Vinosmith is configured to fetch inventory quantities daily from your Quickbooks.

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

Two primary numbers 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 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 available, e.g., safe to sell.

The formula of Available is:

Available =  OnHand - (OnHold + OnFuture + OnPendingSync + InTransfer)

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

Let's 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. While On Hand remains at 100, since Pending Sync went to +5, 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 in steps 4 and 5 happens quickly but not exactly in real-time. There can be a few minutes gap between inserting a batch of orders into QB and manipulating the inventory. This window of time should be measured in minutes, but it's 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 will receive more inventory for the SKU and enter +50 in QB.

When Vinosmith asks your QB for an inventory refresh tomorrow morning, that wine's On Hand updates to (95 + 50) = 145.

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