Question 1

Login and Authentication

Accepted Answer

Learn how to sign in to your Vintaflow account.

Logging In

Navigate to the Vintaflow login page
Enter your Email address
Enter your Password
Optionally tick Remember me to stay signed in
Click Login

Where you land depends on your user type. Internal users get the admin workspace; external users get their account or the partner portal.

Forgot Password

Click Forgot password? on the login page
Enter your email address
Check your inbox for a reset link
Follow the instructions to set a new password

| Reset emails can take a moment to arrive and may land in spam. There is a short cooldown between requests, so resending immediately will not help.

Account Statuses

If you cannot sign in, your account may not be Active:

| Status | What It Means | What To Do | |--------|---------------|------------| | Active | Normal access | - | | Inactive | The account is disabled | Ask your administrator to re-enable it | | Suspended | Access has been withdrawn | Contact your administrator | | Locked | Locked out, usually after repeated failed attempts | Reset your password, or ask your administrator to unlock it |

Sessions

For security, sessions expire after a period of inactivity. When yours expires you will be prompted to sign in again; your work is not lost, but unsaved form entries may be.

Troubleshooting

Can't log in?

Chec

Question 2

Review Orders

Accepted Answer

Learn how to review, approve, and decline pending orders in Vintaflow.

Accessing Order Review

Navigate to Orders from the sidebar
Click Review

How Review Is Organised

Review has two levels. First choose a direction, then a queue within it:

Inbound - orders you are receiving

| Queue | Contains | |-------|----------| | Recommended | System-generated reorder suggestions | | Open | Submitted orders awaiting a decision | | Unverified | Orders raised by a delegate, pending verification | | Draft | Your saved, unsubmitted orders | | Forecasted | Projected future orders based on the demand forecast |

Outbound - orders you are sending

| Queue | Contains | |-------|----------| | Open | Submitted orders awaiting a decision | | Unverified | Orders raised by a delegate, pending verification | | Forecasted | Projected future orders |

|| Unverified appears only if the account has a delegate. Forecasted requires inventory read access on a self-managed account. If you do not see a queue, that is why.

Viewing the Order List

The list shows order ID and P.O./S.O. numbers, placed date and creator, seller and buyer, order quantity and item count, warehouse details, and delivery dates.

Reviewing an Order

Click an order row to open it
Review the Order Summary - buyer and seller, warehouses, and dates
Review Order Items - products, quantities, and current inventory levels
Check Attachments a

Question 3

Dashboard Overview

Accepted Answer

The Dashboard gives you a snapshot of your account's key metrics and alerts.

Dashboard Tiles

Summary tiles across the top show:

Orders Awaiting Approval (Outbound) - orders pending your review
Orders Delayed (Outbound) - outbound orders past their expected delivery
Orders Delayed (Inbound) - inbound orders past their expected delivery
Delivery Issues (Outbound) - orders with delivery problems

Click any tile to jump to a filtered order list.

|| Producers see Production Delayed in place of the inbound tile, since stock arrives from the production line rather than from a supplier.

Filtering Dashboard Data

Click the Filter icon to toggle the filter controls
Select a Month
Choose Products
Select a Warehouse

Orders Chart

A horizontal bar chart of order counts by status. See Track Orders for what each status means.

Demand Trends

The Demand Trends chart shows outbound order patterns over time, which helps you spot seasonality and plan inventory around it.

Alerts Panels

Down the right-hand side:

Order Alerts

Recent orders needing attention. The Orders Awaiting Approval panel lists order ID, receiving warehouse, order items, and order quantity, and lets you Approve or Decline directly from the row without opening the order.

Inventory Alerts

Stock warnings and reorder notifications - critical level, low stock, overs

Question 4

Supply Chain Management

Accepted Answer

Learn how to view, build, and permission your supply chain network in Vintaflow.

Accessing Supply Chain

Navigate to Supply Chain from an account's sub-section
View your network connections

Views

Graph View

A visual map of the network. Nodes are accounts and warehouses, and the lines between them are connections. Direction indicates upstream and downstream flow. Click any node to open its details.

Table View

The same network as a list, showing each connected account, its warehouses, the relationship type, lead times, and status.

Relationship Directions

Upstream - suppliers who send products to you
Downstream - buyers who receive products from you

Use the toggle to filter the view to one direction.

Connection Types

| Type | What It Does | |------|--------------| | Standard Connection | Connects two accounts through warehouse-level nodes, with configurable lead times | | Delegate Connection | Assigns a delegate account to manage supply chain operations on behalf of a self-managed account |

Adding a Supply Chain Node

Click Add Supply Chain Node
Choose the Connection Type
Use Find Accounts to locate the account you want to connect to. Tick Include Alias Nodes to also search alias records
Select the Upstream Node and Downstream Node - the warehouses on each side of the link
Set the lead times, in weeks:

| Lead Time | Covers | |-----------|--------| | Origin Haulage LT | Ge

Question 5

Track Orders

Accepted Answer

Learn how to track and manage ongoing orders in Vintaflow.

Accessing Order Tracking

Navigate to Orders from the sidebar
Click Tracking to see active orders

Order Tracking Tabs

Inbound - Orders you are receiving
Outbound - Orders you are sending

Order Statuses

Orders move through these statuses:

| Status | Meaning | |--------|---------| | Draft | Saved but not yet submitted | | Recommended | System-generated suggestion, not yet acted on | | Open | Submitted and awaiting a decision | | Approved | Accepted by the receiving party | | Declined | Rejected by the receiving party | | Denied | Rejected at the approval stage | | Allocated | Stock has been reserved against the order | | In Transit | On its way | | On Hold | Temporarily paused | | Delivered | Arrived at destination | | Received | Confirmed and accepted by the receiver | | OS&D | Over, short, or damaged on arrival - see Report OS&D on Delivery | | Cancelled | Cancelled before completion | | Expired | Passed its validity window without progressing |

|| Delayed is not a status. An order is flagged as delayed when it passes its expected delivery date while still open, whatever its current status. Use the composite filters below to find delayed orders.

Viewing Order Details

Click any order to see:

Complete order summary
Logistics a

Question 6

Accounts Management

Accepted Answer

Learn how to view, create, and manage accounts in Vintaflow.

Viewing Accounts

Navigate to Accounts from the sidebar
Browse the list showing name, email, manager, type, and status
Click any account name to open it

Account Types

Accounts are categorised by type - producer, distributor, retailer, agent, or whatever your organisation has defined.

|| Account types are configurable, not fixed. Your list is managed in Data Master - see Account Types.

Self-Managed vs Ghost Accounts

| | Self-Managed | Ghost | |---|---|---| | Has its own login | Yes | No | | Goes through the usual authorization flow | Yes | No | | Managed by | Itself | A parent account |

Self-managed accounts are marked with a green dot in the list. The choice is made when the account is created, under Authorization - see Account Settings.

Searching and Filtering

Use the Search bar to find accounts by name or email
Click Filters for advanced options:

Sort by column
Filter by account type
Filter by date range
Filter by status

Click Apply, or Reset to clear

Account Actions

From the accounts list:

| Action | Icon | Description | |--------|------|-------------| | Ghost Login | Arrow | View the application as this account | | Edit | Pencil | Modify account details and settings | | Delete | Trash | Remove

Frequently Read Articles

Browse All Categories