Purchase orders are a simple but powerful way for a business to stay in control of its spending on inventory and merchandise. It is used to document and approve purchases before an order is placed, clearly outlining what's being bought, from whom, and at what cost.
By utilizing purchase orders, businesses gain better visibility into upcoming expenses, avoid billing surprises, and ensure invoices match what was actually ordered. The result is smoother operations, healthier cash flow, and clearer accountability, giving teams confidence that purchasing stays organized and on budget. Luckily, you can manage it all in VinesOS.
To access the purchase order page, navigate to the Inventory Page. In the top right, you will see the Purchase Orders tab.
On the Purchase Order page, you'll see all of your entered purchase order invoices. You can filter through them with the calendar toggle found on the top left.
The 'New' button allows you to create a purchase order.
The 'Vendors' button allows you to add your vendors to easily autofill them into your purchase order.
The 'Update' button allows you to make updates to your purchase order, such as viewing, printing, duplicating, or receiving.
Creating a Vendor
On the Purchase Order page, click 'Vendor'. That will take you to the Vendor Manager page, where you can view all of your previously added vendors.
Select 'New Vendor' to add a new vendor profile. Fill out all of the necessary information and click 'Save' to add them to your vendor list.
Editing an Existing Vendor Profile
On the Vendor Manager page, simply click the vendor name to access and edit their information.
Creating a Purchase Order
On the Purchase Order page, click 'New' to start a new purchase order.
Clicking on 'Select Vendor' will drop down a list of all added vendors. You can also create a new one by clicking 'New Vendor.'
When you select a previously used vendor, all information, such as vendor information, shipping information, contact information, and shipping terms, will auto-populate into the necessary fields.
Use the 'Search' bar to look for products.
*PLEASE NOTE* All items need to already be added to your product page for it to appear in the search.
For example, these are all items that are currently for sale on the POS/online store. The number sequence in front of the item is the item's SKU if one is added.
Once you add your items, adjust their quantities and costs accordingly. All total fields will recalculate as you adjust quantity and cost. You also have the ability to mark the item as 'Taxed' if applicable.
You can then add any taxes, miscellaneous amounts, or a shipping & handling fee if applicable. Adding amounts into those columns will adjust the 'Grand Total'.
Once it's finished, you can click 'Save'.
Once saved, you'll find your purchase order in your purchase order history. You can click into the order by selecting the order ID or clicking 'Update' and 'View'.
Updating Your Purchase Order
Need to update the quantity or price of your purchase order? Simply click the 'Update' button, then 'Edit'.
Editing will take you back to the original form creation screen to make any necessary changes.
Clicking 'View' will turn your purchase order into an invoice for easy viewing and printing.
Receiving Your Purchase Order
Once you've received your purchase order, click the 'update' button and then 'receive.'
You'll be taken to a new page to finalize your purchase order details before receiving.
Enter the vendor invoice number if one is provided, and set your location where you are receiving your order (warehouse, tasting room, offsite, etc.).
Once you click receive, your inventory will automatically be updated to reflect your current inventory and newly received items.
Contact the support team to enable today!