Quick answer
- Add each supplier once, then keep contacts, terms and lead time up to date.
- Every supplier you order from by email needs a contact with an email address.
- Set a preferred supplier on each wine so orders group themselves correctly.
Why the detail matters
The supplier record is not an address book. Four fields feed directly into the ordering flow:
- Lead time appears next to every suggested quantity, so you can see whether ordering today arrives in time.
- Minimum order value triggers a warning before you send an order that is too small.
- Contact email is what the order email is sent to. Without one, Vinius cannot send the order.
- Default currency sets the currency the order is priced in.
Fill these in once and the ordering screens get quieter.
Setting up a supplier
Open Suppliers and choose Add New Supplier. The form is split into tabs.
Overview
- Nickname: your local reference name, useful when the legal name is long or shared across regions.
- Default currency: the currency for orders to this supplier.
- Global supplier profile: links your record to a shared Vinius supplier profile where one exists.
- Active: inactive suppliers stay in your history but drop out of the ordering filters.
- Rating: your own quality score, usable as a filter in the supplier list.
Commercial terms
- Payment terms, with a custom day count when the standard codes do not fit
- Incoterm and delivery method
- Lead time in days
- Minimum order value and credit limit
- Negotiated discount %
Rebate terms
Record a rebate threshold and percentage with a validity window (valid from and valid to) when a supplier gives volume rebates. This documents the agreement in one place instead of in someone's inbox.
Contacts
Add a name, email, phone, role and language per contact, and mark one as Primary. The primary contact is the default recipient when you send an order.
Set the contact language deliberately. Order and cancellation emails can be sent in a chosen language, and a supplier who reads Italian should not receive a Dutch order.
Addresses
Add as many as you need, typed as Billing, Shipping, Warehouse or Headquarters, with one marked as default.
Banking
Store currency, account holder, bank name, IBAN, SWIFT/BIC and the local equivalents (account number, sort code, routing number). Mark one account as primary.
Preferred supplier per wine
A supplier record alone does not tell Vinius who sells which wine. That link is the preferred supplier field on the wine.
Set it in the wine's details, under the replenishment settings. Once set:
- Suggested reorder quantities for that wine group under the right supplier automatically.
- You skip the "which supplier is this order for?" step when sending.
Where a wine has no preferred supplier yet, Vinius can suggest one from the most recent purchase. Accept it, or pick a different supplier.
Wines with no supplier assigned are grouped separately in the ordering screen so they are visible rather than silently excluded.
A practical setup order
- Add your suppliers with contacts and lead times.
- Set the preferred supplier on your highest-turnover wines first.
- Work down the rest of the list as orders come up, rather than in one sitting.
Assigning suppliers as you go is usually faster than trying to complete the whole catalogue up front.
What your plan includes
The supplier directory, contacts and preferred supplier per wine are available on every plan, including Free.
Reorder preferences (thresholds, lead time and safety buffers), low-stock signals, the full backorder workflow and supplier-ready exports and emails require Professional or above. See Tier entitlements and plan limits.