You can use vintrace to create and manage purchase orders in your winery for bottled wine, bulk wine, barrels, dry goods, packaging materials, and general goods.
To create a new Purchase Order head into Accounts > Purchase orders > New purchase order.
You can assign your own Purchase Order number or let vintrace generate one for you by configuring and Auto-Code policy under Winery Setup > Work-flow > Auto-code. For more information on creating and using Auto-codes, click here.
The Vendor will need to be setup in the Address book, either in advance (use the lookup/magnifying glass), or use the Star/Plus to create a new vendor listing on the fly.
Set a Vendor and any other optional information before adding the items you wish to purchase. There are several types:
- Stock – these items link directly to inventory items such as bottled wine, additives, cleaning agents, packaging materials, etc.
- Barrel - Use this Purchase order type for any portable storage vessel that you want to treat as a barrel: Wooden barrels, wooden kegs, stainless kegs, puncheons, carboys, Tbins, Porta-tanks.
- Bulk wine - while you will still need to bring the wine in on a bulk wine intake, you may use the Purchase order system to track the purchase process.
- General – these items are generic and won’t have an impact on your stock levels. Use this for any purchase that isn't covered by the other three options. Examples: Tanks, Bins (fruit or tirage), Gyro cages, Pallets, Crusher, Press. You may also use a Purchase order for general items that aren't directly involved in winemaking: Office supplies, goods and services for the business.
When you have completed all required and any optional fields, select Save and Print to create a PDF that you can email to your supplier.
Receiving stock on a purchase order
There are two methods for receiving stock or bulk wine (not barrels) into inventory:
Head into Accounts > Purchase orders.
Select your Purchase order.
If that Status hasn't already been set to Approve, change it.
Click Stock Receival in the lower left.
Complete the receival as outlined here.
Upon receipt of inventory stock under the Inventory > Receive operation, you select a Purchase Order and this will automatically fill out the expected Stock item quantities for you. You also have the option to update the purchase order state to Fulfilled if all stock was received or Part-fulfilled if you’re awaiting more stock to arrive.
For more information on receiving trackable items (inventory), click here.
Handling Purchase orders for barrels and related vessels also requires that these be received in vintrace as vessels. Click here for information on Receiving barrels on a purchase order and/or work order.
Managing Purchase Orders
You can manage your Purchase Orders under Accounts > Purchase orders.
The Purchase order console allows you full access to all your POs (past and present):
Accounting Package Integration
These Purchase Orders can be linked in real time with accounting packages such as Xero.
Click here for information on Synchronising purchase orders with Xero.