As a Quickbooks Online organization, two settings can be enabled in Vinosmith to reflect your Quickbooks Purchase Orders.

Daily, Vinosmith will enqueue a fetch for POs with a modified-date in the last 60 days.

Track Purchase Order (On Order) Quantity and Track Purchase Orders into Pre-Arrivals

When either setting is enabled, they work together but also have minor differences.

When either is enabled, they instruct Vinosmith to perform the following:

  1. Once a day, Vinosmith queries your QBO for all purchase orders updated in the last six months. Some of these POs will be Closed, and some will be Open.
  2. For all the POs with status=Closed (in QBO), find the attached wines and update all their On Order buckets to zero (to remove any on-order that might have been previously created).
  3. (If Track POs into Pre-Arrivals is checked) Additionally, for all POs with status=Closed, delete any pre-arrivals that are tagged as being sourced from QB
  4. (If Track POs into Pre-Arrivals is checked) For all POs with status=Open, create a Pre-Arrival
  5. For all POs with status=Open, sum up the total quantity and update the On Order quantity value at the primary warehouse.
Due to the daily timing, there might be discrepancies within a 24-hour period. For example, if a PO is received in QBO in the morning, the corresponding Vinosmith data might not be pruned/updated until tomorrow.
NOTE: Vinosmith can capture multiple Purchase Orders (POs) from QBO & QBD and store that information in the pre-arrival section. The Order inventory bucket is a total of all POs, whereas the pre-arrival section will separate each POs information. The date on the pre-arrival is QB's PO txn date + 30 days. QB will not give us access to the Expected Arrival Date. We also take the private note and memos located at the PO level and set them in the pre-arrival notes.