--- title: Placing Orders using SmartOrders description: Follow these steps to ensure your order is placed accurately and on-time --- [Skip to content](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#main-content) English Show submenu for translations ![](https://support.beerboard.com/hs-fs/hubfs/BeerBoard%20Logo-2.png?width=200&height=150&name=BeerBoard%20Logo-2.png) Open main navigation Close main navigation - English Show submenu for translations - [Contact us](https://share.hsforms.com/1b6jKgzmvTI-oms75xoTasw3vlv9) [Contact us](https://share.hsforms.com/1b6jKgzmvTI-oms75xoTasw3vlv9) How can we help you? - There are no suggestions because the search field is empty. 1. [BeerBoard Knowledge Base](https://support.beerboard.com/knowledge?hsLang=en) 2. [Bars and Restaurants](https://support.beerboard.com/knowledge/bars-and-restaurants?hsLang=en) 3. [SmartOrders](https://support.beerboard.com/knowledge/bars-and-restaurants?hsLang=en#smartorders) # Placing Orders using SmartOrders ## Follow these steps to ensure your order is placed accurately and on-time Jump To: - [Build Your Order](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#BuildYourOrder) - [Feb 2025 Update - Ordering By Filter](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#OrderByFilter) - [Ordering Liquor and Wine](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#liquorwine) - [Confirm and Place Order](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#confirmorder) - [Send Orders To Self or Distributor(note)](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#POoptions) - [Notifications](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#Notifications) Videos: - [Ordering Liquor & Wine](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#OrderLiquorWineVideo) - [How To Place A Order](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#howtoplaceordervideo)   - [Log into SmartBar, then click the truck icon in the left-hand toolbar.](https://support.beerboard.com/knowledge/how-to-access-smartorders?hsLang=en) - Orders can be placed within the **Orders To Approve** widget ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(405)-png-1.png) **Double-check the [distributors contact information](https://support.beerboard.com/knowledge/manage-distributors?hsLang=en) is accurate before placing an order. It is recommended to check your distributors contact info at least once a month or as distributor reps contact information changes, and update as soon as possible to ensure Placed Orders are sent to the appropriate parties.** --- ### **Build Your Order** IMPORTANT NOTE on [PRODUCT VISIBILITY](https://support.beerboard.com/knowledge/why-does-product-management-not-show-any-products?hsLang=en):   **DRAFT INVENTORY**: To make **draft products** searchable and available to order in **Orders to Approve**, the products must first be assigned to **Current**, **Upcoming**, or **On Deck** list. Once the product(s) is added to Current, Upcoming, or On Deck, the product(s) will then become searchable and available to order in Orders to Approve. **PACKAGE, LIQUOR, and WINE INVENTORY**: Uncheck "**Show Active Products**" checkbox in Orders to Approve section, next to the Add Item button. When checkbox is deselected (see screenshot below), any inactive product will become searchable. ![Screenshot 2026-07-20 103553](https://support.beerboard.com/hs-fs/hubfs/Screenshot%202026-07-20%20103553.png?width=437&height=278&name=Screenshot%202026-07-20%20103553.png) - Default view in **Orders To Approve** is all available products - All *bottle beer, liquor and wine* products are populated from your [Inventory](https://support.beerboard.com/knowledge/inventory-management?hsLang=en)  - All *draft beer* products are populated from C**urrent Draft List, Upcoming Draft List, and On Deck** in SmartBar - On Deck button can be found in the Product Management section in SmartBar (see screenshot below) ![Screenshot 2026-07-16 110732](https://support.beerboard.com/hs-fs/hubfs/Screenshot%202026-07-16%20110732.png?width=548&height=417&name=Screenshot%202026-07-16%20110732.png) - Filter distributor by clicking the *Select Distributor* drop down - Select the appropriate distributor from the drop down list to filter products available for the specified distributor ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(407)-png.png) Orders can be placed for multiple distributors at the same time, without submitting separate orders for each distributor. Orders placed with multiple distributors in the same purchase order will be routed to the appropriate distributors once the order is placed in SmartOrders. - Filter products by clicking the *Select Product Type* dropdown - Select the product type to filter - Draft Beer - Bottle Beer - [Liquor](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#liquorwine) - [Wine](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#liquorwine) ### Feb 2025 Update:  > **Using Filters To Place Orders** > > When placing orders in SmartOrders, customers can now use the Distributor, Product Type, and/or Shelf filter to place their orders, strictly to the products that correlate to the filter. > > ie. If a distributor is selected, apart from only products assigned to them being seen, when place order is clicked, only those products will be part of the order. The same applies to Product Type and Shelf. > > It is recommended to go by distributor for isolated ordering unless the user needs to drill down further with product type and/or by Shelf.   ***![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(408)-png.png)*** - Select the shelf **(only applies if shelves have been set up)** ![](https://support.beerboard.com/hubfs/image-png-Sep-28-2023-04-19-38-5760-PM.png) ***A shelf does NOT have to be selected when looking at orders to approve. Only if you want to filter based on the products that are placed on those shelves*** - Adjust quantities to be ordered by using the (+) or (-) buttons. ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(409)-png.png) SmartOrders will automatically calculate [recommended quantitie](https://support.beerboard.com/knowledge/recommended-quantity?hsLang=en)s based on a historical pour volume, SmartPar, and orders placed. Orders with recommended quantities will always be shown at the top of the list. Recommended quantities can be adjusted as needed using the (+) or (-) buttons.   --- ### Ordering Liquor and Wine When placing an order for Liquor or Wine products, there is a dropdown that allows you to select **ordering by Bottle or by Case**.  This dropdown does not apply when ordering draft kegs or packaged beer - Use the [filter to select Liquor or Wine](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#productypefilter), or use the search bar to find specific items - Use the dropdown under the quantity to order to select Bottle or Case![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(952)-png.png)![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(953)-png.png) - Click Place Order ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(952)-png-1.png) - The [confirmation page will appear and allows you to make any necessary changes](https://support.beerboard.com/knowledge/how-to-place-orders-using-smartorders#confirmorder), including changes to the Bottles and Cases dropdown for Liquor and Wine if needed.![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(954)-png.png)   - The selection for Bottle or Case will remain in place each time this product is ordered until a new selection is made - Default selection is Bottles ---   ### **Confirm and Place Order** - It is strongly recommended that orders be reviewed before placing - When you are satisfied with your selections, click *Place Order* *![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/lbw%20order-png.png)* - An order confirmation screen will pop up for final review of your complete order details - Adjustments can be made to Quantity and pricing fields from this window - For orders using varying distributors, each order will be grouped to the specific distributor. ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/distributor%20order%20drop%20down-jpg.jpeg) ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/distr%20order%20drop%20down%20expand-jpg.jpeg) - You can also add a note to the distributor below the product list ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/dist%20note%20on%20order-jpg-1.jpeg) - Items can be removed by clicking the trash can on the right-hand side - Additional products can be added by clicking the Back button, then make adjustments in Orders To Approve - After final review and you are satisfied with your selections, click *Place Order* *![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(964)-png-1.png)* > Users with BO integration can mark a order to not be sent to the distributor, allowing for their back office system to be updated with the new products. Either option must be selected as the order will not be sent if both are unchecked. If "Send To Distributor including EDI orders" is unchecked on a Verified Distributor, the order will not be submitted.  > > ![](https://support.beerboard.com/hubfs/image-png-Aug-15-2023-09-06-05-9006-PM.png) - After placing your order through SmartOrders, each [associated distributor will receive their relevant Purchase Order](https://support.beerboard.com/knowledge/mobile-ordering-distributors?hsLang=en) to begin order processing - Recently placed orders that are open less than 7 days can be viewed under the Open Orders tab in the [**Order History** section of the SmartOrders page](https://support.beerboard.com/knowledge/where-can-i-see-my-order-history?hsLang=en) Note: If order placed does not meet [set minimum order value](https://support.beerboard.com/knowledge/setting-up-distributors?hsLang=en), the **Incomplete** order can be viewed and modified under the [Action Required tab](https://support.beerboard.com/knowledge/action-required-tab?hsLang=en). This tab will only be visible if incomplete orders are present and require attention. ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/Screenshot%20(428)-png-1.png) - Upon delivery, your order should be [*confirmed* as received](https://support.beerboard.com/knowledge/how-do-i-receive-an-order?hsLang=en), and your inventory on-hand will automatically adjust Orders that are open for more than 7 days will be automatically closed and inventory on-hand for items ordered are added automatically. [Manual adjustments can be made to your inventory](https://support.beerboard.com/knowledge/inventory-management?hsLang=en) if needed.   ---   ### Notifications Once your order is placed, you will receive an email confirmation with your purchase order   Sample email: Purchase Order for 1 distributor ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/image-20220524-132059-png.png)   Sample email: Purchase Order for multiple distributors ![](https://support.beerboard.com/hubfs/Knowledge%20Base%20Import/image-20220524-131619-png.png) #### Orders will automatically be placed under the Incomplete Orders column if: - **Product(s) do not have a sales Rep's email ** ![](https://support.beerboard.com/hs-fs/hubfs/image-png-Dec-31-2023-07-00-14-1998-PM.png?width=535&height=315&name=image-png-Dec-31-2023-07-00-14-1998-PM.png) - Do not meet the order minimum value![](https://support.beerboard.com/hs-fs/hubfs/image-png-Dec-31-2023-07-58-04-2558-PM.png?width=541&height=315&name=image-png-Dec-31-2023-07-58-04-2558-PM.png) > The Action Required pop up can appear if both of these scenarios occur![](https://support.beerboard.com/hs-fs/hubfs/image-png-Dec-31-2023-07-58-58-2604-PM.png?width=533&height=330&name=image-png-Dec-31-2023-07-58-58-2604-PM.png)   - 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