Vinosmith is currently configured to fetch inventory quantities once a day from your Quickbooks.

In addition, as orders are placed in Vinosmith and inserted into QB (which doesn't happen at the same time) Vinosmith manipulates the Pending Sync quantity value.

There are two primary numbers that control inventory quantities for a Wine:

  • On Hand: this is mirrored by your QB Quantity On Hand Value
  • On Pending Sync: this quantity is directly manipulated by Vinosmith and reflects the quantity on orders that are within Vinosmith that have yet to be pushed to QB.

Finally there is Available which is just a formula that uses On Hand & Pending Sync to reflect how much inventory is actually available, e.g. safe to sell.

The formula of Available is:

Available = OnHand - (OnHold + PendingSync + OnFuture)

The full flow for a Wine goes like the scenario below.

Lets say a Wine has 100 on-hand.

  1. Order placed for 5.

  2. The Wines Pending Sync quantity goes +5 (no change to On Hand)

  3. On Hand remains @ 100, since Pending Sync went to +5 it means Available is now 95, per the above formula.

  4. The Invoice is pushed to QB and then two things happen:

    • 1) Pending Sync is cleared, so its reset to 0
    • 2) On Hand goes down 5 based on (100 - 5 = 95)

  5. The net result is Available = 95.

Please note: the inventory management that happens in steps 4 & 5 happen in a short amount of time, but not in real-time exactly. There can be a few minute gaps between inserting a batch of orders into QB and the inventory being manipulated. This window of time should be measured in minutes but its possible that someone can view a Wine and see a snapshot of data when both systems are in mid-flight of updating.

Then sometime this evening, for example, you receive more inventory for the SKU and enter +50 in QB.

Tomorrow morning when Vinosmith asks your QB for an inventory refresh that Wines On Hand updates to (95 + 50) = 145.

Optionally, if you don't want to wait until the daily refresh inventory cycle you can immediately initiate an inventory refresh.