Purchase orders
Purchase orders lets you create and manage the orders you place with your suppliers, from drafting to delivery.
A purchase order is the order you place with a supplier to buy stock — the wines and other articles you resell. In Vinosoft you draft the order, add the products and quantities you want, send it to the supplier, and then book the goods into your inventory when they arrive. The Purchase orders area keeps every order organised by where it is in that process.
Open the Purchase orders area
Go to Purchase orders in the main menu. The area opens on the Open tab and shows a list of orders with these columns:
- Number — the purchase order number Vinosoft assigns.
- Order date — the date on the order.
- Supplier name — the supplier you are ordering from (click it to open the order).
- Order number — the linked order confirmation, if the purchase order came from one.
- Licensee — shown only if your account has the licence module.
Use the search box to filter by name, and the Create new button to start a new order. The total value of the listed orders (including tax) is shown in the summary at the bottom.
The three tabs
The area splits your orders into three tabs that follow the order's lifecycle.
Open
Orders you are still preparing. A new purchase order starts here. On this tab you build the order — add the supplier, the products, quantities and prices — and get it ready to send. Orders on the Open tab have not been sent to the supplier yet, so you can still edit or delete them freely.
In progress
Orders that have been sent to the supplier and are awaiting delivery. A purchase order moves here automatically the first time you send it by email, print it, or generate from it. When it moves to In progress, Vinosoft also records the expected incoming stock for the ordered articles, so your inventory reflects what is on its way.
History
Completed orders. Once you have received the goods and confirmed the quantities with a purchase order check, the order is closed and filed under History. Orders here are kept for your records; they are shown read-only.
The lifecycle: Open → In progress → History
- Create the order (Open). Click Create new, choose the supplier and settings, then add the products you want to order. The order stays on the Open tab while you work on it.
- Send it (In progress). Send the order to the supplier by email, or print it. Vinosoft marks the order as ordered, moves it to In progress, and books the expected stock.
- Receive the goods (History). When the delivery arrives, open the order and run the Purchase order check. You confirm how much was actually received; Vinosoft books those quantities into your stock and closes the order to History.
Related
- Creditors — manage the supplier invoices you owe once the goods and bills arrive.