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PROCUREMENT SYSTEMS

Powerful tools at your fingertips

Pi is an award-winning, cloud-based system offering a  suite of purpose-built modules designed to empower finance, procurement and catering teams to work smarter and more efficiently.

Gain visibility & complete control

The system provides full visibility, control and a consistent picture of your catering operation and its impact on finances, at any time, without any manual input.

Designed and developed in-house, Pi is powerful, flexible and easy to use.  The Pi system can be configured to meet your exact requirements from basic supplier ordering and invoice management, through to a full purchase-to-pay (P2P) system providing you with a total control over your complete payment process.  

Pi comes with a dedicated support team providing unparalleled support making sure you get the most out of the Pi system.

Pi can help you

What makes Pi different?

Specifically designed for procurement, catering, operations and finance teams

Provides total visibility and a single source of truth across your operation

No need for manual input – data is received directly from suppliers

Catalogue, price lists and supplier data are managed and maintained by Pelican

A friendly, modern interface ensures a great user experience

Designed for desktop, laptop, tablet and phone use

Built from the ground-up and developed by our in-house team

Full training and on-going support included

 We design modules that work for you

pi-modules
Reporting

View crystal-clear management reports
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Budget management

Track your spend effortlessly
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Stock control & waste management

Maintain stock items and prices automatically
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Meal ordering
Revolutionise your meal ordering process

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pi-modules
Menu & allergen management

Create recipes with full costing, allergen & nutrition data
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Consolidated online ordering

Place orders with multiple suppliers from one place
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Record supplier deliveries

Record received goods with ease
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Invoice management

View  your invoices and pay suppliers via single payment with optional p2p functionality
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Consolidated online ordering

  • Place orders with multiple suppliers through one web portal
  • No more phone ordering – saving a huge amount of time
  • Total control over the products that can be ordered
  • Automatic PO number generation
  • Order approval and notification system
  • Fully automated tracking of your order status
  • Cut-off time alerts and order countdown alerts
online-ordering

Our business loves Pi online ordering as the system saves us so much time. Placing orders is much easier; we can quickly re-order products from our order history

HQ Theatres & Hospitality

Record supplier deliveries

  • Ability to ‘book-in’ orders for stock reporting and more accurate accruals reporting, real time budget controls and purchase-to-pay (P2P)
  • Record deliveries directly on tablet or phone when the order arrives
  • Quick and easy process
  • Record delivery using supplier order as template (or manually entered)
  • Process automatically adds delivery information to stock
  • Issues can be recorded and categorised to aid supplier SLA monitoring
book-in-deliveries

Discrepancies are flagged straight away and the system enables us to raise credits in the same place as we received the invoice, streamlining our service and saving us time

Newcastle-under-Lyme School

Discover the time your team can save

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Invoice management

Invoice payment

  • VAT compliant invoices and credits available online at any time
  • Pay multiple suppliers with one consolidated monthly payment
  • Statements can relate to a site/outlet/cost centre for easy review
  • Powerful invoice/credit search capabilities with multiple export options

Nominal coding

  • Automatically apply nominal codes to your invoices and invoice lines
  • View nominally coded breakdowns, invoices and statements
  • Import fully coded invoices into your finance package

Invoice reconciliation

  • Optional full purchase-to-pay (p2p) functionality
  • Automatically ‘holds-back’ incorrect invoices
  • Option to manually reconcile and approve supplier invoices
  • Ability to raise credits within the system
  • Automatic invoice release when associated credit is received 

Invoice Price Check

  • Invoice prices are checked against your agreed contracted price
  • Full automated process, no manual price checking required

We reduced manual invoice processing from 18,000 invoices a year, down to just 12 which are managed by Pelican, a significant reduction in admin and ‘people hours’

University of Birmingham

Meal ordering

Ordering

  • Built specifically to help manage patient meal ordering
  • User-friendly, tablet based system
  • Displays allergen & nutritional information during ordering  
  • Displays meal photos – helpful for non-English speakers
  • Ordering deadline prompts
  • Track and manage special dietary requirements 
  • Plan and review menu availability 
  • Manage patient food & ward’s store-cupboard orders 

Production & planning

  • Live stock management (stock ordering availability) 
  • Ordering status progress tracking 
  • Record of patient order selection preference
  • Allergen and nutritional matrix  

Reporting & analysis 

  • Customer meal satisfaction tracking 
  • Expenditure analysis & reporting

Revolutionise your meal ordering process

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Stock control 

  • Stock counting with Pi is super easy! 
  • Save time and get accurate data
  • Easily build and maintain stocktaking counting sheets
  • Record stock counts directly on your tablet/smartphone
  • No WiFi? Offline stock counting capability included
  • Stock price and product lists are automatically updated
  • View accurate stock valuation when stock check is completed
  • Two-way stock transfers with approval and notification

Waste management and accounting

  • Record stock wastage manually or directly via EPOS feed
  • View live wastage report prior to stock takes
  • Monitor stock reporting and stock analysis across your business
  • Track product prices and purchases
  • View product consumption and control ‘stock days on-hand’

Pelican’s stock management system is simply brilliant!  It saves us a huge amount of time as it automatically updates the list of products we buy and their prices

Carmel Education Trust

Budget Management 

  • Configure and setup budget tracking in seconds
  • View your budget performance across your whole business at a glance
  • Track supplier spend against a specified budget
  • View ‘live’ budget reporting, delivered in easy to understand graphs
  • Receive email alert notifications when a budget is exceeded
  • Set budget thresholds so that related orders are automatically forwarded for approval before they are sent to the supplier

Pi gives our chefs and management a quick snapshot of the current budget situation, spending trends and peak/down times

Control your budget effortlessly

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Management Reporting

  • View real-time management information in tables, graphs and charts
  • Quickly track your spend at site level or across your entire business
  • Analyse spend by site, resident, supplier, category, event, product level
  • Drill down to a specific date range and pivot by site, supplier or product
  • View nutritional product purchasing data – swap for healthier options 
  • Reports are available in PDF, Excel and CSV format

Pi gives us real time data insights. There are many reports that break down spend, allowing us to look at trends and address issues immediately

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