Managing Fruit Intake Booking/Reservations

Watch a tutorial video on YouTube

Harvest calendar

Please click here to read about the new harvest calendar feature.

Scale booking

You can create a single Fruit Intake Booking for each block from which you expect to receive fruit. Ideally these should be created ahead of time as part of your general vintage planning. A Booking groups related parcels of fruit together and can be used across multiple deliveries. For example, if you are expecting to receive fruit in more than one delivery from the same block, you would use the same Booking for each delivery. If you are expecting deliveries from more than one block, you would create a Booking for each.

If you are expecting deliveries from the same block over several days, you can create a separate a Booking for each. There’s no hard and fast rule in this regard but be aware that you can enter the number of loads expected for a single block for a single day.

Creating a new booking

Managing the acquisition of fruit into the winery is done via the Fruit Intake Console. It is accessible from the Consoles menu and by clicking Fruit intake…

You may also access it directly using the Fruit Intake icon in the QuickLaunch bar:

New Fruit Intake icon

This console has a number of filter controls at the top that determine the bookings displayed on screen.

Note: If you have pre-set a default vintage in your Winery Setup – Defaults, it will already be shown in the Vintage field.

Don’t like the way the columns are displayed? Click the Change columns link to add or move columns.

New Fruit Intake Console

By default, all bookings for the current day and current vintage are displayed. You have several options for broader date ranges or to isolate specific bookings based on such fields as Grower, Varietal and Region etc.

Also note that the different color bands denote various statuses of the booking. For more information, click here.

There is also an Organiser mode which allows you to see available time slots as well as booked time slots in a similar way that your Microsoft Outlook allows you to make appointments in the Calendar. Set the Interval to None, 15 mins, 30 mins or 60 mins and nominate the default time range in 24 hour format that you want displayed. Clicking the pink heart New Save as Default icon will remember the Organiser settings for next time.

Bookings with a Duration longer than your selected interval will appear across multiple time slots.

To make a booking from an available time slot, simply click the empty slot and you will be taken straight to the booking. Alternatively you can click New – Scheduled Booking:

The Create Scale Booking window will be displayed.

General

Booking number – you can have an auto-generated booking number produced by the system and provided to your growers as a reference. To help streamline the intake of fruit we recommend that your growers provide this reference on the consignment note for the fruit in assist your staff in finding it in the system quickly. Alternatively, you can enter this number manually. Contact us for assistance in configuring for your needs.

Note: in the US, the consignment note may be referred to as the Grower’s Field Note.

Arrival date – the scheduled arrival date for the fruit.

Arrival time – the expected time the fruit will arrive.

Duration – Expected length of the booking. Either set as ‘hh:mm’ or entered as minutes.

Owner – the owner of the fruit.

Grower / Block – if you have blocks configured this field allows you to nominate the specific block from which the fruit is expected. You can enter any search text including the grower’s name, grower’s code, varietal, region (Sub AVA) or block name to help locate the block. Upon selection the Grower, Varietal and Region (Sub AVA) field will be automatically populated.

Vineyard – the vineyard from which the grapes are coming.

Varietal – the type of fruit.

Region/Sub AVA – the region/sub AVA from which the fruit is coming.

Vintage – the current vintage.

Winery – the Winery the booking is related to.

Weight estimate – an estimated weight in tonnes (tons or pounds for the US) for the fruit. Note: In the US, besides setting your system measurement to metric or US, you may also set your default for fruit to tons or pounds).

No. of Loads – Enter the number of loads expected from this block throughout the day.

Area Estimate – The Estimate of the area harvested.

Rows – Number of Rows exhausted for the fruit intake.

No of Vines – Number of Vines exhausted for the fruit intake.

Carrier – if you know the transport company ahead of time, select them here. (This assumes you have already created a Carrier entry in the Address book for this company).

Harvester – The organisation responsible for the harvest of the intake(s). As with the Carrier, this requires a Harvester entry in the Address book.

Reference# – an arbitrary reference field that can be used to note a reference from the transport company, the grower or anything else. This includes a weigh tag # if a third-party scale was used.

Scales / bin – If you’re managing multiple bins or scales at your winery, select the appropriate one.

Crush / Press – The equipment that will be used for extraction.

Booking status – Set a status of Scheduled or Confirmed.

Delivery Type – Type of Delivery: Bins/Tipper/Other.

Inactive – Sets if the Booking is still active or not.

Quality / Notes

Grading – any grading / allocation to be set on the fruit as it arrives

Harvest Method – the harvest method, Hand, Machine or Unknown

Notes – enter any general note or description about the booking here

Click Now+Save to save the booking. Upon saving the new booking a booking receipt will print that is designed to be sent to the grower or owner of the fruit. It has all the details about the booking. We advise that you ask the grower to ensure a copy of the booking receipt arrives back at your winery with the fruit. The barcode on the receipt can be scanned at the scale to quickly locate the booking in the system.

New Scale booking

Crush / Press loads

You may not see this enabled within your version as it’s turned off by default but if you have the need to manage the crush or press of multiple blocks of fruit within the one individual load then this option is for you. Contact us if you would like this feature enabled in your version. This feature is ideal for white-dominant producers that have a number of presses with complicated blends to manage.

The reason a Crush/Press load makes things easy is that you select the Crush/Press load for an extraction cellar note / work order ahead of the fruit coming in, which will print and clearly show the blocks / fruit required for the load. It also has its own easy to use management console available under Consoles > Crush/Press loads that allows you to manage to the loads and report on the planned receival of bins versus the actual.

For example, for sparkling wine producers you may wish to crush 3 t of Pinot Noir with 2 t of your Chardonnay in the one load to create your base sparkling wine. You can create separate bookings for each block or blocks of fruit (i.e. book in the arrival of the Pinot Noir as one booking, then Chardonnay on another) but, more importantly, you can link these to the same Crush/Press load.

When creating the booking you will see a table that allows you designate which Crush/Press loads the fruit is destined for. You can designate all of the fruit delivery to a single Crush/Press load or across multiple. You may need to have multiple designations if you receive 11 t of fruit but your press can only hold 5 t at any one time.

Click Add line to make each of these designations.

You can select from an existing Crush/Press load by using the search option or simply click the New button to add a new one.

Load# – If using Crush/Press loads the system can automatically generate an incrementing code to reference the load which may be as simple as a number starting from one. Contact us to configure an appropriate automatic naming convention.

Crusher or press – Select the appropriate crusher or press being used for the load

Date – The date for the load. By default this will assume the same date as the linked booking.

Instruction – this can be used as a brief instruction that will appear on the Extraction cellar note / work order. As an example it may say “Heavy press to T11, Free Run to OF2”. Or may be as simple as “See winemaker before start”. It’s up to you how you use it.

Click Save to create the new Crush/Press load.

Once you have created or selected a Crush/Press load you can optionally indicate the number of bins expected to fill the load. This is only an estimate at this point based on what you expect to come in.

Managing the receipt of fruit

There are several options when it comes to recording the intake of fruit into the winery.

Option (1) Record the delivery as it occurs or afterwards

Option (2) Schedule ahead of time and prepare a cellar note / work order for the delivery. This may be particularly useful if you wish to designate specific bins to be used for the pick-up/drop-off of fruit.

Option (3) Record the delivery in stages

The best method will depend on your standard operating procedure and will need to consider factors such as the presence of a computer near the weigh station or scales. Read the steps below and consult with us if you are still unsure.

With each option, you will need the Fruit Intake Console on-screen and have the appropriate filters set in order to select your booking to record a delivery. By default, the view will show all bookings for the current day.

Before looking at each of the options in turn, let’s look at the Intake / Delivery forms in general. The Delivery form contains information relating to each truck of fruit received. Multiple loads can be specified by adding additional ‘loads’ to the one delivery.

The forms can be found by clicking the Arrival button in the Fruit Intake console or from the top menus by going to Operations – Vintage/Harvest – Intake Delivery.

Intake details window

The Intake Details window records the details for each unique load of fruit brought in as a delivery to your scales.

Fruit tab

Weight unit – the weight unit (TONNES or KILOGRAMS; [TONS or POUNDS in the US]) to use when recording the weight of the fruit.

Gross – gross weight of the load of fruit entered according to the nominated Weight unit. This field is automatically calculated if using the Each bin Weigh Mode.

Tare – tare weight of the load of fruit entered according to the nominated Weight unit. This field is automatically calculated when using the Each bin Weigh Mode.

Nett / Net – the nett / net amount of fruit entered according to the nominated Weight unit. By entering both a Gross and Tare amount this field can be automatically calculated by clicking the calculator button. It is automatically calculated when weighing each bin.

No. of bins – record the number of bins of fruit received for this load of fruit

Bin description – when weighing a truck and you want to record bin numbers you may enter the numbers in this field

Last Load – Check this if it is the last lot of fruit for the booking.

Scale booking – the original booking that this intake/delivery relates to. If not already selected this field will populate all the fruit source information upon selection.

Owner – the owner of the fruit

Grower / Block – if you have blocks configured this field allows you to nominate the specific block from which the fruit is expected. You can enter any search text including the growers name, growers code, varietal, region or block name to help locate the block. Upon selection the Grower, Varietal and Region field will be automatically populated.

Grower – the grower of the fruit

Varietal – the variety of the fruit

Region (Sub AVA) – the region (sub AVA) from which the fruit was sourced

Vintage – the current vintage (this will automatically populate if you have a default vintage system setting).

Rows – Number of Rows exhausted for the fruit intake.

No of Vines – Number of Vines exhausted for the fruit intake.

Area – The area the fruit intake is associated with.

Bins tab

If you weigh individual bins to calculate a total gross and tare weight then you can enter bin information on this tab. Click the Add line button to add new entries to the table. The Update button will recalculate the total weight on the Fruit tab and the Verify option ensures all mandatory fields are set – it will alert you by highlighting fields in pink if anything is missing.

The Quick Load button allows you to quickly add a number of line items so that you don’t have to click the Add line button for each.

This function is particularly useful if you have only a handful of standard-sized fruit bins configured in vintrace and don’t have them all uniquely numbered/labeled; i.e., it allows you to use the one bin type by entering the gross/nett (net) weight as required.

Bin to use ­– Bins should already be configured in the system or may be added by clicking the new button. Upon bin selection any tare weight set on that bin will automatically drop into the tare weight on the weight screen.

No. of bins – The number of bins used

Crush/Press load – If using this feature you can designate particular bins of fruit to a specific crush/press load. This will help to ensure, when crushing/pressing fruit from different blocks, the specific bins make it into the right load.

Gross – the gross weight of the bin in the nominated weight unit

Tare – the tare weight of the bin after it has been emptied

Nett / Net – the nett / net weight of the fruit


Common Tare tab

vintrace allows you to use common tare codes when receiving fruit.  You can use this if you have common tare certificates for the bins / pallets / gondolas you are receiving the fruit in.  To enable this option, go into Winery Setup > Workflow > Defaults and select the Common Tare option for the Fruit Delivery Mode.

You can add common tare codes to vintrace as a special type of fruit receival bin.  Go into Winery Setup > Vessels > Bins.  Add a new bin, specify the name (this should be the common tare code you wish to print on your docket / weighmaster certificate), select Fruit/Parcels from the Content Type option.  Specify the Tare weight, and make sure you check the Common Tare option (this will allow these bin details to be used as part of a common tare delivery record).

Bin – This is the special common tare code bin as mentioned above.

Tare – The common tare of the selected bin.

Qty – The number of bins aboard the Transport

Total Tare – The total of all the bins’ common tare.

Gross – gross weight of the load of fruit entered according to the nominated Weight unit. 

Truck Tare  – weight of the truck when empty of fruit according to the nominated Weight unit. 

Common Tare  total weight of the common tares according to the nominated Weight unit. Calculated automatically.

Total Tare – tare weight of the load of fruit entered according to the nominated Weight unit. Calculated automatically.

Nett / Net – the nett / net amount of fruit according to the nominated Weight unit. By having both a Gross and Tare amount this field is automatically calculated, and can be recalculated by clicking the calculator button.

QA / Cost / Analysis tab

Harvest Method – HAND or MACHINE

MOG – the level of Material Other than Grape – there is no standard for this; you may set your own.

Here is an example of one winery’s MOG scales:

MOG grading levels

Cost Details – the rate paid per tonne / ton for the fruit and freight. Can be entered as a total amount or as a rate per tonne / kg / ton / pound.

Grading – an optional grading / rating for the quality of the fruit. Grading Scales are configurable under Winery Setup – Work-flow – Grading Scales

Analysis Template – the analysis template to use in order to record fruit sample analysis on arrival

Photos tab

Photos can be added under the Photos tab of the Intake details window when processing a delivery. More than one photo can be added and then subsequently viewed by opening the intake details once the delivery is saved.

The most common use is for quality control/MOG validation.

To upload a photo, browse for the file on your computer and then click Upload. Each photo will be listed. Click View to see the photo and Remove to delete it from the system.

Note: new in version 5, you have the ability to add or remove a photo AFTER the intake has been completed. Click here for more information.

Crush/Press Load(s) tab

If this feature is enabled then this tab will be available upon an arrival to confirm the designation of bins or total weight received at the scales for the nominated Crush/Press load. If weighing individual bins then this section will be filled out automatically for you. If you’re entering a total gross/tare/nett (net) weight then you can simply click the All fruit option in this window to copy that across or manually specify the weight designated for a particular load.

Intake delivery window

Scales – specify the scales the fruit is being weighed at.

Carrier – company or individual responsible for transporting the fruit

Con. note – Con. note or cart note reference number for the delivery

Truck no./rego. – vehicle registration number of the truck delivering the fruit

Driver name – name of the driver delivering the fruit

Weighmaster – Name or Details of the certified weigh authority where applicable (Can have a default set at Winery Setup – Workflow – Defaults). This is most generally used if 3rd-party certified scales are being used.

Truck loads – click the Add load button to add a load of fruit delivered by this truck. You can select other loads and edit or remove them from the delivery.

Time In – Time of Truck Arrival

Time Out – Time of Truck Departure

Documents

If you have a 3rd-party weigh tag, a pick map, a grower’s field tag, etc., that you want saved with this fruit intake, you may save a scanned file, browse to it and upload it. As with the Photos tab, you may add or remove documents after the fact – click here.

Booking (Fruit Intake) console options:

Option (1) Record the delivery as it occurs or afterwards

This option allows you to enter the arrival information either as it happens or after the fact if you find yourself catching up on paperwork at the end of the day. You will require all weights and details about the delivery before commencing (including any 3rd-party weigh tags). From the Fruit Intake Console select the booking and then click Arrival.

The Intake Details and Delivery form will appear and require all mandatory information to be completed. Upon clicking OK you will be able to click Save to complete the operation.

Option (2) Schedule ahead of time and prepare a cellar note/work order for the delivery.

Please note: this mode needs to be enabled by us so please contact vintrace support at support@vintrace.com to request this feature.

To schedule ahead of time, select the booking in the Fruit Intake Console before clicking Arrival. You will be prompted with the following question:

Click SOME as we are not saving all the delivery information in this instance.

The Intake Details window will be displayed with some information pre-populated. At this point complete any additional information known to you at the time – including any bins that you wish to nominate. Click OK which will bring you to the Intake delivery window. You may optionally add another load on the same truck by selecting Add load.

When satisfied that you have all information, you can add the note to a new cellar note by clicking the New button as indicated below.

Click Add to cellar note (work order) to bring up the Cellar Note Writer (Work order Writer). Here you can add additional tasks, such as a Crush note, or simply click Save as button to print.

Work order

The printed worksheet will look very similar to the below image with enough space to write detailed information about the delivery including individual bin information where required.

Re-entry of the worksheet occurs in the same way as all other cellar operations. If weighing each bin, be sure to select each bin on the Bins tab and enter the gross / tare amounts before clicking Update.

Option (3) Record the delivery in stages

Please note: this mode needs to be enabled by us so please contact vintrace support at support@vintrace.com to request this feature.

This option allows you to start a scheduled delivery in real time when the truck arrives, through unloading, fruit analysis and tare weight measurement.

To start a delivery click Arrival. Complete the gross amount and any other delivery information (such as con. note, driver name, truck rego. etc) as the truck or bins are being weighed. To suspend the incomplete delivery, click Suspend which pauses the delivery in the system until more information is known.  As the truck is unloaded, weighed again and sample results become available you can continue the paused delivery at any point by selecting the booking and clicking Resume. This option will allow you to add more information at any time and as it becomes available.

To finalise the delivery and print a receipt – click Arrival and then ALL when prompted about whether you are entering all or only some details.

Receiving an Unplanned Arrival of fruit

In the event you receive a load of fruit at the scale with no prior booking it is not necessary for you to create one. From the Fruit intake console you can click New – Unplanned Arrival and enter the delivery in one simple step.

Weigh tag / Docket

Labeled “Weighmaster Certificate”, the docket contains details about the owner, carrier and grower of the fruit as well as a comprehensive breakdown of the weight. If bins are used in the intake, then the gross/tare of each bin will be printed. If fruit sample readings were taken on delivery, they will be displayed.

Weigh Tag new

A note about the Docket No.

The docket sequence is represented as a Unique delivery number / Sequence of the intake. The delivery number will increment for each new delivery of fruit and the load sequence number will only increment – per delivery – if there is more than one load (fruit from a different fruit source) on the truck. For example, a truck arrives with fruit from two different growers. Each load of fruit from a different source should be entered as a separate load on the delivery (see here).  The first load will have the docket number of 1/1 and the second will be 1/2. The next truck has fruit from the one grower. The docket number for that load will be 2/1 and so on.

The number of decimal places that are shown in the docket can be configured by updating the “Scale Precision” field for your scales. This setting can be found under Winery Setup – Equipment – Scales

Reprint a docket

To re-print a docket for a completed delivery, select the booking from within the Booking Console and click Print docket. If there are multiple deliveries for this Booking the system will prompt you to select from a list.

Prepare a crush note

You may prepare a crush note from the Booking Console by first selecting the appropriate Booking and then clicking Crush/Press. The Extraction window will be pre-populated with the Booking or the Crush/Press load if you have that feature enabled.

Click Add to cellar note (work order) or Now+Save to open the Cellar Note/ Work Order Writer and print it.

Next: Crush/Extraction

 

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