Inventory Module Quick Guide
Inventory Numbers
Your inventory numbers are tracked in OrderPort. In this module you can initiate adjustments to your numbers as well as transfers between locations.
Your total inventory numbers are made up of 3 figures:
Committed, Sold but Not Shipped and On Hand. Purchased inventory will remain part of your inventory until the order is marked as released.
• Committed: This inventory is part of an order that hasn’t been paid for. For example Pay at Pick up and order in someones webstore cart before checkout.
• Sold but Not Shipped: this inventory is part of an order that is paid for but not released.
• On Hand: this inventory is available for purchase.
Manage Warehouse
The Manage Warehouse tab will list each tasting room and warehouse location in your OrderPort system. Each location has its own inventory, and if you need to make changes click View/Edit. The Default location is where webstore orders will be fulfilled from. If you want to add a new location, click Add New.
Note: Only tastings rooms can be accessed through the point of sale.
Adjustments
If you need to adjust the numbers of certain wines, you can filter by group or search for specific products. In this example, we are looking at our numbers for the Malbec product group. To make an adjustment, first enter a figure into the Adjustment box. If you are adding wine enter the number. If lowering the current number, put a minus sign (-) in front of the number. Once you have entered your adjustments, scroll to the bottom and click Save. If the adjustment already took place, enter a past Adjustment Date.
Note: adjustments add or subtract from current numbers and do not replace them.
Note: you have a 30-day backdate inventory adjustment limit.
Transfers
If you have multiple locations you can move wine between them. First, click View/Edit for the starting location. Next, choose Inventory Transfer from the Operations dropdown menu. Then, choose the location the items will be transferred to from the next dropdown menu. If the transfer already took place, enter a past Adjustment Date.
First find the wines involved in the transfer. In the Adjustment box, enter the quantity that is being transferred. You can use the UOM toggle to base your numbers by bottle count or by case count.
When done, click Save.
Transfer Request
If you want to ensure that transfers are officially accounted for, you can generate an inventory transfer request. This will ensure the inventory numbers will not be adjusted until the receiving location has marked the items as received.
First choose Inventory Transfer Request from the Operation dropdown menu and choose the Transfer to Location. Then find the wines involved in the transfer. In the Adjustment box, enter the quantity that is being transferred. You can use the UOM toggle to base your numbers by bottle count or by case count. When done, click Save.
Processing a Transfer Request
The transfer request will open in a new window. If you want to add additional items, you can do so here. When all items are in the order, click on Generate PO.
On the next page double check the ship to location and included items. If you need to back date the transfer, choose a past Order Date.
Hit the Complete button when
finished. The transfer request will now appear in the Task Center so that management can acknowledge when the items are received.
Task Center
The Task Center is where management can create transfer requests and acknowledge that transfers have been received in part or in full.
Pending tasks are white, completed tasks are completed.
Physical Inventory Tab
If your winery is using the Physical Inventory tool on the point of sale, you can approve the new numbers here. Go to the Physical Inventory tab to compare the most recent count to what was listed in OrderPort.
If a tasting room count is off from the current inventory number, there will be a correction. This is the number of units that need to be added or removed from the Inventory module to make the numbers match the physical count. When you are ready to make the corrections, scroll to the bottom of the screen. Enter your PIN and click Save. The module will now reflect the latest numbers.
Inventory Module
• For further information, contact the OrderPort Support team by phone at 206-464-1151 or by email at helpdesk@orderport.net