Create and Receive Purchase Orders in Vinosmith

Manage Vendors

While not required, it is recommended that a Vendor be assigned to a PO. The Vendor is the source of the product (perhaps not physically per se) but represents the Accounts Payable entity from which you are purchasing the product.

To manage your list of Vendors, navigate to the Wines tab and click on Manage > Vendors in the left navigation. Proceed to add/edit Vendors as necessary.

Pre-Arrivals

When creating a new PO, items can also be shown as a Pre-Arrival in the system. The steps to include pre-arrivals are below.

Purchase Order Templates

Admins can create multiple templates for Purchase Orders, including a logo.  Please see this article for more information.

To Create a New PO

1. Navigate to the Wines tab
2. On the lefthand navigation, under Purchase Orders, click Manage
3. On the lefthand navigation, under Actions, click New Purchase Order
   • The PO # will be auto-generate when the PO is submitted, or a PO # can be entered (see below for how to update the PO sequence)
4. You can select a Draft or Open status when creating a new PO.
   • Open will perform on Order inventory manipulations.
   • Draft will not perform inventory manipulations.
     • To change the status to Open, edit the PO and change the status. Inventory will automatically adjust.
5. In the Warehouse / Delivery section, select the appropriate Warehouse 
   • Please note: A warehouse must be chosen for Wines to populate. Once a warehouse is selected, it pre-populates the Ship-to-field.
6. In the Recipient section, select the Supplier. 
   • Once you select the supplier, this field will auto-fill the remit-to and pick-up addresses from any addresses stored under that supplier.
   • To Add Addresses for a supplier, go to the supplier level (Wines > Suppliers > Manage > Select Supplier), scroll down to the Addresses section, and click Add Address (to the right of the screen).
7. In the Pre-Arrivals section, check the box for Create Pre-Arrivals? if you'd like to show this in Vinosmith.
   • Optional: If you know the Estimated Arrival Date, please add it here.
   • When Pre-Arrivals are created, the quantity is populated into the Pre-Arrivals / Incoming section below the inventory buckets.
   • The Pre-Arrival will be cleared when the PO has been received and closed.
8. Click Save
9. On the left-hand navigation, under Info, click Download PDF. Email this PDF to the winery. 

*Note* The quantity in the PO will be moved to Order inventory

To Receive PO

• Navigate to the Wines tab
• On the lefthand navigation, under Purchase Orders, click Manage
• Click on the PO # of the PO you want to receive
• On the lefthand navigation, click the button named Status Change
• On the following screen, you can choose your Inventory options: 
  • NO inventory transfer: the Order inventory is decreased; the On-Hand inventory is not updated
  • With Inventory transfer, the Order inventory is decreased; On-Hand inventory is incremented

You can fast forward the PO# sequence if needed:

1. Navigate to My Account 
2. On the left-hand side, click Manage
3. On the left-hand side under Manage, click Edit 
4. Scroll to Purchase Order, NEW PO # Sequence. Type in the PO number from which you wish to start. 
5. Click the blue Update button at the bottom of the page

Vinosmith does not currently support migrating a PO from one warehouse to another. However, we will allow PO# editing during creation or updating.

1. Find the current PO and export it to PDF so you have a copy of its details
2. Delete that PO
3. Create a new PO (perhaps reference the PDF if necessary) and specify the "old" PO#. If the PO# is left blank during either operation, the next PO# in the sequence will be used.