Packaging (Bottling)/Manufacture stock report in CSV format

This feature was added in vintrace Version 5.2.3

The Packaged/Manufactured stock report is now available in CSV format. You can generate the report from Winery Reports – Inventory. Select CSV in the Format dropdown field and then click on Generate button.

CSV Format selection

The CSV format of the Packaged/Manufactured stock report has the same information as the PDF format and a cost breakdown showing cost split out by category. Please refer to the Costing guide for more information about costing.

Sample CSV report

 

How to dump bottles to bulk

The following support article will help you take bottles in inventory and dump them to bulk, and also trigger off the correct TTB events for your TTB report to show that the wine has been dumped to bulk.

Please note: if you are using our Sparkling module and the bottled wine is still on tirage, then you should use the Tirage Admin operation to transfer your tiraged stock back into tank in a single operation.  This will also take care of your TTB reporting.  The specific options for moving tirage stock back to tank are under the Split / Transfer tab.

There are a few requirements before we get started, the first is that you have a wine batch linked to your bottles so that it is classed as a wine stock item and tracked on your TTB report.
If the wine has previously been packaged within VINx2 it is pretty likely it is already linked up, if the bottles were not however there is a good chance they are not linked to a wine batch in the system.

When viewing the bottled stock you can check if it is a wine stock item in the bill of materials.
There will be a line item on the bill of materials containing a [wine batch]/BLK item, with a associated volume.
Additionally it will also need a tax class set.

The following support article also covers receiving and setting up wine stock items within VINx2.
Have a read over this before continuing if you are unsure whether or not the wine you are dumping to bulk is a wine stock item, or if you would like to first receive the goods before dumping to bulk.
[How to receive bottled wine stock into inventory]

After you have confirmed that the stock item is a wine stock item, or created the appropriate wine stock item you can then move onto dumping the bottles to bulk.
Start by performing a Stock Adjustment against the bottles, make sure to select the Reason ‘TTB – Dumped to Bulk’, this will show the bottled stock as dumped to bulk on your TTB report.

This finishes up the inventory side of things, now we need to bring the wine into the system.

Under the operations menu on the main screen select the bulk wine intake operation.
On the wine details tab you’ll want to select the batch/lot of the wine you are dumping to bulk, or create it.
After this is done enter in 0.01 gallons as the volume you are bringing in, this is important for the next step.
After this fill in the other wine details such as fraction type, fermentation state and colour.

Now head into the vessels tab, select the vessel you want to put the wine into and enter the amount you are dumping to bulk into the Transfer in amount.
Press the calculator button on the bottom right, this will calculate the gain required on the left hand side.
Finally Select the loss reason, ‘TTB – Bottled dumped to bulk’.

After filling out the composition information for the wine along with any other details you would like to record (such as analysis or additions) save the operation.
This will have 0.01 gallons of the wine arrive in the winery followed by a gain up to the amount as ‘bottled dumped to bulk’, depending on your TTB precision this will be rounded to the nearest whole gallon.

If you have any questions regarding the process feel free to contact the support desk and we can answer any questions or give you a run through.

How to receive bottled wine stock into inventory

The following FAQ will run you through receiving bottled stock into your winery and having them show correctly on your TTB reports.
This FAQ assumes you have the inventory module enabled, if not contact support for more information.
Clicking on the images will open a new page containing the full sized image for you.

To start with we will need a bulk wine stock item for the bottles.
If the wine or batch/lot has existed in VINx2 before then you already have one, if not use the following steps to create it.

Open up the file menu and select the New Batch option.

You will need to fill out the appropriate batch/lot code for the wine in bottle, the owner of the batch/lot and the production year.

After you save the new batch it will automatically create a bulk wine stock item for you which you can use later when receiving the bottles.

Next we’ll need to head into the Inventory -> Receive screen.

If you already have the bottle or case defined in the system you can enter the stock code into the stock code field.
If not you can press the little plus star icon to create a new stock item.

Pressing the plus star icon will ask you what stock type you want to create, select single x1 or any of the case x categories.
After selecting a category you’ll be taken to the stock item creation screen.

On the right hand side is the bill of materials, press the add line button to add a new line item to the bill of materials.
In the stock item field enter in the batch code you created earlier and add a /BLK to the end of it then press the magnifying glass to search for it.

Initially this won’t return any results, you’ll need to uncheck the ‘Hide bulk wine items’ box and then the search will find it for you and lock it in.

After the bulk wine item is locked into the bill of materials you’ll need to enter the quantity of wine contained in this stock item, eg 0.75 litres for a bottle or 9 litres for a case of 12.

After the bulk wine is configured you can then add any other line items you like to the bill of materials, for example glass, labels, and corks.

Now that the bill of materials is set up you can give the bottled wine a name via the stock code and name fields, set the owner and set the tax class.
The tax class is important if you bring the wine into a bonded storage area so make sure to have it set to avoid TTB reporting issues.

If you would like to track the received bottled wine in stock lots you can also enable batch tracking, this enforces the use of stock lots on the stock item.

When done press save, this will automatically lock the new bottle item into the receive screen for you.

Enter the amount you are receiving then press enter or click anywhere else, this will update the stock routing information for you and probably turn it purple.
Click the forklift icon to tell the system where you would like to put the bottles.

On the stock routing screen you’ll need to select the storage area, there are two types of storage areas in VINx2 and depending on where the stock is received to it may effect your TTB report.

If the stock is received into a Bonded storage area the system will mark it as received in bond on the bottling section under the tax class set earlier.
If the stock is received into a tax paid storage area the system will ignore it for TTB purposes until it is moved into a bonded area.

After the storage area is selected you can press OK to update the stock routing information.

You can now fill out the rest of the receive information, and when saved your new bottled goods will be received into the system.

If you get stuck on anything or have trouble receiving the stock into VINx2 feel free to contact support and we’ll do our best to help.

How do I break (disassemble) a case into bottles?

When tracking bottled wine in cases you may need to break one or more of these cases down into single bottles. Breaking down cases will be quite common if you are preparing a wine club shipment, for example.

In vintrace, you use the Inventory – Disassemble function to do this.

Important: In order to break a case into bottles you must have a Bill of Materials configured against your case good stock item that has a Single x1 bottle as one of its components. In our example, we will disassemble 2 cases into 24 bottles; our case (x12) stock code is 10NVCHDEMO/750/X12 ; this case stock item contains our single-bottle stock item 10NVCHDEMO/750/X1 in its BoM.

For more information on setting up BoMs click here.

Do an inventory search and find the correct case stock item; open it and select Disassemble from the Operations menu.

Disassemble operation

Disassemble cases2

Select the Case you want to break down in the Stock item field. Then set the Quantity (in whole cases) that you want to disassemble into single bottles.

NOTE: set the Recovery amount for the single bottles in the Recoverable components list. Everything left at 0 will be written off, i.e., the divider, box etc.

Set the Route from (for the case you are breaking) and Route to (for the bottles you are recovering). This tells the system where to draw down the stock and then where to store it, respectively.

After saving the dissemble operation, the net result is you will have fewer cases times the Quantity broken down and more bottles times the Recover amount entered.

Here’s what the history for both case and single bottle stock items look like after the disassemble operation.

Disassemble cases - shown in history2

You can then work with the single bottles in order to dispatch or manufacture into other stock items.

Bottling from VINx2 to third-party accounting or inventory software

If you’d prefer to track inventory levels for your goods in a third-party accounting or inventory tracking software package then this post will be relevant for you. It requires that you have the Advanced inventory module enabled in VINx2, if not you can achieve the same results by simply using the Bulk dispatch function and selecting the Dispatch type as Bottling.

Assuming you have wine ready to bottle you can use the Operations -> Packaging function.

Select the tank you’re bottling from and then click the New button next to stock item as indicated above. To keep things simple choose to setup your stock item as the Single x1 (single bottle).

Give the new stock item an appropriate code. Ideally this will match the code you refer to the stock under your third-party accounting package. That way you can export/import stock levels using existing reports from VINx2. Also ensure you specify the single bottle volume which would be 0.75 L for a standard 750ml bottle. Save your new single bottle stock item.

Complete the Out(L|gal) field and also the Quantity field with the total units bottled and the hit the calculator in the bottom right corner. This will work out any loss. Double check all the calculated volumes and quantities to ensure they are accurate.

You can optionally specify a lot/batch (commonly called a run number) for the bottling as well. You will also need to ‘route’ the stock to a location in your warehouse. Just choose a generic location as it won’t be there long.

Save this form with an appropriate date.

No to remove the stock from VINx2 use the Inventory -> Dispatch function from the top menu. We suggest setting up an entry in your address book to represent the third-party system. In this example I’m using QuickBooks.

 

Change the dispatch type to “Packaged stock transferred to inventory tracking system” and select the stock items you want to export nominating the right quantities.

Once you’ve dispatched your stock you can export the stock codes and stock levels using the Dispatch report located under Winery Reports -> Inventory. This report is in a simple plain text CSV format that most software packages will be able to read for import. It’s just a case of matching the columns to those required by your third-party software.

 

 

 

How do I label Shiner (Cleanskin) stock

Shines (Cleanskins) are unlabeled bottles of wine stock in inventory. These are frequently referred to as Shiners in North America and Cleanskins in the Southern Hemisphere.

Before reading this post it is recommend you familiarise yourself with bottling in vintrace. This article details how to label Shiner (Cleanskin) stock produced by a Packaging (Bottling) and labeled at a later date.

The first step is to configure your stock items with Bill of Materials (BoM). The assumption is you have already bottled your Shiner (Cleanskin) stock.

Step one: you can set up your labeled stock which has a single Shiner (Cleanskin) on it and the front and back labels. Note this stock item has a different stock code and category from the Shiner (Cleanskin) as each stock code must be unique. Notice how the Shiner (Cleanskin) coded as 11YVCH/CS/B is listed in the Bill of Materials (BoM) in the below image.

Step two: Now, let’s assume that you have 20,000 Shiner (Cleanskin) stock items on-hand and you wish to label 1,000 of them to satisfy a new order.

This step is done via our Manufacture Operation; choose this from the Inventory Menu at the top of your screen, then enter the following information:

  1. 1,000 into the Quantity Field
  2. 11YVCH/B into the stock item field. At this point your materials list should populate, showing how many of each stock item you require.
  3. Fill in any pink Route To or Route From fields to indicate where stock is coming from and going to.

Once the screen is filled in it should look as follows

Now click “Save” and your Shiner (Cleanskin), and the other bottling components will deplete by 1000 while your 11YVCH/B stock will increase.

 

 

 

How do I record a bottling in vintrace?

The first step to recording a bottling in vintrace is to set up the appropriate stock items that will become the placeholder for the stock as inventory. If you plan on recording the packaging directly after setting up the stock item it may be simpler to create a new stock item from the Packaging operation. This will then automatically fill in the bulk wine component for you.

As a general rule the first stock item you should create is the bottle. You can use the Inventory – New item option from the menu at the top of vintrace. vintrace will ask what type of item you’re creating – for a single bottle you want to select Single x 1.

New item from inventory menu

New Stock item - x1

In the new Item screen it’s important to give the new bottle a stock item code inline with your company’s policy. Also ensure that you give it a detailed description and that the owner is set appropriately. If you are tracking specific lot/batch codes for your bottling runs then ensure the Enable batch tracking option is turned on.

For this example, let’s assume we’re using the bottle stock code “14Looney Tunes Red/BTL/750/x1” and description “2014 Looney Tunes Red 750/x1”. The ‘/BTL’ portion of our code indicates that it’s a single bottle – you can make your codes whatever you like but it’s important to make sure you can clearly distinguish between a single bottle, cleanskin (shiner) and a case.

New stock item - x1 - configure

Complete the remainder of the left side of the General tab. vintrace does not automatically pull either the tax class nor the alcohol % from the bulk wine; those need to be added manually AND you must have declared the wine as a finished product. If you do not have a recent, measured alcohol reading or you have not declared the bulk wine, you may add them later but they must be in place for the bottling/packaging operation.

NOTE: If you wish to track batches and/or stock levels, you must check these options before saving. Once set, they can’t be undone; if not set, they can’t be added later.

Next it is time to define the Bill of Materials (BoM). This is the list of dry good inventory plus the bulk wine that make up single bottle. As an example, a typical BoM for a bottle of wine would comprise:

  • 0.75L of Bulk wine (the appropriate wine batch from within vintrace)
  • 1 x bottle
  • 1 x Cap / Cork / Crown
  • 1 x Front label
  • 1 x Back label

However, it’s entirely up to you what items comprise the bottle and depends on the items you want to track as dry-good inventory. At a minimum you need the bulk wine component.

Note: For every dry goods item you list on the Bill of Material, you must have created each component as a stock item. With the exception of the bulk wine (see) below, most of these non-wine stock items will have a quantity of “1”.

Non-wine stock item

Tip: To select the bulk wine batch enter the batch code into the Stock item field and hit enter or click the search (blue hourglass) option. The search doesn’t show the bulk wine batches by default so you need to untick Hide bulk wine items and then find/select the right wine batch. It will have a /BLK on the end of it after wine batch code.

Looking up your bulk wine

Use the Add line button to add additional lines for your Bill of Materials.

When happy with the bottle setup click Save. You now have a bottle that you can package to using the Packaging operation.

Single bottle BoM

Bottling to cases

After setting up your single bottle you can setup a case stock item if you’re going straight to case. Use the Inventory -> New item option above but this time either select a Case x6 or  Case x12 format.

New stock item - x12

You’ll need to give the case it’s own stock code that differentiates it from a single bottle. In keeping with the example above we’ll give our 2014 Looney Tunes Red case a code of “14LOONEY TUNES RED/CS/750/X12″ to indicate that it’s a 12-bottle case.

Set the stock type to “case x 12”.

New stock item - x12

Complete the left side of the General tab.

New stock item - x12 - configure

Now you are ready to build your BoM for your case.

Case BoM

For the BoM you can see that we’ve included 12 x 2014 Looney Tunes Red 750/x1 (our bottles) which as you may guess is building a hierarchy for us. We can now bottle straight to case or straight to bottle.

Note: we’ve also included a generic carton and insert (one each for each case). Generally you would have a specific printed carton (use that), but more than likely, you’ll use a generic insert.

Writing the work order/cellar note

Now that you have your stock items setup you can create a bottling work order. Use the File – New cellar note (work order) option. You’ll need to select Add job to note as per any other work order; choose the Packaging operation.

At a minimum you’ll need to:

  1. Select the tank you’re bottling from
  2. Enter an Out(L/gal) amount
  3. Select the Stock Item that you’re bottling to (could be a bottle or a case)
  4. Choose, for each of the non-wine stock items, if required (pink) where to draw the dry good stock from for each of the Route from fields.
  5. Choose where to store the bottled wine using the Route to field.

Note: using the Calculate button to the right of Volume packaged (gal) is very handy. Given the out gallons, the Calculate button will determine how many units can be packaged and any loss/gain. These would be your target figures. Continue reading below about completing a Packaging work order.

Compare the Packaging operation work order for bottling single bottles versus bottling directly to the case: Packaging single bottles Packaging to cases

After setting up your bottling job you’ll notice the work order has a target volume and a target number of units to produce. Obviously the actual should be recorded on the work order along with any other discrepancies.

Upon return of the work-order, complete it like any other, being sure to adjust any volumes/quantities actually bottled and accounting for any loss or scrap amounts for dry goods. You can record QA events or Additions using the respective tabs.

Bottling more than one tank of the same wine?

If bottling more than one tank you can record a separate work order for each of those tanks or, alternatively, transfer all the wine into a large virtual tank called something like Bottling in order to write the one work order.

I’ve bottled to cases but have left over bottles to account for?

In this instance complete your bottling to cases leaving the balance of the wine in tank. Then record a second bottling to the bottle (x1) stock item for the remainder that’s in tank. This will leave you with most of your wine in inventory in cases with some bottles as well.

Shown below is a packaging directly to cases with enough wine left over to package 11 loose bottles:

Packaging to cases with wine left for single bottles

Packaging to loose single bottles Your winery management will determine how, if at all, single bottles are tracked. Generally speaking, your “loose” bottles should be 11 or fewer (12 would equal another whole case).