RS.ge Electronic Waybills in a Restaurant: How to Stop Losing Hours

Monday, ten in the morning. Herbs, meat and dairy arrive, the driver is in a hurry, the chef is counting crates, and in the corner of the kitchen a pile of papers and unchecked notifications is already growing. Sound familiar? For many venues in Georgia, the electronic waybill on the RS.ge portal is just one more job pushed to "tonight". By Friday, "tonight" has become two hours of reconciliation, and some deliveries never make it into the books at all.

Where the time really goes

The waybill itself is not the problem. Four things eat the hours:

• Double entry. Someone opens the waybill on the portal, then retypes every line into a spreadsheet or an accounting tool.
• Mismatched names. The supplier writes "Sulguni cheese 1 kg", your item list says "Sulguni". Someone has to match them by hand, every time.
• Discrepancies at receiving. The waybill says 20 kg, the scale says 18.5 kg. If that is not recorded on the spot, arguing with the supplier three days later is a lost cause.
• Forgotten waybills. The delivery happened, but the waybill is still hanging. Your stock shows one thing, reality shows another.

Know the waybill types

A restaurant mostly deals with four kinds:

• With transportation — the supplier delivers the goods to you.
• Without transportation — you collect the goods yourself, for example from a market or a warehouse.
• Return — you send goods back to the supplier.
• Internal transfer — for instance, between outlets of one group.

Knowing which type you are looking at makes the next step obvious. For exact filing requirements and document rules, check with your accountant and RS.ge, since rules and forms can change.

A ten-minute receiving routine

1. Open the waybill before the driver leaves, or during unloading. You need to see what the supplier declared.
2. Check against reality. Weigh what is sold by weight, count the pieces, look at expiry dates.
3. Note discrepancies immediately. Short weight and damaged goods get recorded while the driver is still there.
4. Decide the destination warehouse. Bar, kitchen, main storage: goods should land where they will be used.
5. Close the waybill the same day. A rule of "no open waybills by tomorrow morning" beats any reminder app.
6. Review statuses once a week. What was fully received, partly received, skipped, or cancelled by the supplier.

Why mapping items once pays off

The most tedious part is matching supplier lines to your own item list. But you only do it once per product. If the system remembers that "Sulguni cheese 1 kg" from a given supplier is your "Sulguni", later waybills are processed almost automatically. This matters for the kitchen too: the latest purchase price feeds straight into dish cost.

An example in hours

Here is an illustrative example. Say 12 waybills arrive per week and each takes 12 minutes of manual entry and checking. That is 2 hours 24 minutes a week, roughly 10 hours a month. If a manager's or accountant's time has a price, the number converts to lari quickly. And if waybills also get lost, you add unrecorded stock and inventory gaps on top.

How RestIQ helps

RestIQ has a direct RS.ge integration: supplier waybills are pulled from the portal automatically, and it supports with-transportation, without-transportation, return and internal-transfer types. Items are matched to your item list by barcode or name, the matches are remembered, and receiving into the chosen warehouse (bar, kitchen, main storage) takes one click, with stock and cost price updated. Portal statuses are synchronised, return acts to suppliers can be sent to RS.ge from the system, and waybill lists export to Excel for your accountant. More on the features page; the RS.ge integration is part of the Core plan, see pricing.

Takeaway

Waybills should not eat your evenings. Open the document at receiving, record discrepancies on the spot, close the waybill the same day, and set up item matching once. Automation handles the rest. Want to see how it looks in practice? 14 days free — get in touch.