Quick answer
- Open Create Order to review replenishment suggestions and build the order.
- Simple mode picks the supplier and suggests quantities. Advanced mode lets you choose how those quantities are calculated.
- An order can be sent to one supplier at a time. Filter to a single supplier before sending.
Simple versus advanced
Both modes build the same order. They differ in how much of the calculation you control.
- Simple asks who you are ordering from, then suggests quantities based on recent sales topped up to your minimum stock levels. Use it for routine weekly ordering.
- Advanced exposes the recommendation mode, the period, filters and per-line quantities. Use it when you are ordering for an event, catching up after a busy month, or checking why a suggestion looks wrong.
Switch between them with the view mode control at the top of the page.
The three recommendation modes
In advanced mode, recommendation mode decides where the suggested quantity comes from.
Threshold only
Buys back up to your minimum stock level. The suggested quantity is the gap between current stock and the target, where the target is your threshold plus any safety buffer.
The threshold itself resolves through a cascade, most specific first:
- An override on the individual wine
- The default for that wine category
- The organization default
The threshold source is shown per line, so you can always see which level decided the number.
Use this mode to keep minimum shelf presence.
Replay period consumption
Answers a different question: how much actually moved in a chosen period, and should we buy that back?
The quantity equals the consumption recorded over the period you select. SALE movements are always counted. You can optionally include waste and samples with the include inventory deductions toggles.
Pick a period with the presets (last 7, 14 or 30 days) or set a custom range.
Use this mode when your thresholds are not tuned yet, or after an unusual week that you do want to replace.
Hybrid threshold and replay
Adds the two together: replace what moved, and restore the minimum on top.
Use this mode for venues that want both shelf presence and consumption cover. It is the most generous of the three, so review the totals before sending.
The planning summary at the top of the page states the mode, period and movement types in plain language, so it is always clear what produced the numbers.
Reading a suggestion line
Each line can show its own reasoning:
- Threshold qty, period consumption, daily average, replay qty and hybrid qty
- Supplier lead time in days
- Case rounding, where a quantity has been rounded to whole cases with the units per case shown
This is worth reading before you override a quantity by hand. Most surprising suggestions have a visible cause.
Narrowing the list
- Site selector scopes the suggestions to one site, or show them aggregated across all sites.
- Aggregate stock combines stock from all storage units into one total per wine. Switch it off to see stock broken down per storage unit, which only applies when a single site is selected.
- Filter by supplier, urgency or category
- Below threshold only shows just the wines under their minimum. Switch it off to see everything from a supplier, which is useful when you want to top up an order to clear a minimum order value.
Smart Suggestions
The Smart Suggestions panel adds wines that sales velocity suggests you will need, based on the last 30 days. It needs a meaningful sales history to work: at least 50 sales over 30 days. Below that it says so rather than guessing, and the current sales count is shown.
Treat these as candidates to review, not as a decision already made.
Saving before sending
- Save Order List or Save Draft stores the order so you can come back to it.
- Export PDF produces the order as a document.
- Export by Supplier (ZIP) produces one PDF per supplier in a single download, which is the fastest way to handle a multi-supplier ordering round.
Sending the order
Select Send Order. Before it goes out:
- Deliver to sets which site the order is delivered to. Check this on multi-site accounts.
- Email/PDF language sets the language of both the email and the attached PDF. Match it to the supplier contact's language.
- Preview PDF renders the order so you can check it before anything is sent.
Vinius then sends a branded email to the supplier with the order PDF attached.
Things that will stop you
- Multiple suppliers selected. Send Order supports one supplier per order. Filter to a single supplier, or deselect the other lines.
- No supplier assigned. You will be asked to choose one for this order. Setting a preferred supplier on the wine avoids this step next time, see Managing suppliers.
- No supplier email. Add a contact with an email address to the supplier record first.
- Below minimum order value. This is a warning, not a block. Vinius shows the supplier's minimum and your estimated total so you can decide whether to top the order up or send it anyway.
Order totals are shown excluding VAT, and are estimates based on previous purchase prices. The supplier invoice is the final word, and you can correct prices when the delivery arrives.