Adding wines from supplier invoices

Quick answer

• Upload the invoice under Orders, Invoices on the web, or photograph it in the app under More, Invoices.
• Vinius reads every line and sorts it: ready to add, on an order you sent, or waiting for your answer.
• Add 12 bottles to cellar puts the ready wines in General Stock of your active site, at the net price per bottle.
• Answering questions and adding bottles happen on the web. The app uploads invoices and shows where each one stands.

Uploading an invoice

On the web, open Orders, then the Invoices tab, and drop one or more files: a PDF or a photo (JPG, PNG), up to 50 MB and 50 pages each. Supplier price lists go in the same way. Import, then From an invoice, on Wine Inventory opens the same upload.

The bottles go to the site under Deliver to, which is your active site. For another site, switch site at the top of the page first; without an active site, you choose one.

Reading usually takes under a minute, and you can leave the page meanwhile. Each file then shows Check or Open. An invoice uploaded twice, as the same file or with the same supplier and invoice number, is never added twice. A PDF with a password is refused.

In the app, tap More, then Invoices under Manage, or From an invoice on the Scan screen. Photograph an invoice takes one photo per page, up to 20 pages, or use Choose photos or Choose a PDF. The pages go in as one invoice for your active site, and Recent invoices shows their status.

Checking the lines

The invoice opens next to its file. Each wine line shows the bottle, the producer, the bottles times the net price per bottle excl. VAT, and what will happen to it:

The pencil on a line changes its bottles, price or vintage; when the invoice prints no vintage, the newest vintage is used. The line's menu holds Change wine, Set aside and Not a wine. When the lines do not add up to the invoice subtotal, a warning asks you to check bottles and prices.

Answering the questions

• Which wine is this? or Missing: producer, country and style: choose Complete and fill in one form with the producer, wine, style, vintage, country, the region if you know it, bottles and price. Vinius wines that look like the line come first, and picking one links it.
• Is this one of these wines?: pick the matching wine, or No, it is a different wine.
• Which producer made this wine?: pick one, choose A different producer, or keep the name as printed.
• Is this the right name?: save it when nothing that names the wine is missing.

Linking a wine that differs from the line, such as a Riserva for the base wine or another cru, asks you to confirm with Link anyway. Not sure? Set aside keeps the line on the invoice without bottles, so it never blocks the others, and Put back returns it.

Adding the bottles

Add 12 bottles to cellar works once no line needs your input. Wines still being looked up do not hold the rest back; add them when they are ready.

The bottles land in General Stock of the delivery site, to be placed later from the wine. The invoice then reads Added to your cellar or Partly added · 2 of 3 lines, and each line shows the date it went in. Vinius looks up new wines afterwards for their grapes and other details.

What happens to prices

• The net price counts. A bottle costs what the invoice charges after the line's discount, excl. VAT. Invoices that print prices including VAT are converted. The pencil shows the list price and discount behind a price.
• Each wine becomes a lot at that price, with the supplier, invoice number and VAT rate on it. The purchase price then follows the wine's lots: see Purchase prices and Needs pricing.
• List prices are recorded. A line that prints a discount stores the supplier's list price for that wine, which the Supplier list price pricing basis uses.
• Orders take the invoice price. An invoice for an order you sent through Vinius links to it by itself, by the order number or by the same supplier, dates and wines, or by hand with Link to an order. Its prices go onto the order lines and the bottles already received, and differences are listed. Those bottles come in when you receive the order, never a second time.

Skipping or deleting an invoice

Skip invoice adds nothing and removes the lines; you can upload the file again later. Once some of its wines are in your cellar, the invoice can no longer be skipped: set the remaining lines aside instead. Deleting an invoice removes the lines still waiting, while wines already added stay in your cellar.

Who can do it

Adding also needs access to the delivery site. Staff and viewers do not see the Invoices tab, because invoices show purchase prices.

• Web: everything on this page.
• Phone: upload invoices and open them to read. Check and add on the web opens the invoice in your browser to answer questions and add the bottles.

Related guides

• Receiving deliveries and partial receipts
• Purchase prices and Needs pricing
• Managing suppliers and commercial terms
• Managing storage