Article Contents

Introduction

In some multi venue setups, one venue acts as a central supplier/distributor for all other venues.

This central supplier may be a stockroom/warehouse, or a kitchen / bakery where food items are prepared.

Venues place order requests, and the central supplier either accepts them and begins preparation, or rejects / declines them.

Accepted orders are prepared and the stock is transferred from the supplier to the requesting venue when ready.

Learn more about different venue setups:

The “Venue Transfers” feature allows you to perform and track these movements in WISK.

Venue Transfers are broken down into the following steps:

  1. Requesting venue creates and sends transfer request / order to the central distributor

  2. Central distributor receives the request and accepts or rejects it

  3. Central distributor views all active transfer requests and begins preparation

  4. Accepted orders are prepared, either from existing stock, ordering product or making items on-site

  5. Prepared orders are sent to the requesting venue and they must process a draft invoice to add items to their inventory

Initial Setup

Before you can use Venue Transfers, your venue(s) needs to be configured for it.

Based on your requirements when speaking with WISK, this will most likely be done during your initial account setup.

There are 2 components:

  1. Any venues where stock is transferred between them need to be designated as partner venues

  2. They should have a shared item list between venues

Learn more here:

Create & Send Transfer Request

As we go through the process from end to end, we’ll be using two venues:

  • Central Supplier - “Test Distributor Venue

  • Requesting Venue - “Test Cafe Venue

Test Cafe Venue gets all of its baked goods from Test Distributor Venue, and needs more stock after completing an inventory count. To start the process, you’ll need to generate a purchase order from Test Cafe Venue’s account.

Generating a Purchase Order

When generating your purchase order, you’ll need to select the supplier venue as the distributor. Since it’s a partner venue, it will appear as “Linked with (Venue Name)”. To learn more about generating purchase orders, please see:

Sending the Transfer Request / Purchase Order

You can send the transfer request / purchase order to the distributor venue, using the WISK Web Portal or mobile app.

Note: You can also send the purchase order at the time it is generated, which is outlined in the articles above.

WISK Web Portal

  1. On the “Purchase Orders” page, click the “Details” button beside the order

    An arrow points to the
  2. If needed, you can make any changes to the quantity requested by clicking in the “Quantity” column beside an item

  3. Click the “Actions” menu

    An arrow points to the
  4. Click “Email / SMS order to distributor”

    An arrow points to the
  5. The purchase order is sent to the distributor and the “Email sent status” changes to sent

    The

Mobile App

  1. Tap “Orders” on the bottom menu bar, then “Orders History”

  2. Tap a purchase order with the message status “Not Sent”

    An arrow points to an order that hasn't been sent.
  3. You can make any changes to the quantity requested by tapping the - or + icons When ready to send, tap the “...” icon

    An arrow points to the
  4. Tap “Email / SMS order to distributor”

    The
  5. Tap “Send email / SMS”

    An arrow points to the
  6. The purchase order is sent to the distributor venue and is marked as sent

    The status of the purchase orders changes to

Distributor Approves or Rejects the Transfer Request

After you have sent off the purchase order, it appears in the distributor’s WISK account. At that stage, they can either approve, modify, or reject the order in the WISK Web Portal or mobile app.

WISK Web Portal

  1. Click “Multivenue” then “Venue Transfers” on the left-hand toolbar

    An arrow points to the
  2. On this page, you’ll see all of the orders that have been requested from other venues / locations. Orders with the status “Requested” require your attention. Click the “Details” button beside an order.

    An arrow points to the
  3. In the order, you’ll see all of the items requested, and the amount

    The order is opened and displays all of the requested items.
  4. If you need to change the quantity of an item, click into the “Line measurement” column and enter the new amount. You can also remove an item by clicking the blue arrow on the far left.

    The cursor is placed over an item and an arrow points to the

    Note: You can change the quantity at any point prior to sending the order back to the requester. If something happens during preparation and you need to modify the quantity, you can.

  5. After reviewing the order, click “Actions” to either accept or reject it

Accept Order

When you accept the order, the status changes to “In preparation”, and will appear under “Active Transfer Requests” on the WISK Web Portal.

The status of the accepted order now displays as

Reject Order

When you reject the order, a confirmation window appears to enter the reason why the order couldn’t be fulfilled. Click “OK” after entering the reason.

A reason has been entered in the

The status of the order changes to “Rejected”.

The status for the transfer request has changed to

Mobile App

  1. From the “More” menu, tap “Multivenue”

    An arrow points to
  2. Tap “Venue Transfers”

    An arrow points to the
  3. On the “Venue Transfers” page, you’ll see all of the orders that have been requested from other venues / locations. Orders with the status “Requested” require your attention. Tap an order.

    An arrow points to a order with the status of
  4. In the order, you’ll see all of the items requested, and the amount. If you need to change an amount, use the - or + buttons. If you need to remove an item, swipe it to the left and tap delete.

    All of the items in the order display, and the amounts can be modified if needed.

    Note: You can change the quantity at any point prior to sending the order back to the requester. If something happens during preparation and you need to modify the quantity, you can.

  5. After reviewing the order request, tap “Accept” to prepare the order, or “Reject” if it can’t be fulfilled

    The

Accept Order

After tapping “Accept”, tap “Accept Request” on the confirmation pop-up.

An arrow points to the

The status of the order changes to “In Preparation”, and the requesting venue receives an email notification.

The status changes to

Reject Order

After tapping “Reject”, enter a reason why and tap “Reject” on the confirmation pop-up.

An arrow points to the

The status of the order changes to “Rejected” and the requesting venue receives an email notification.

Venue Transfer Status Email Notifications

Accepted Order Email Notification

When an order is accepted, the requesting venue receives an email notification saying that their order is being prepared:

An example of the email that the requester receives when the order is accepted.

Rejected Order Email Notification

When an order is rejected, the requesting venue receives an email notification and includes the reason why it couldn’t be fulfilled (if provided).

An example of the email the requester receives when the order is rejected.

Active Transfer Requests

As orders come in and are accepted, they need to be prepared. To view all active transfer requests on the WISK Web Portal:

  1. Click “View active transfer requests” on the top right of the page

    An arrow points to the
  2. Active transfer requests are grouped by venue by default. It displays the requesting venue, the request #, the item, and the quantity

    It displays are order/transfer requests that are in the
  3. You can use the preset views to change how the items are grouped, including by item, or by request #. You can also create your own views

    A gif showing how you can change the views to display the items needed.

    In the example below, the “By item” view has been toggled on, and it shows the total amount required per item across all requests.

    The

For more information on creating your own views, see:

Note: Active transfer requests can only be viewed on the WISK Web Portal at this time

Transfer Prepared and Ready to Send

After the transfer/order has been prepared, you can send it to the requester via the WISK Web Portal or mobile app.

WISK Web Portal

  1. Click the “Details” button beside the request on the “Venue Transfers” page

    An arrow points to the
  2. Verify that you are sending the requested quantity for each item. If you aren’t able to provide the full amount click into the “Line measurement” column and enter the new value. You can also remove an item by clicking the blue arrow on the far left

    An arrow points to the
  3. Click “Send items” when ready

    An arrow points to the
  4. The status of the request changes to “Sent”

    The status displays as
  5. The venue that requested the order receives an email notification saying that their order has been sent, and a draft invoice appears in their account

Mobile App

  1. On the “Venue Transfers” page, tap an order with the “In Preparation” status

    An arrow points to a venue transfer with the
  2. Verify that you are sending the requested quantity for each item. If you need to change an amount, use the - or + buttons. If you need to remove an item, swipe it to the left and tap delete. When ready, tap “Send Items”

    An arrow points to the
  3. Tap “Send Items” on the confirmation prompt

    An arrow points to
  4. The status of the request changes to “Sent”

    The status of the order changes to
  5. The venue that requested the order receives an email notification saying that their order has been sent, and a draft invoice appears in their account

Order Sent Email Notification

An example email that the request receives when the order has been sent to them.

Converting the Draft Invoice

With the transfer request fulfilled, the last step is to convert the draft invoice when the items arrive at the requesting venue.

Note: This step is only available on the WISK Web Portal

To convert the draft invoice:

  1. In the requesting venue’s account, click “Orders” > “Draft Invoices”. The number beside draft invoices indicates how many need to be reviewed and converted

    The
  2. Click the “Details” column beside the draft invoice

    An arrow points to the
  3. Review the draft invoice, and address any items that require attention, then click “Convert to invoice”

    An arrow points to the

    Note: The draft invoice gives you an opportunity to review what is going into the venue before the stock is updated. In most cases, both venues involved in the transfer will have a shared item list, so no items will require attention. If the venues don’t have a shared item list, please see the article below on processing draft invoices:

  4. Click “OK” on the confirmation window

    An arrow points to the
  5. The order has been received and the stock is added to the venue. If you return to the “Purchase Orders” page, the status displays as “Received”

    The order status now changes to

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