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Drinks POS Help

A written article is in the works, in the meantime, please review the following video for a guide on how to create Purchase Orders in Drinks POS:

The first step to place an order using Drinks POS is to create a Purchase order. To do this, go to the main menu on the upper left corner of the screen and select "Purchase Orders" from the dropdown menu.

Once in the Purchase Orders module, click on "Create New" and the following popup window will appear.

: Select a name that will make sense to you. Some users use the vendor + date of order. You can also use the "Generate" button for our system to create a date and time based name.


This filters will determine what items are presented to your for ordering. 

: Toggling this on allows our AI to give you suggestions on what to order based on your sales history (we will dive deeper later in the article)

Once you have decided your settings, you can click "Create."

Once your PO has been created, you will see a table with a list of items based on your selections. You can, however, further customize this view by clicking on "Settings" which will open a pop up window.

 This is optional. If you have more than one store, you may want to look at them all at the same time when placing an order. You may use the dropdown menu to check the ones you want to include, and you may remove stores by unchecking them or simply x-ing them out.


 You can add or remove columns as you prefer. Use the dropdown menu to check the ones you want to include, and remove columns by unchecking them or simply x-ing them out.

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You can change the columns configuration by dragging them to a different position on the table. Simply hover over the title until you see a pointy hand, then click and hold until the hand closes, then drag your column to the desired position.


 This option allows you to quickly sort your rows by store, item, or weeks first. 


Review Range, Vendors, Department, Tags: 

These are some of the same options available when creating your PO. They appear here again in case you would like to modify them in any way.


This refers to whether you would like the PO to show the ordering options in net bottles or cases. Use the dropdown menu to choose.


You can toggle this on if you would like to only see items that are currently offered at a discount price.


This option appears again so that you may use it whenever you are ready (more on it towards the end)

For the sake of this example, we are choosing "Last 30 Days" as our range, this means we will see only items that were sold in the las month.

As mentioned above, you can add and remove as many columns as you need, as well as drag them to visually match what you have in mind. In this case, I have removed a lot of the columns and dragged them to different positions to end up with only Store, Name, Size, Last 30, On Hand, Bottles, Cases, Weeks, On Order, On Transfer, Pending Transfer, Last Purchased Date, and Vendor.

Please note that your table may look very different from the one in this example, based on how you customize it using the settings popup menu

: This field shows the name of the store for which you are ordering. This is especially important if you are managing multiple stores. 


: This is the product you may be ordering for your store

Size: This is the size of the product you are ordering


: This indicates how many units of the product you sold in the last 30 days (this would change if you chose 14 days, 7 days, etc)


: Indicates the number of units you currently have in stock


: This column is where you will enter the number of bottles (units) you would like to order for this period


: This column is where you will enter the number of cases (if any) you would like to order for this period 


: This field tells you how many weeks you have stock for, based on your current selections. The field changes when you enter units under Bottles or cases.


: This is where you can see if you already have an order for this product on the way


: This indicates whether you have already started a transfer of this product (from another store you manage) 


: This indicates if you have a transfer of this product pending 


: This column shows you the last time you bought this item


: This indicates the preferred Vendor for the item selected

We recommend sorting the table by the "weeks" column. This will allow you to know exactly which products need the most ordering. 

For instance, on the table below, you can see that "Brooklyn Brewery Black Chocolate Stout" sold 7 units in the past 30 days. You have "0" on hand, and this means you have stock for zero weeks:

Let's say you decide you would like to have enough for the next 30 days, then based on last month's sales, you would order 7 bottles:

As you can see, the row turned green, indicating you are ordering that product. also, the weeks column now shows that you have enough stock for 4.67 weeks (30 days).

As you go down the list, your table will look greener and greener.

Not al items will have a preferred vendor. If this is the case, the "Vendor" column will be empty for that product. Because you need a vendor to be able to order, our system will give you one or more vendor suggestions at the bottom of the page.

For instance, Fonseca Jose De Sousa 2017 does not seem to have a preferred vendor, so a suggestion row appears:

You can click on the "Set Preferred" button on the suggestion row,

or simply choose a vendor from the dropdown menu on the vendor field of the product row.

Purchase Orders How-To Guide

This article will help you create a new item while receiving an invoice.

On your invoice, click on the search bar. Then, click on "Create new item"



Fill out all required fields and any optional fields. Click "Submit" when done. 

Make sure you attach a barcode before submitting.


Review the values at the bottom, and hit the save button to add the newly created item to your invoice

Creating a New Item While Receiving an Invoice

To create an invoice, head over to the top left menu then Invoices. Afterwards, click "Create Invoice".

Select your vendor. If you need to create your vendor, please follow 

We recommend you enter the invoice number on the invoice. This way, if someone tries to create an invoice with the same exact number, it will fail with a warning saying someone already created/received this.

If you are coming from a finalized purchase order and want to receive it, select the purchase order from the list. If you do not see it, you likely need to go to the purchase order and click "Mark Final" on it or someone already received it. After linking the purchase order and creating the invoice, you will see all the items added ready to receive.

Please watch the video on to receive an invoice. If you are coming from a purchase order, please watch from 60 seconds onwards.

Receiving Invoices

FinTech is an automated method for ACH payments to distributors and receiving digital copies of ammended invoices into the system directly.

One important consideration when using FinTech is the time it takes distributors to send invoices varies per distributor. Below is a list of Connecticut distributors and the average number of business days they take to be received into the system.

The numbers below are shown as business days, not calendar days. Depending on when your deliveries arrive, that could mean you'll receive invoices in the system on the following week. 

FinTech Integration

Paperless is a beta product Transformity is currently testing with a select set of users.

You can upload invoice PDFs directly to Transformity. Once uploaded, they’ll be automatically added to your account and saved in an “unopened” state. This means they won’t be submitted right away—you’ll have a chance to review and make any necessary changes before submission.  This feature is currently in beta.

Make sure you're on the latest version of the mobile app. Clear the app from your recently opened app then open it again to get the latest version.

Click on "Add Document" and choose one of the options

Choose the vendor for the invoice, then click "Upload Invoice"

Once uploaded, a Transformity-generated invoice will appear with 0 items to start. After a few minutes, items should populate into the invoice. You can then review the created items against the scanned document.

Transformity also stores the scan for future reference. To view it, open the invoice and click the image icon in the top header. This is useful for comparing against the invoice in the system and for looking back at the original document if needed.

After the AI has filled out the invoice, you can link the invoice to a specific purchase order:

Select your desired purchase order to link to in the dropdown

Select whether you want to import items from the purchase order to the invoice

Only purchase orders with the specified vendor in the "In Progress" or "Submitted" state are available to link to. You cannot link to a "Completed" purchase order.

Once an invoice is linked to a purchase order, it cannot be unlinked.

Only items on the purchase order that are "Finalized" can be imported to the invoice. If a purchase order is "In Progress," no items will be imported.

When the last invoice is received for a purchase order, the purchase order will automatically be moved to "Completed."

You should wait until after the invoice is filled out by the AI to link it. Otherwise, you may see duplicate items if you import items from the purchase order before the AI is complete.

Quality matters—make sure invoices are:

Clear – text and numbers are easy to read. 

Straight – edges and lines are aligned.

In order – pages are in the correct sequence.

AI processing may cause slight differences between the uploaded PDF and what appears in the system.

Items are loaded in the order they appear on the invoice.

It’s easiest to check for discrepancies by comparing totals.

Fees in the system are calculated from stored environmental fee/bottle deposit rates—not directly from the invoice. If fees differ, the item multipliers may need adjustment.

In some cases, it can take up to 15 minutes.

If your uploaded invoice doesn’t appear after 15 minutes, contact support for help.

While your mobile camera is great, the best quality scans occur with a document scanner: 

Purchase Orders & Invoices

Purchase Orders How-To Guide

Creating a New Item While Receiving an Invoice

Receiving Invoices

FinTech Integration

[Beta] Paperless: Automatically Loading Invoices