Manage Vendors
While not required, it is recommended that a Vendor be assigned to a PO. The Vendor is the source of the product (perhaps not physically per se) but represents the Accounts Payable entity from which you are purchasing the product.
To manage your list of Vendors, navigate to the Wines tab and click on Manage > Vendors in the left navigation. Proceed to add/edit Vendors as necessary.
Pre-Arrivals
When creating a new PO, items can also be shown as a Pre-Arrival in the system. The steps to include pre-arrivals are below.
Purchase Order Templates
Admins can create multiple Purchase Order templates, including a logo. Please see this article for more information.
To Create a New PO
Navigate to the Wines tab
On the left-hand navigation, under Purchase Orders, click Manage
On the left-hand navigation, under Actions, click New Purchase Order
The PO # will be auto-generated when the PO is submitted, or a PO # can be entered (see below for how to update the PO sequence)
To auto-calculate the PO Due date, click the Calculate from PO Date link. Clicking that will expose a dropdown, from which you can pick a number (0 through 120)
Select a Draft or Open status when creating a new PO.
Open will perform inventory manipulations (on Order).
Draft will not perform inventory manipulations.
To change the status to Open, edit the PO and set the status to Open. Inventory will automatically adjust.
Once a PO has been changed from Draft to Open, it cannot be changed back to Draft.
In the Warehouse / Delivery section, select the appropriate Warehouse. A warehouse must be selected for items to be populated. Once a warehouse is selected, the Ship-to field is pre-populated if the warehouse has an address in Vinosmith.
In the Recipient section, select the Supplier.
Once you select the supplier, this field will auto-fill the Remit To from any addresses stored under that supplier.
To Add Addresses for a supplier, go to the supplier level (Wines > Suppliers > Manage > Select Supplier), scroll down to the Addresses section, and click Add Address (to the right of the screen).
Select from the drop-down or manually enter Vendor information in the Vendor section.
The Pick Up section is optional. A vendor has to be selected to select a Pickup Location. You can select the Vendor for the pickup location or from a list of pick-up locations. If you select a pick up location, the pick up location will be included on the PO PDF.
In the Pre-Arrivals section, check the box for Create Pre-Arrivals? if you'd like to show this in Vinosmith. The Pre-Arrival section is not displayed when creating a draft PO.
Optional: If you know the Estimated Arrival Date, please add it here.
When Pre-Arrivals are created, the quantity is populated into the Pre-Arrivals / Incoming section below the inventory buckets.
The Pre-Arrival will be cleared when the PO has been received and closed.
Click Save
On the left-hand navigation, under Info, click Download PDF. Email this PDF to the winery.
*Note* The quantity in the PO will be moved to Order inventory
To Receive PO
Disabled item(s) on the PO: If an item has been previously disabled, and it is being received, the item(s) will be automatically reactivated in Vinosmith.
Navigate to the Wines tab
On the left-hand navigation, under Purchase Orders, click Manage
Click on the PO # of the PO you want to receive
On the left-hand navigation, click the button named Status Change
On the following screen, you can choose your Inventory options:
NO inventory transfer: The order inventory is decreased; the On-Hand inventory is not updated
With Inventory transfer: The Order inventory is decreased; On-Hand inventory is incremented
Please note -- once a PO has been received and closed, it will be finalized, and no major changes (wines, vintage, etc.) will be possible.
You can fast forward the PO# sequence if needed:
Navigate to My Account
On the left-hand side, click Manage
On the left-hand side under Manage, click Edit
Scroll to Purchase Order, NEW PO # Sequence. Type in the PO number from which you wish to start.
Click the blue Update button at the bottom of the page
Vinosmith does support migrating a PO from one warehouse to another (effective June 2025). As long as the PO is still in Status = Open, this action can be performed.
Navigate to the PO
In the left is a link to "Change Warehouse."
Select Warehouse from the dropdown
Click the blue "Change Warehouse" button
Exports
Two exports are available on the Purchase Order page: Aggregate and Detailed. Both include Draft POs.
RB7 - Inventory stock status by Producer or Importer / Purchase Order also includes Draft POs