Quick answer
- Open Order Follow-up to track sent orders and confirm receipt.
- Confirming receipt adds the bottles to inventory as a purchase, at the price you confirm.
- A short delivery stays partially received until the rest arrives. You do not need a second order.
Order statuses
Each status has one colour: grey while the order is with the supplier, blue once the supplier confirmed it, amber when something waits for you, green once it is received, red for a problem.
| Status | Colour | Meaning |
|---|---|---|
| Sent to supplier | Grey | The supplier has the order and has not answered yet. Nothing to do on your side |
| Changes to review | Amber | The supplier proposed fewer bottles, another wine or another price. Accept or decline each change |
| Confirmed by supplier | Blue | The supplier confirmed the order, with the delivery date if they gave one |
| Ready for shipment, Shipped | Blue | The supplier marked the order ready, or shipped it with an expected date |
| Supplier cannot fulfil | Red | The supplier cannot deliver this order. Cancel it or order elsewhere |
| Partially received | Amber | Some bottles arrived, the remainder is still open |
| Received | Green | Everything ordered has been received |
| Cancelled | Red | The order was closed and can no longer be received |
Filter the list by supplier, by status, or by orders with open bottles. The status filter uses the words above.
Confirming a delivery
Choose Confirm Received on the order. The receipt window opens with quantities pre-filled for a complete delivery, showing per line:
- Ordered: the original quantity
- Received so far: what earlier deliveries already covered
- Receive now: what you are confirming in this step
- Unit price excluding VAT: editable
Two things are worth doing carefully here.
Correct the prices. The pre-filled prices come from your existing purchase pricing, not from the supplier invoice. Where the invoice differs, type the invoice price. This is the moment the real cost enters your system, and everything downstream, margin, valuation and lot-based pricing, reads from it.
Lower the quantities for a short delivery. Leave the rest open rather than pretending the order arrived in full.
A summary line confirms what you are about to do, either receiving all open bottles and closing the order, or receiving part of them and leaving the remainder open.
What happens to inventory
Each confirmed line posts a purchase movement against the delivery site recorded on the order. Two outcomes are possible:
- If the site's current active lot has the same cost per unit and currency, the bottles are added to that existing lot.
- Otherwise a new lot is created at the confirmed price.
This is why correcting the price matters. A different price is a genuinely different lot, and keeping them separate is what makes lot-based pricing and cost reporting honest. Which lot counts as "active" follows your organization's lot cost policy, see Managing pricing rules.
Partial deliveries
Confirm what arrived and leave the rest. The order moves to partially received and keeps its open balance.
When the remainder arrives, confirm receipt again. The window pre-fills only what is still open, so you cannot accidentally receive the same bottles twice. Vinius rejects any attempt to receive more than the open quantity.
Repeat as many times as the supplier needs to complete the order.
Other items
Glasses, decanters and other items on the order have their own section in the receipt window, with a quantity and nothing else. Confirm how many arrived. They are counted on the order and never enter your inventory, so there is no price, lot or storage location to set.
An order is only fully received once its other items are in too. If the glasses arrive a week after the wine, the order stays partially received until you confirm them.
Two things that can block a receipt
Missing purchase pricing. A wine with no purchase price on file cannot be received, because there would be no cost to put on the lot. Vinius names the wines involved. Add purchase pricing to those wines, then confirm again.
Items with no linked catalogue wine. Some order lines exist only as a text snapshot, with no wine record behind them. They cannot be added to inventory automatically, and Vinius tells you how many were skipped. Add those bottles manually, see Editing and adding wines.
Cancelling an order
Cancel order closes the order. It stays in your history as cancelled and can no longer be received. This cannot be undone.
- Bottles already received stay in your inventory. Only the undelivered remainder is cancelled.
- You can record an optional reason, for example ordered by mistake, or agreed with the supplier by phone.
- You can send a cancellation email to the supplier contact, in a language you choose. If the supplier has no contact email, Vinius says so, and telling them is then your job.
Cancel rather than leaving a dead order open. An order stuck in Sent for months makes every open-bottle figure wrong.
On your phone
The Orders tab of the Order screen puts the orders that need you first:
- Needs action: late orders, the most overdue at the top, then orders your supplier marked delivered, orders with changes to review and orders the supplier cannot deliver. A late order says Overdue · due with the date the supplier confirmed, or Overdue · not confirmed when the supplier never answered.
- Awaiting confirmation: orders your supplier has not answered yet.
- Expected: confirmed, shipped or partly received orders, the soonest due first.
Receive bottles on an order opens it to book the whole delivery or part of it. To cancel an order, open it and use … then Cancel order: the app asks first, and once the supplier has marked the order it asks for a reason. Completed and cancelled orders are under Order history at the bottom of the tab.