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Order processing

Every confirmed order in one list — what is open, what is ordered in, what has shipped — and one action to turn it into the delivery note, the packing slip and the invoice.

Where orders usually go wrong

An order confirmation is a promise with a date on it. The trouble starts when that promise lives in an inbox: the delivery date is in an email, the stock reservation is in someone's head, and the invoice is written from memory a fortnight later.

Vinosoft keeps the promise in the system. Orders are grouped by state — open, ordered, delivered — so the list tells you what still has to happen rather than what already did. Each order carries its delivery date, its lines and the customer's terms, and the documents that follow are generated from it rather than re-entered beside it.

What the module does

  • Order confirmations sent by email or printed for post, from your own document layout
  • A breakdown by open, ordered and delivered, so nothing sits unnoticed
  • Recurring orders for the customers who take the same case every month
  • Delivery dates per order, and per line where a part shipment is agreed
  • Automatic creation of the delivery note and the packing slip
  • Conversion into an invoice, or several orders collected into one monthly invoice
  • Stock reserved and posted out by the delivery, so the cellar figure follows the paperwork

Buying in what you have sold

Purchase orders sit on the other side of the same process. Draft an order to a supplier, send it, and book the goods into stock when they arrive — the receipt is what raises your stock figure, and the supplier's invoice is then recorded against it in the payables module.

What it looks like at month end

Collect a customer's deliveries into one invoice, or invoice each one as it goes. Either way the figures are the ones on the delivery notes, the VAT is the rate on the article, and the payment slip carries the QR-IBAN and reference the bank needs to match the payment when it comes back in.

The orders that repeat

A wine club shipment, a restaurant's standing monthly case, a hotel's quarterly order: these are the same document over and over, and retyping them is where errors and forgotten months come from. A recurring order is set up once with its lines and its interval, and produced on schedule with the customer's current prices — you confirm it rather than write it.

Read the documentation