Creating and sending a supplier order

Quick answer

Open Create Order, pick the supplier you are ordering from and review the suggested quantities. Add puts a wine in your basket; the basket is the order.
The basket is grouped by supplier and is shared by everyone at your venue. It keeps what you put in until you send it, across days, tabs and people.
A wine's page has Add to basket, and a supplier's page lists the wines you can order there. Both fill the same basket.
You send each supplier's group on its own, or every group at once with Send all. Each supplier gets its own order, email and order number.
The Order screen in the Vinius app works in the same basket, so an order started on your phone can be finished at the desk.

How Create Order works

Create Order asks who you are ordering from first. Each supplier has a card with the number of wines to order, an estimated value and what the basket already holds for it. Pick one, or use Order from another supplier for a supplier with nothing running low. The page then lists that supplier's wines, each with a suggested quantity. Change supplier, next to the supplier's name, takes you back to the cards, and so does selecting the Create Order tab again.

A header across the top keeps the order together: the supplier, with a link to its page, and the order's total so far with Preview PDF and Send order (Record order in a private cellar). When nobody at the supplier can receive the order, the header says so, with Add contact; the send window names who it goes to. Under the total, the header says whether the order reaches the supplier's minimum order value and how much is left to go for free delivery. While it is short of free delivery, wines from this supplier that would close the gap are listed under the list, each with Add.

The suggestions follow your active venue.

Where the suggested quantity comes from

A suggestion replaces what left your stock in the period set under Period: the last 7, 14 or 30 days. Sales count, and so do write-offs and samples, because a broken bottle leaves the same gap on the shelf as a sold one. The information icon next to Period sums this up, and the one next to a suggestion shows how that suggestion was worked out. Change any quantity before you add it.

Each row shows the stock against the wine's minimum stock level, and how many bottles went out in the period. The minimum resolves through a cascade, most specific first:

An override on the individual wine
The default for that wine category
The organisation default

In a private cellar the list holds every wine your suppliers carry, not only those running low, and quantities are pre-filled for the bottles that left the cellar.

Adding from the list

Add on a row puts its suggested quantity in the basket; the row then shows a stepper. Add all suggested puts every suggestion on the list in the basket at once, so you only adjust the exceptions. For a wine sold by the case, the suggestion is rounded up to whole cases, the stepper moves a case at a time and it says when a quantity is not a full case. A wine is sold by the case when it has a case size of its own, or when its supplier is set to sell by the case (Sells by in the supplier's ordering terms). You can still type any number: mixed cases are fine.

To order in cases without clicking six times, select the number: whole cases sit under it, one click each (6, 12, 18 or 24, or multiples of the wine's own case size). The basket and a supplier's page offer the same.

A line without a price shows as No price yet, never as zero, and totals say how many lines they leave out.

The supplier fills it in when they answer the order. They type their list price or the price you pay, and the other is worked out from your agreed discount. A supplier who invoices first can tick that the price follows on the invoice: Order Follow-up then shows Price on the invoice until the invoice sets it.

Where a price comes from

A line is priced in one of two ways, and each line says which:

From the supplier's catalogue. The supplier's list price less your discount on that wine. The line shows the list price struck through, the price you pay and the discount with its group, for example ~~€20.00~~ €14.00, −30% on Italy.
From what you bought before. The wine's purchase price, labelled Your purchase price. When you bought through this supplier, your discount is normally already in it, so no discount is shown.

For a wine you bought before, the newer price counts: the supplier's catalogue, or a list price the supplier stated since your last purchase (on an earlier order or an invoice), else your purchase price. A price you type yourself shows without a label.

The supplier sees the same: for a catalogue price, its own list price less the discount agreed on the wine; for a purchase price, that it is your purchase price and which discount you agreed on the wine. If the price is not right, the supplier proposes another, with its list price and discount, and you accept or decline it in Order Follow-up.

Choosing what the list shows

Period, first on the line, sets the window the suggestions replace. Vinius remembers it.
Running low, All wines, Out of stock and In basket filter the supplier's wines, each with its count. All wines helps when you want to reach a minimum order value or free delivery.
To find a particular wine, use Add: its search covers this supplier's wines and the whole catalogue, and a wine already in the basket gets the quantity added to its line. For a supplier whose catalogue is in Vinius, the button reads Browse catalogue (see Browsing a supplier's catalogue).
Thumbnails, the default, shows the bottle image before each wine's name; List leaves it out. Vinius remembers your choice.

The basket

Every list on Create Order feeds one basket. On a suggestion row, Add puts the suggested quantity in the basket; the row then shows a stepper for the quantity it holds. A wine's page and a supplier's page add to the same basket, see below. The basket icon in the top bar, on every page, shows how many bottles and items it holds; select it to open the basket. On Create Order the bar at the bottom of the page counts it too, as does View basket at the top of Orders.

The basket is grouped by supplier, each order under its own header. Each group shows its lines with bottle thumbnails, the subtotal, the supplier's minimum order value and free delivery threshold, who the order will be sent to, and a note to that supplier: Add a note opens it, and a written note shows as one line with Edit. The note belongs to the order, so Send, the send window and Send all all use it. Add at the bottom of a group adds a wine to that supplier's order.

Wines without a supplier wait in No supplier yet until you assign one. Assigning moves the line to that supplier's order. For owners, admins and managers, a wine that has no supplier yet also gets this one, so its next orders go there too; a supplier the wine already has is kept. Staff only move the line.

The basket belongs to the venue, not to one person. A sommelier fills it during the week, the manager sends it. Anyone who may build orders can add to it and change quantities; removing a whole group, or sending it, is for the person who opened it or someone who may send orders.

From a wine's page

A wine's page in WineHub has Add to basket in its header. The window offers only the suppliers Vinius knows sell that wine in that vintage and bottle size, each with the reason:

Offered: the supplier offers it in the catalogue it syncs with Vinius.
Preferred supplier: the wine's preferred supplier.
Bought before: you bought it from this supplier before.

No supplier yet is offered as well. The window starts on the preferred supplier, else the first supplier Vinius knows, else No supplier yet. The quantity starts at the wine's case size, else at the case the chosen supplier sells by, else at 1. The window also shows what the basket already holds for the wine.

From a supplier's page

A supplier's page lists Wines from this supplier in two parts:

Offered by the supplier: its synced catalogue. Each bottle size shows its availability and net price, which is the list price less your discount on that wine. Add puts it in your order at that supplier. A size the supplier's catalogue lists as out of stock comes last and says so. You can still order it: the supplier confirms each line.
You buy from the supplier: your wines whose preferred supplier it is, or that you bought from it before, marked Preferred supplier or Bought before. Each row shows how many are in the basket.

A wine you already buy from the supplier appears once, under You buy from, with the supplier's offer on its row. The search box filters both parts.

Browsing a supplier's catalogue

When a supplier's catalogue is in Vinius, Browse catalogue on Create Order opens all of it: every wine and every bottle size the supplier lists. It opens over Create Order, which stays as you left it. The cross at the top, Escape or your browser's Back button takes you back.

Search looks in the wine's name, the producer, the region, the vintage and the supplier's codes. Every word you type has to match.
Quick filters above the wines narrow the list in one click: In stock, New to your cellar, Vintage wines (no NV) and the bottle sizes other than the standard bottle. Vinius offers only the ones that would change the list.
Filters at the left narrow it by style, country, region, producer, bottle size, vintage and price excl. VAT; for the price, drag the slider or type the amounts. Each choice shows how many wines it leaves, and each section folds shut. A small catalogue skips the filters and keeps the search.
Sort puts the wines by producer, name, price, vintage, or the ones added to the catalogue last first.
List shows a row per wine, so you scan many at once. Grid shows a card per wine, with the bottle beside its name. Vinius remembers which one you use.

Each wine shows its bottle sizes and, for the size you pick, the price excl. VAT after your discount, with the catalogue price struck through when a discount applies. If you may see purchase prices, the line under the price says what a bottle would earn you, excl. VAT:

Margin for a wine you already sell in that size, at your own selling price.
Potential margin for one you don't, at the price your pricing rules would give it. Without saved pricing rules there is no estimate.

Labels by the name say what is true of the wine: In your order, New (the supplier added it in the last 30 days, not with its first import), In your cellar, Limited stock or Out of stock. You can still order a wine that is short; the supplier confirms each line. The supplier's case is said once above the list, for example Sold by the case of 6. A wine with a case of its own says so by its sizes.

Click a wine's name or bottle to see more beside the list. Under the bottle and what the wine is, you pick the size and the quantity and use Add to order. For your venue shows per size what a bottle would sell at and the margin at this supplier's price, plus your stock and last purchase price for a wine you have, if you may see purchase prices. Three tabs follow, as far as Vinius knows the wine: About (classification, dosage, grapes, alcohol, drinking window), Tasting (Vinius's tasting notes: aroma, palate and finish) and Critic scores.

Add puts the quantity in your order at that supplier and answers Added. The catalogue stays open for the next wine. Once a size is in your order, its stepper changes that line, and 0 takes it out.

On a wide screen your order at this supplier stays at the right. It lists each wine with its quantity and total, the subtotal, how far you are from the supplier's minimum order and free delivery, and Review order, which opens it in the basket. A wine you click shows its details there instead, with Back to your order. On a smaller screen the bar at the bottom counts the order, and View order opens it.

Looking for a wine the supplier does not list? Use Add on that supplier's order in the basket: it opens the search below.

Adding wines that are not on the list

Add opens a search of the Vinius catalogue, ranked by what Vinius knows about your supplier:

Offered by the supplier: wines in a catalogue the supplier syncs with Vinius, with their formats, availability and list price. A size the catalogue lists as out of stock comes last and says so. You can still order it, and the supplier confirms each line. Your basket marks such a wine before you send the order. Before you type, the window shows the supplier's first wines; Browse all and Show all matches open the rest in the supplier's catalogue.
You buy from the supplier: wines whose preferred supplier is this one, or that you bought from them before.
Your other suppliers: wines you buy from another supplier. Picking one adds it to your order at that supplier, not to the one you are browsing, and the window says so before you add it.
Vinius catalogue: everything else. A wine Vinius has never seen at this supplier is marked as such. You can still add it: once it is delivered, Vinius remembers the supplier as a source.

A wine that is in no catalogue at all can be typed in.

Glasses and other items

A supplier order holds wine only. Glasses, decanters and other non-wine items can no longer be added to it.

An order that already lists such items keeps them. They sit in their own section under the wines and in the supplier's documents, you confirm them when the delivery arrives, and they never enter your stock. Order these wines again leaves them out and counts them among the lines it could not copy.

Sending the order

Nothing needs saving: every change is kept in the basket as you make it, which the basket bar confirms with Saved automatically, and the basket holds your lines until you send them. In the basket, select Send on a supplier's group, or Send all to send every group that passes its checks, one order per supplier. Orders sent with Send all stay together as one basket: Pending Approval shows them side by side, and automatic approval looks at their combined total, so an order split across suppliers cannot slip under your approval limit.

The basket is shared, so Create Order reads it again when you come back to the page, open the basket or open the send window, and Send waits for that read. When a change could not be saved, for example because the connection dropped, the basket bar reads Not saved with Try again. Nothing goes out until the basket has been read again, so what you send is what Vinius holds.

Before an order goes out:

Deliver to shows where the order goes: the site you are working in, picked with the site switcher at the top. The whole basket goes to that site, with its address on the order. To order for another venue, switch site first; that venue's basket, stock and suggestions come with it. Received bottles land at this site, and only members with access to it see the order in the order history.
The language of the email and the attached PDF comes from the supplier contact, else from the supplier. When one of them has a language, the send window shows it on one line, with Change for this order only. When neither has one, pick it there and tick Make this the default so the next order does not ask.
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, and the group leaves the basket.

In a private cellar nothing is emailed. The buttons read Record order and Record all N orders, each order is recorded in Order Follow-up with its own order number, and Preview PDF gives you a copy to send yourself.

If the connection drops or the server does not answer while an order is being sent, Vinius cannot tell whether it went out. It says so, with a link to Order Follow-up: check there before you send it again. The note you typed is kept for the next try.

A wine or item picked from the supplier's catalogue carries the supplier's code. When any line has one, the order email, the PDF, the supplier's order page and the Excel download show a Code column.

Things that will stop you

No supplier assigned. Lines in No supplier yet cannot be sent. Assign a supplier to each; 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. The basket shows this per group, with an Add contact shortcut. A contact added there starts on the language the supplier's orders go out in.
Below minimum order value. On a single Send this is a warning, not a block: Vinius shows the supplier's minimum and your total so you can decide. Send all skips a group that is certainly below the minimum and leaves it in the basket.

Order totals are shown excluding VAT, and are estimates based on the prices on your lines. The supplier invoice is the final word, and you can correct prices when the delivery arrives.

Messages with your supplier

Some things the order itself cannot say: a later delivery time, or a question about a vintage. Open the order in Order Follow-up and write under Messages; on your phone, use the messages button on Receive delivery. Your supplier gets each message by email, with a link to the order, and answers on the order page. Everyone who can see the order can read and write in it, and sees who wrote what.

Each conversation is also in Messages, under Orders, with its own count of new messages; open it there to read and reply, or go to the order. Order Follow-up shows how many messages an order has and how many are new. When the supplier answers, you get an email and a push notification as you chose under Settings > Notifications > Order messages, a setting apart from order status updates.

Messages are open while the order is open. Once it is received in full or cancelled, the conversation stays readable but takes no new messages.

Ordering the same again

Order these wines again, on an order in Order Follow-up, copies that order's lines into the basket. Catalogue wines and wines typed in by name are copied too. A line with no wine behind it, such as an invoice line, is left out, and the copy says so. The copy goes into the basket of the site you are working in, even when the order went to another site.

When every wine on the order is already in your basket, at the copied quantity or more, Vinius asks before adding the quantities again: Add again or View basket. Your own wines are priced the way a new line is, for the supplier and site the copy goes to. A line the supplier replaced with a substitute you accepted is copied as you first ordered it, and the substitute is left out.

On your phone

The Order screen in the Vinius app reads and writes the same basket.

A wine already in the basket starts at its basket quantity. Other wines start at their suggestion.
A quantity you change on the phone is saved to the basket as you go, so the web app shows it too.
Send to the supplier sends its whole group: the suggested wines you left a quantity on and anything added in the catalogue or the web app. Your order on the supplier's page lists them all together, and a wine you do not stock yet says New to your cellar. Setting an added line to 0, or tapping its bin, removes it, after the app asks. The supplier's other wines that are running low follow under Running low, at 0: tap + to add one.
Send all appears when the basket holds orders for two or more suppliers. It sends what is in the basket. Suggestions for a supplier you did not open are not included, and a supplier that is certainly below its minimum order value stays in the basket, as on the web.
A wine the basket already orders from another supplier starts at 0 and says where it is, so it is not ordered twice.
Wines without a supplier are listed at the end of the supplier list, each with an Assign supplier picker. Picking one moves the line to that supplier's order. For a manager, it also gives the wine that supplier when the wine has none.
A supplier whose catalogue is in Vinius has a banner in the supplier list, with Browse catalogue under it. Its own page shows how many wines it offers, how many are in stock and its new arrivals, then the tabs Order, Catalogue, About and Terms.
The catalogue works as on the web: search, sort (under …), List or Grid, the quick filters above the wines, and Filters, where you type the price range as two amounts. A wine you are running out of says so, for example Critical (1 left). Tap + to put a case in your order at that supplier (six bottles when it sells by the bottle). − steps back down, and the bin takes the wine out of your order in one go. Tap a wine for its page, with Add to order, For your venue and the three tabs. The bar at the bottom shows your order at that supplier, with View order.
The app does not ask for a delivery date: your supplier sets the delivery.