Topics covered in this article:
Placing an OrderThe Purchase Order feature in Binwise is an email communication channel with your vendor rep, used to purchase items that are currently being tracked in your BinWise account. This is the most reliable and efficient way to track every step of the ordering process.
Ordering is done by placing a PO with your vendor. If you need to purchase from multiple vendors- start and complete each purchase order with a vendor, before moving on to the next one.
Placing an Order (1)
To place an order, go to the Orders tab, select “Create Order.”
Placing an Order (2)
Ordering is completed in two parts
Part 1 - The Vendor Selection
This screen will show you a list of vendors you currently order from
1. Select the Vendor (Note: The vendor must have an active email to complete the order - that information can be updated in the Vendors Tab)
2. Select the items you would like to order/reorder. This list is compiled of items that have been previously purchased from the vendor.
(Note: We do not receive updates from the vendors on new product or vintages - you must update your account manually with this information OR enter in notes in the PO for availability.)
3. Add items to your PO (Quantities are ordered by the bottle count- not by the case)
Notes of the Order Screen (left to right)
-Barcode of the item in BinWise
-Item Description in BinWise
-List: Is this item on your BinWise wine list?
-Order Amount: Enter your order here
-QTY: Current inventory of the item according to BinWise activity
-Par: Here you have the option to set a par for any items ordered through the platform.
-60 Day Purchases: How many bottles were purchased in the last 60 days
4. Once all of the items have been added - click Create This Purchase Order
Note: If you would like to add an item that is brand new to your inventory - the item can be created and added to the Order in the next screen.
Placing an Order (3)
Part 2 of the Ordering Screens
On this screen you will see:
1. Vendor Name - Vendor the order will be sent to via email
2. Creation Date: The date the order was created
3. Delivery Date: This is the expected delivery date. This is the requested date of delivery for the order. If you and your vendor have a schedule set up, it's still important to enter in the correct expected date.
4. Create New Item: Click here to add a new item to your BinWise account to order.
BinWise Tip - Check the search bar for the item before creating a new item
5. Item List: Access to every item in your account. Great for adding items to order without having to scroll and use the Part 1 Vendor Screen.
BinWise Tip - If you add an item to order that is purchased from another vendor, this could result in delays or non-deliveries for that item.
Placing an Order (4)
Adding a new item using the search bar
1. Quantity: Enter in the number of bottles you want to order
Note: All quantities should be ordered as bottle- not case quantities. For example: if requesting a "Six Pack of Corona bottles," the quantity would be 6....not 1 Six Pack.
2. Sub Total: ( Required)
Previously Ordered Item: If an item has been previously purchased, the cost will reflect the cost of the last order or the last entered cost.
First Time Order: Brand new items might not have a cost yet. Enter in $0.01 and then adjust to the actual cost once you receive the delivery
Note: If you know the cost of the new item - update in the Item Stats page.
3. Click "Add" to add the item to the Purchase Order.
Placing an Order (5)
1. Shipping Charges: There are two ways to keep track of shipping charges.
a.) Create an item named "Delivery Charge" using the Add Non-Wine Item feature. Then add that item to the order via the Search Bar. This method will keep delivery fees separate from the cost of wine/liquor items on the order.
b.) Input shipping or miscellaneous fees for the order in the shipping charges box - this will distribute any amount over your entire order, applying the costs to all items. This option will create fluctuating costs for all items in the order - not recommended
2. Notes to Vendor: This is where you can send notes and questions to the vendor receiving the order. The vendor rep can then reply with comments - the communication will be available to review at a later time. Note: We recommending using this section to ask about new items, vintages or costs of new items.
3. Internal Notes: This is where users can communicate internally with other coworkers in the restaurant. The Vendor WILL NOT see these notes. Note: We recommend using this section for directions on a specific order or item that the receiving department should know.
4. Ordering Options:
a.) Create Order and Send to Vendor via email (DEFAULT) - Recommended and most used.
b.) Create Order and DO NOT SEND - Use only if you will create a PO for tracking purposes only. We recommend using this when you order outside of BinWise (such as via phone or text) and still want to create the PO for delivery. YOUR VENDOR WILL NOT RECEIVE THE ORDER
5. Require Accounting Approval- A feature if you have a staff that is creating the orders, but you need a second approval before it will be sent out to the vendor. This option must be turned on manually and will stay locked until otherwise requested.
Process: Once the user creates and submits the order, the order will be sent via email to users with Accounting Approval access The AA user must then review and release the order- then the order automatically sends.
If you have multiple users with AA access - the email will only need one user to OK the email. We do not offer two-user ok approval.
6. SUBMIT/SEND ORDER: Click "submit" to confirm the order.
View Open Orders (1)
Clicking “Submit Order” takes you to the "View Purchase Orders" Screen. You can also access this screen by choosing "View Orders" from the Orders tab.
Your most recent invoice will come up on the top line.
1. Date Ranges: Set the range of the invoices that you want to view - they will sort by Delivery Date with the most recent on top
2. PO#: This is your Purchase Order Number from BinWise....not the Vendor
3. Originator: This is the BinWise user who Placed the Order
4. Delivery Date: This is expected delivery date - Very Important to keep accurate
5. Total: This is the total dollar amount on the Order. Upon receiving the delivery - use this number to compare against the Vendor's invoice
6. Contact: This is the Vendor Rep Contact and their Email
7. Vendor Confirm - When the Order is first sent out, this will read "NO". Once the Vendor Rep, receives the emailed order and they confirm, this will change to a "YES".
Note: Make sure to check the "View Open Purchase" screen for all Orders that have a "NO" in this column over a week old. This may indicate that the vendor never received the Order and the delivery is not expected to come. If this is the case, reach out the vendor rep directly and see what the issue is.
8. Vendor Notes: This is a snapshot of the notes that the Vendor Rep has written either in response to a question or comment on the order OR they needed to include details about the order so that the user is aware.
9. Internal Notes: This is a snapshot of the notes that are being used internally for everyone who is handling the Order. If one person creates the PO and another receives the Order - they can use these notes to communicate. This will show up on the Order when the person prints out a copy of the order to use as a guide.
10. EDIT: Click on this to access the Order to make edits and close out the Order when the delivery has been received. (More in the "Receiving an Order" Guide")
VIEW: History of the order including the items on Order and notes between Vendor Rep and BinWise User
PDF File: A copy of the order and a history of communication back and forth between BinWise user and Vendor Rep. Print this and use as a guide when receiving an Order. (More in the "Receiving an Order" Guide")
View Open Orders (2)
This screen shows you an example of the vendor email the vendor will receive to confirm your order.
The first part of the email lists the items on the order: Item, Quantity, Cost, Sub Total and BinWise Barcode #
View Open Orders (8)
The second half of the email lists:
1. Requested delivery date:
2. Purchaser: (This will be your Restaurant)
3. Order Placed by: (This will be your BinWise user account email)
4. PO#
5. PO Date:
6. Purchase Order Notes: (These are the Vendor Notes written when Placing an Order. The vendor contact can communicate back with answers to questions/comments)
7. Once the vendor is ready to confirm the order they must click the link. They will be taken to a confirmation page where they can respond to your note. This will turn the “NO” in both the Vendor Confirm and Vendor Notes columns to “YES”
Your order has been sent to the vendor and is now in "VIEW ORDERS." Once the items have been received, the items will be updated in your account.