Vend is a cloud-based point of sales system that’s ideal for retail wine sales.in your tasting room or cellar door.

You can automatically sync your daily sales totals from Vend to vintrace. Completed wine product sales in Vend generate sales orders in vintrace and calculate any WET or excise liability. Once the sales orders are approved, your inventory stock levels in vintrace will be automatically reduced.

To integrate Vend with vintrace, you’ll need to complete the following steps:

1. Generate the Vend API key.
2. Create a system user.
3. Configure point of sales for the winery.
4. If you’ve integrated with Xero, configure the decimal precision.
5. Sync stock items with Vend.

After you've integrated and synced with Vend, you'll be able to view sales orders generated from Vend. 

Generating a Vend API Key

Only users with Admin privileges will be able to generate an API key in Vend.

To generate a Vend API key:

1. From Vend, select Setup > Personal Tokens.
2. Click Generate Personal Token.
3. Enter a name for the token, then click Save.
4. Copy the generated token. You’ll need this token when you configure the point of sales in vintrace.

Creating a System User

In order to integrate Vend with vintrace, you’ll need to ensure that you have another vintrace user license. If you’ve reached your user license limit, contact vintrace Support.

Create a system user by following the steps detailed in our Managing System Users article with the following details:

1. Be sure to specify an email address for the user so that they can receive notifications about the Vend sync.
2. Assign the system user the Operator role.
3. Assign the system user the following permissions:

• Can manage sales orders
• Can submit inventory actions
• Submit operations

4. If you’re running multi winery mode, you’ll also need to assign the user the Can Switch Between Winery Facilities permission, and specify their default winery.

Configuring Point of Sales in vintrace

To configure point of sales in vintrace:

1. Click Set Up in the sidebar.
2. Click Locations.
3. From the Winery tile, click Configure.
4. Select the winery that you want to link to Vend.
5. Click Point of Sale Setup.

6. Specify the following in the Configure Point of Sales window:

• POS Vendor — Select VEND.
• Store Name — Enter the store’s name.
• API Key — Enter or paste the token that you generated in Vend.

7. Click Test Connectivity.
8. Click Save.
9. When the Vend authentication is confirmed, enter the remaining information:

• Outlet — This value is required. The Vend store outlet you want to connect to the winery.
• Staff Customer Group — This value is required. The customer group to use for staff sales orders.
• Retail Price List — This value is required. The price list that sales orders that are synced to Vend will use.

The selected price list must have its Tax Policy set to Tax Inclusive.

• Sales Region — The sales region to use for sales orders that are generated from Vend sales.
• Preferred Sales Order State — This value is required. The state used for sales orders that are generated from Vend sales. If you select a status other than Approved, someone will need to manually approve the sales orders in vintrace before stock levels and sales data can be finalized.
• Sync Start Date — This value is required. The first date to sync from Vend to vintrace.
• Default Storage Area — When there’s a Vend return, the location to which stock will be returned.
• Run As — This value is required. The ID of the system user that you created for syncing Vend with vintrace.

10. Click Save.

Configuring the Decimal Precision

If you’re using Vend and Xero, we recommend using 4 decimal places for the decimal precision.

Syncing Stock Items with Vend

For details on syncing a stock item to Vend using the import utility, refer to our Syncing Stock Items with Vend Using the Data Importer article.

To sync your stock items with Vend:

1. Click Set Up in the sidebar.
2. Click Wine Items.
3. From the Single x1 Items tile, click Configure.
4. Select the stock item.
5. Make the the following changes to the stock item:

• SKU — Enter the Vend SKU number for the product.
• Revenue Account — Select the account that will link your Vend sales to your vintrace sales orders.
• Sync to Vend — Select the Sync to Vend checkbox.

6. Click Save.

If multiple products in Vend have the same SKU, you’ll need to select the product that you want to link to the stock item.

After you’ve synced the stock item to Vend, the View in Vend link displays beside the SKU. Click this link to view the product in Vend.

Viewing Sales Orders Generated from Vend

vintrace sales orders that are generated from Vend are automatically created at 4:00AM daily. These sales orders are grouped together by day, customer, and winery. Customers that are not recorded are grouped into the Walkin customer.