Ordering Supplies
Complete guide for ordering inventory, managing suppliers, and emergency ordering procedures.
Primary Suppliers
Boba Tea Supplies - Mocha Boba
Website: https://mochaboba.comProducts: Powders, teas, syrups, toppings, boba pearls
Why Mocha Boba:
- Specialized in boba tea supplies
- High-quality powders and ingredients
- Variety of flavors
- Good wholesale pricing
- Reliable shipping
Main Product Categories:
- Powder Collection - Our primary source for drink powders
- Teas (black, green, oolong, etc.)
- Flavored syrups
- Tapioca pearls (boba)
- Toppings (jellies, pudding, popping boba)
- Cups, lids, straws
See detailed product list: Boba Tea Powder Products
Coffee Supplies
Supplier: [Management: Add coffee supplier]
Products:
- Whole coffee beans (espresso blend)
- Decaf beans
- Coffee filters (if needed)
- Cleaning supplies for espresso machine
Dairy & Milk Products
Supplier: [Management: Add dairy supplier]
Products:
- Whole milk (primary, for best frothing)
- Oat milk (most popular alternative)
- Almond milk
- Soy milk
- Heavy cream (if used)
Delivery Schedule: [Add schedule]
Packaging & Disposables
Supplier: [Management: Add packaging supplier]
Products:
- Cups (two sizes: Regular 16oz, Large 20oz)
- Lids (regular, dome for cream foam)
- Straws (wide boba straws)
- Napkins
- Sleeves for hot drinks
- To-go bags
- Spoons/utensils
Cleaning Supplies
Supplier: [Management: Add supplier]
Products:
- Sanitizer solution
- All-purpose cleaner
- De'Longhi espresso machine cleaner (specific)
- Descaling solution (De'Longhi EcoDecalk)
- Dish soap
- Paper towels
- Cleaning cloths
- Mops, brooms, supplies
Ordering Procedures
Regular Weekly Orders
Schedule: Every [Day] for delivery on [Day]
Process:
Monday: Complete inventory count
- Use Inventory Count Sheet
- Note items below reorder point
- Check upcoming events that may need extra supplies
Tuesday AM: Manager reviews counts
- Verifies quantities needed
- Checks budget
- Approves order list
Tuesday PM: Place orders
- Order through supplier websites/portals
- Or call/email supplier directly
- Save confirmation emails
- Note expected delivery dates
Thursday-Friday: Receive deliveries
- Follow Receiving Deliveries procedures
- Check quantities against invoice
- Inspect for damage or defects
- Store properly immediately
Monthly Bulk Orders
Schedule: First week of each month
Items to order in bulk:
- Boba powder (full cases)
- Tapioca pearls (large quantities)
- Syrups (by the case)
- Packaging supplies (bulk orders save money)
- Cleaning supplies
Process same as weekly, but with larger quantities.
Emergency Orders
Emergency Ordering
Use emergency orders only when necessary. Rush shipping is expensive and should be avoided with proper planning.
When to Emergency Order:
- Critical item unexpectedly runs out
- Supplier delivery delayed
- Broken equipment needs immediate replacement
- Major event requires more supplies than anticipated
Emergency Order Process:
Assess Urgency
- Can we wait until next regular order?
- Can we substitute with existing item?
- Can we temporarily 86 (remove) menu item?
Get Approval
- Contact manager immediately
- Explain situation
- Get approval for rush shipping costs
Order Fast
- Check supplier for rush shipping options
- Consider local pickup if available
- Amazon Prime for small items (last resort)
- Local restaurant supply store
Document
- Note reason for emergency order
- Track cost difference (regular vs. rush)
- Update procedures to prevent recurrence
Ordering Authority
Who Can Order:
- ✅ Manager (all items, all amounts)
- ✅ Assistant Manager (routine weekly orders, emergency under $200)
- ✅ Shift Lead (emergency under $50 with manager approval)
- ❌ Regular staff (cannot place orders, but should report low stock)
Reorder Points
Set these inventory trigger points to maintain supply:
Critical Items (Order When Below):
| Item | Reorder Point | Order Quantity |
|---|---|---|
| Thai Tea Powder | 2 lbs | 10 lb case |
| Boba Pearls (dry) | 5 lbs | 20 lb case |
| Whole Milk | 3 gallons | 6 gallons |
| Oat Milk | 2 quarts | 6 quarts |
| Coffee Beans | 2 lbs | 5 lb bag |
| Large Cups | 1 sleeve | 5 sleeves |
| Boba Straws | 1 box | 4 boxes |
Standard Items:
[Management: Complete reorder point list for all items]
Budget Management
Monthly Supply Budget: $[Amount]
Budget Breakdown:
- Boba tea supplies (powder, boba, toppings): XX%
- Coffee & tea supplies: XX%
- Dairy & milk: XX%
- Packaging/disposables: XX%
- Cleaning supplies: XX%
- Equipment maintenance: XX%
Tracking:
- Manager reviews spending weekly
- Compare actual vs. budget
- Adjust orders if over budget
- Look for cost savings opportunities
Cost Savings Tips
Buy in Bulk
- Larger cases = lower per-unit cost
- Only if you can use before expiration
Plan Ahead
- Regular orders cheaper than emergency
- Rush shipping adds 50-100% to cost
Compare Suppliers
- Check prices across suppliers
- But factor in quality and reliability
- Cheapest isn't always best
Minimize Waste
- Track waste/spoilage
- Improve portion control
- Better inventory rotation (FIFO)
- Train staff on proper preparation
Negotiate
- Ask about volume discounts
- Build relationship with suppliers
- Ask about case deals or promotions
Track Usage Patterns
- What sells most?
- Seasonal variations?
- Adjust orders accordingly
Supplier Contact Information
Mocha Boba
- Website: https://mochaboba.com
- Phone: [Add phone number]
- Email: [Add email]
- Account Number: [Add account #]
- Contact Person: [Add name]
- Order Method: Online portal / Phone / Email
Coffee Supplier
[Management: Add complete contact info]
- Website:
- Phone:
- Email:
- Account Number:
- Sales Rep:
Dairy Supplier
[Management: Add complete contact info]
Packaging Supplier
[Management: Add complete contact info]
Cleaning Supplies
[Management: Add complete contact info]
Special Considerations
Seasonal Items
Fall (Sept-Nov):
- Pumpkin Spice powder (increase orders)
- Apple/cinnamon flavors
- Seasonal cups/decorations
Winter (Dec-Feb):
- Gingerbread powder
- Peppermint syrup
- Hot drink supplies (increase)
- Holiday-themed packaging
Spring (Mar-May):
- Cherry blossom powder
- Strawberry syrup (increase)
- Lighter fruit teas
Summer (June-Aug):
- Tropical fruit powders
- Increased ice usage
- More cold drink supplies
- Watermelon, mango, passion fruit
Event Supplies
Paint & Boba Events:
- Paint supplies (brushes, canvas, paint)
- Extra boba and popular drinks
- Snack platters supplies
- Extra napkins and wipes
- See: Paint & Boba Setup
Private Bookings:
- Scale up based on headcount
- Order 20% more than estimated
- Confirm dietary restrictions
Inventory Management Software
[If applicable - add software details]
System: [Name of inventory system] Login: [How to access] Features:
- Track stock levels
- Generate order lists
- Monitor costs
- View usage history
Receiving & Storage
After ordering, ensure proper receiving and storage:
- Receiving: Follow Receiving Deliveries
- Storage: Follow Item Locations
- Rotation: Always FIFO (First In, First Out)
Common Ordering Mistakes
❌ Don't:
- Order too little and run out
- Order too much and waste/expire
- Forget to check current stock
- Ignore upcoming events
- Wait until items are completely gone
- Order from unfamiliar suppliers without research
✅ Do:
- Maintain reorder points
- Plan ahead for events
- Check inventory before ordering
- Account for lead times
- Build relationships with suppliers
- Keep emergency contact list
Order Tracking
Create order log with:
- Date ordered
- Items and quantities
- Supplier
- Order number
- Expected delivery date
- Actual delivery date
- Cost
- Received by (signature)
- Any issues noted
Review monthly:
- On-time delivery rate
- Order accuracy
- Cost trends
- Usage patterns
Related Pages
- Item Locations - Where to store items
- Stock Counts - How to count inventory
- Receiving Deliveries - Receiving procedures
- Boba Tea Powder Products - Detailed powder list
Questions about ordering? Contact [email protected] or your manager