Orders

Understanding Order Types

Orders track commercial activity (sales and purchases). Inventory execution is handled through linked transfer records.

Sales Orders

1. Wholesale Orders

   • Sales to distributors
   • Typically larger volumes
   • Often require BOLs

2. Retail Orders

   • Self-Distribution: Direct sales to retailers, bars, or restaurants
   • Taproom: Sales to brewery-owned locations
   • Typically smaller volumes
   • May include deposits

Other Order Types

1. Buyback Orders
   • Purchase orders for beer bought back from distributors
   • Tracks returns and credits from commercial perspective
   • Typically linked to inbound transfer execution for inventory handling

Orders and transfers

• Orders define product, customer/supplier, and financial terms.
• Transfers define inventory movement, allocation by date code, and warehouse fulfillment state.
• In most sales workflows, orders and transfers are linked.

Creating Orders

Basic Order Creation

1. Select the order type from the top navigation
2. Click NEW ORDER
3. Fill in order details
4. Add line items
5. Save changes

Order Line Items

Beer Items

These are brewery-produced products:

• Beer Name
• Batch number
• Package format
• Price (auto-filled from Pricing Sets)
• Quantity
• Amount (auto-calculated)

Warehouse allocation to specific inventory item/date code is handled in Transfers.

Non-Beer Items

These items are not finished-beer inventory lines:

• Configured in Settings → Non-Beer Items
• Examples: deposits, discounts, merchandise
• Can be auto-added (deposits) or manually added

Managing Deposits

• Click ADD DEPOSITS to auto-calculate keg deposits
• System adds pallet deposit line with qty = 0
• Click REMOVE DEPOSITS to clear all deposit lines
• Deposit rules configured in Settings

File Attachments

Add files to orders in three ways:

1. Click "Add File" in top right corner
2. Drag files to "Add File" section
3. Drag files to Files column in orders table

See Files for supported formats and storage limits.

QuickBooks Integration

Prerequisites

1. Configure QuickBooks integration
2. Link contacts to QuickBooks customers/vendors
3. Connect pricing to QuickBooks items

Creating QuickBooks Invoices

1. Complete the order in brewer.ai
2. Click QuickBooks button
3. Select CREATE INVOICE or CREATE BILL
4. System will:
   • Create invoice/bill in QuickBooks
   • Download PDF copy
   • Attach to order record

Updating QuickBooks Documents

1. Edit order in brewer.ai
2. Click QuickBooks button
3. Click sync to update QuickBooks
4. Optionally download updated invoice

Sending Invoices

1. Click QuickBooks button
2. Select SEND INVOICE
3. Verify or update email address
4. Click Send

Importing from QuickBooks

1. Click QuickBooks button
2. Enter invoice/bill number
3. Click Lookup
4. Review mapped items
5. Select appropriate batches
6. Save changes

Note: Import success depends on naming consistency between systems.

Best Practices

• Create complete orders before QuickBooks sync
• Verify linked transfer fulfillment when inventory movement is required
• Add files immediately after creation
• Use consistent naming in both systems
• Review auto-calculated deposits