After completing an inventory count, it’s the ideal time to place an order to your distributors.
To generate an order in the WISK Web Portal:
- Click “Orders”
- Click “Prepare Orders”.
On the Cart Builder screen, you’ll see all of the distributors for your venue, and the items you have assigned to them. For each distributor, the items are sorted by family and category, and you can use the search bar, to quickly find products.
Note: If you haven't already created your distributors and assigned them to your items, you'll need to do that before generating an order. You can click Actions then Manage Distributors, to add them, or learn more here.
If you'd like to see the Cart Builder in action, you can take a tour of the Cart Builder page here. (You must be logged in to web.wisk.ai to access the tour)
For each item, you’ll see:
- Current stock (from your latest inventory count)
- WISK Par (which is generated based on your consumption data)
- Your Par
- Case size
- Order format (whether it is individual units or cases) and more
You can customize this page by toggling columns on or off by clicking on “Columns” and clicking the checkboxes. You can also rearrange the columns by dragging and dropping.
You can add items to your cart by typing an amount in the "Quantity to Order" column for each item. You’ll see an animation showing the item has been added to your cart.
Ordering New Items
If you need to order an item that is not in your venue list, click the “Add item to…” button beside a distributor and fill in the item details.
Note: For Canadian clients that order from the SAQ or LCBO, you'll see an option to search their product list to add new items.
When adding items to your cart, make sure the order format is correct for each item. You can add items to order as individual units or cases.
Your distributor may only sell certain items as cases, so make sure the order format is set that way. The current order format displays to the left of the “Quantity to order” column. You can change the format by clicking the “Order format” column.
Adding an Item Using Par Levels
While you can add items manually, you can also make use of par levels to speed up the process.
Beside the quantity to order, if you have populated your par levels, you’ll see a recommended amount to order in the “Based on your par” column. This number is individual units, and is based on your current stock, and what you need to get your stock equal to or above the par level.
In the example below, there are 4.1 units of Grey Goose, and the par level is 6 units. It recommends that you should order 2 units.
If you click the “shopping cart” icon, it'll add the recommended amount to your cart. If your order format is in cases, it converts it to the correct amount of cases to meet or exceed the par.
Pre-fill Using Par Level
To speed up your ordering, there is a pre-fill button beside each distributor that can create your order in just one click. This automatically adds items to the cart of a distributor, based on your par levels.
You can choose to pre-fill your order based on the par levels that you have set or the recommended WISK Pars. The WISK Par value is based on your last 6 weeks of consumption data.
Your par - Stock - Takes the value in the “Stock” column and adds to the cart what is needed to match your set par.
Your par - Real Time Stock - Takes the value in the “Real Time Stock” column and adds to the cart what is needed to match your set par. This is helpful if you’re generating an order and haven’t taken an inventory recently.
WISK par - Stock - Takes the value in the “Stock” column and adds to the cart what is needed to match your WISK par.
WISK par - Real TIme Stock - Takes the value in the “Real Time Stock” column and adds to the cart what is needed to match your WISK par. This is helpful if you’re generating an order and haven’t taken an inventory recently.
Note: The “Real Time Stock” is based on your sales since your last completed inventory and your POS Item mapping. It doesn’t account for any over pouring, spillage, or theft. Make sure your mapping is up-to-date before using the Real Time Stock pre-fill options.
After selecting a pre-fill option, a message displays saying it will replace the current quantity to order for each item with the amount based on the par. Click “OK”
You’ll then see the amounts populate in the “Quantity” to order column for that distributor, and that the items have been added to your shopping cart.
Note: If you don’t want to add everything, for example, you get beer and wine from the same distributor, but only want to order wine, you can filter the items that display. Only the filtered items will populate if you click the pre-fill button.
Once you have finished adding items to each distributor cart, click on “Your Cart”.
On the "Your Cart" page, you'll have the opportunity to review and make changes before generating the purchase order.
If you'd like to see the "Your Cart" page in action, you can take a tour here. (You must be logged in to web.wisk.ai to access the tour)
For each distributor, you’ll see the amount you’re ordering, and a total dollar value based on the cost/unit you’ve added for each item. Consider this number an estimate, as prices can fluctuate over time.
If there are any pricing changes, you’ll update the cost when adding the invoice after the order comes in.
Updating Items in Your Cart
You can update the amount to order or remove items by clicking on the quantity to order field or the X beside it.
For example, this Heineken, the current stock count is 45, and the par is 72. To match or get above the par, it added two cases. You can adjust it to order just 1 case.
If you need to add additional items, you can return to the “Cart Builder” page.
Generating the Purchase Order
When everything is ready, put your cursor over the distributor's name. You'll see a "Generate order" button appear. Click “Generate order”.
Note: You’ll need to generate orders for each distributor separately.
A pop-up appears saying that the purchase order is being generated. Click OK.
With the order generated, you have the following options:
- View order - You can still make revisions to the order before placing it
- Email order - You can add recipients and notes to the order which is then emailed and texted to the distributor contact
- Download Spreadsheet - If you wish to place your order outside of WISK, via phone, in-store, etc, you can download a copy of the order.
No matter how you end up placing the order, it’s a good practice to generate it in WISK. You’ll be able to add your invoice from the purchase order when it arrives. You won’t have to add each item to the invoice manually, which saves a lot of time.
Learn about adding invoices from Purchase Orders here:
Sending an Email / SMS
To send the order to the distributor, click “Email Order”. Before it sends you’ll be able to edit the subject, add additional recipients, and include any notes.
If you’ve added your distributor contacts, the email and mobile / cell number fields populate automatically.
You can add more recipients by clicking into the Email and Mobile / Cell Number fields.
You can also include any notes or instructions for the distributor in the notes section.
Note: If you don’t want to send an SMS message, you can leave the Mobile/Cell numbers blank, or remove the number.
When ready, click “Send”
You’ll then receive a message saying that the email has been sent to the distributor.
You should also receive a copy of the email to your account. If you didn’t receive it, check your spam folder.
If it’s your first time emailing/texting that distributor through WISK, please follow up with them to make sure it was received.
Email / Text Tracking
To provide assurance that your order was received by the distributor, WISK tracks when an order email/text has been opened by the recipient.
To check this:
1. Click the details button beside a purchase order
2. Click "Timeline"
3. The timeline displays who the message was sent to, along with a timestamp.
4. As recipients open the message, the timeline updates to reflect this.
Example Email / SMS
Here are examples of what the order email and SMS message look like:
The SMS message includes a link to a webpage where the order can be viewed: