand ▼ to see individual items

Each item row displays:

  • Product image + name + unit size
  • Current Stock / Target Level
  • Suggested Qty (Editable)
  • Usage Trend icon (↑ / ↓ arrow)
  • Last Cost + Total Value

User can tap any item to expand details (history, expiry data, last orders)

AI Processing Data Analysis
3

Manual Adjust & Validation

✏️
  1. User reviews suggested quantities — adjusts using +/− buttons or enters custom amount
  2. If changed > 20%, system prompts: "Stock forecast will be updated — Continue?"
  3. Option to mark items as 'Not Required' or 'Special Order'
  4. User can add new products via 'Add to Order' → search product library
  5. System auto-updates totals and highlights cost impact (+/− %)
Manual Edit Validation
4

Approval & Sending

📤
  1. User taps 'Preview Order' → see supplier-grouped summary with delivery dates
  2. User adds optional notes for supplier (e.g., "Substitute brand OK if out of stock")
  3. Tap 'Send Order' → choose method: Email / Export PDF / API integration
  4. Confirmation popup: "Order Sent to [PFD Foods] – Ref #4581"
  5. Order logged under 'Order History' with status Pending / Delivered
Approval Export

⚙️ System Logic & Calculations

📊 Data Processing

  • Pulls current stock levels + expiry dates from Inventory module
  • Aggregates POS sales and Waste logs to calculate average daily usage
  • Applies supplier delivery frequency and lead time rules

🧮 Smart Calculations

Average Daily Usage

AvgDailyUsage = (SalesQty + WasteQty) ÷ Days

Days Until Empty

DaysUntilEmpty = StockOnHand ÷ AvgDailyUsage

Suggested Quantity

SuggestedQty = (TargetDaysCover × AvgDailyUsage) − (StockOnHand + Incoming)

🚨 Smart Alerts & Validation

  • Checks against Min/Max thresholds; sets to zero if negative or caps if exceeds Max
  • Flags outliers (usage > 30% above normal) as ⚠ "Review Recommended"
  • Detects price change > 10% vs last invoice → marks 💰 "Price Change"
  • Logs user overrides (edited qty / skipped item)

📝 Order Management

  • Generates order object: {SupplierID, Items[], Qty, UnitCost, Total, UserID, Timestamp}
  • Sends order via selected channel (Email, PDF, API)
  • Archives copy in Order History tab with tracking status

🗄️ Data Inputs & Dependencies

📦 Inventory Database

  • Stock on hand quantities
  • Min/Max thresholds
  • Expiry dates
  • Product specifications

💰 POS Data Feed

  • Daily sales per item
  • Transaction history
  • Usage patterns
  • Peak periods

🗑️ Waste Log Data

  • Disposed quantities
  • Waste reasons
  • Spoilage tracking
  • Loss calculations

🚚 Supplier Database

  • Lead times
  • Delivery schedules
  • Contact information
  • API connections

💵 Cost History

  • Latest unit prices
  • Price trends
  • Invoice archives
  • Cost comparisons

📋 Orders Table

  • Pending deliveries
  • Order history
  • Status tracking
  • Reference numbers

👤 User Profile

  • Role permissions
  • Approval limits
  • Ordering authority
  • Notification preferences

🎨 UI Elements & Outputs

📑 Main Interface Components

🏢
Supplier Accordion Sections

Collapsible sections with subtotals and next delivery day

📦
Product Rows

Image, name, unit, current stock, target, suggested qty, trend, cost, total

➕
Inline Edit Controls

+/− buttons and direct input for quantity adjustments

🚨 Alert Icons & States

⚠ Low Stock
⏰ Expiring Soon
💰 Price Change
👁️ Review Recommended

🎨 Colour States

Green = Optimal

Stock levels are healthy

Amber = Low

Stock needs attention soon

Red = Critical

Immediate action required

📊 Sticky Footer Summary

24 Items
5 Suppliers
$2,847 Total Value

💡 UX Design Guidelines

Scrolling & Navigation

Keep list scrollable with supplier header always visible at top

Real-Time Updates

Inline edits must update totals in real time with visual feedback

Search Functionality

"Add Product" uses search-typeahead with images + supplier filter

Quick Actions

Provide shortcuts: Approve All, Regenerate Suggestions, View Previous Order

Highlight Anomalies

Show abnormal usage or price spikes in amber with tooltips

One-Hand Use

Allow one-hand tablet operation with large tap zones

Auto-Save

Auto-save draft orders every 60 seconds

Sync Status

Display timestamp: "Synced 2 min ago"

Offline Mode

Store draft orders locally for later synchronization

📈 Complete Process Flow

Start Open Smart Reorder
↓
Stock Health Summary 12 low / 3 critical / 2 expiring
↓
Select Time Window Next 7 days / Order cycle
↓
🤖 AI Processing Generate order suggestions
↓
Review Suggestions Grouped by supplier
↓
Adjustments Needed?
Yes
→
Edit Quantities
↓
No
Preview Order Final review with totals
↓
Choose Delivery Method Email / PDF / API
↓
✅ Order Sent Logged in Order History