Mass declaring wines for TTB Reporting (Declaration console)

The Wine Declaration Console helps manage the declaration of fermented wines.
It is intended for declaring multiple undeclared wines, all at once, from the one location in vintrace.

The console can be found under Consoles>Declare Wine.

WineDeclarationConsole

 

Using the Wine Declaration Console

  • Search for undeclared wines
  • Select a declaration date
  • Provide a Tax class for each of the wines to be declared
  • Declare!

Yes, it’s that simple! However, we will cover each of the points in further detail.

Searching for wines

Use the filter at the top of the console to search for your undeclared wines. There are two different searches you can use to find your wines; ‘Search’ and ‘From Product Search’
New Declare wine console

Search

Clicking ‘Search’ will find your wines to add to the console. Use the Vintage, Owner, Colo(u)r and Program filter as filters to search for specific wines.
To make things even easier, the filter already only looks for wines that are:
Fermented
Non-Declared

From Product Search
Alternatively, load the wines by using the Product Search. Keep in mind that the console is intended for wines that are fermented and undeclared. Though don’t worry, warnings will show up in the console if you select inappropriate wines using the product search.

Warnings
A warning icon will show up for each of the inappropriate wines. In the example provided, two of the wines weren’t fermented and one of them was also a must.
DeclarationWarnings

Warnings will appear when the wine:
– Is not fermented
– Is still must
– Has already been declared.

Select a declaration date

This will be the date used as the wine’s declared date. To declare wines with different dates you will need to group your wines with different searches.

Provide a Tax Class for each of the wines to be declared

If the wine has metric readings, which satisfies a metric threshold policy, then the matching Tax class will be selected for that wine.

DeclareMetricReadings

Otherwise, you’ll need to manually select a Tax Class for the wine in order to declare it.

Metric threshold policies can be set up under Winery Setup>Policy>Metric Threshold

Declare!

Wines can be declared individually (‘Declare’)¬† or mass declared (‘Declare all’)

Declaring an individual wine

Make sure the declare date and Tax class is set then click on ‘Declare’ for that wine
DeclaringIndiviualWine
On successfully completing the declaration the status changes to ‘Complete’.

Mass declaring wine

This will declare each of the wines in the list (which are not completed already). Check that each of the wines have their tax class set and that you are satisfied  with the declaration date and any warnings.

First off, we can remove those wine entries with warnings (as we do not recommend that you declare them until the reasons behind the warning has been cleared) by clicking on ‘Remove entries with warnings’.
RemovingEntries

Then, when you are satisfied with the wine entries, click on ‘Declare all’. A final confirmation will show up before declaring the wines.
MassDeclareConfirmation

If everything went smoothly, all of your selected wines will be declared. However if an error occurred half way through the declaration you can choose to ‘skip’ the wine entry causing the problem. Then ‘Declare all’ again, to run through the list from where it stopped.
An example of an error: The selected declaration date is before one of the wines existed.

DeclarationComplete

In the event that you have accidentally:

  1. declared a wine should not have been (not done fermenting and the warning was ignored)
  2. used the wrong declaration date
  3. discovered the wine was in the wrong bond

Normally, you would rollback the operation and start again. However, if you have performed too many complex operations between the “real” declaration date and the one you inadvertently used, then please contact vintrace Support.