See tank usage history

This feature was added in Version 5.1

Quickly access the history of all products that have been in a particular tank for any date range by looking at the Equipment history. To access this option use the QuickSearch to locate a tank.

If the tank is empty you’ll be presented with the history immediately however if the tank has product in it you can still access the history by clicking the history icon next to the tank code in the Product Overview.

2015-08-13_10-56-51

2015-08-12_11-40-15

The date, volume, dip, product code and operation type are all displayed. Use the options at the bottom to export this information to CSV of PDF. Adjust the date range at the top to suit the time period your looking for.

This option is also available from the Tank search screen by selecting a tank and then clicking on Reports – View selected tank’s history

Designate a variety and region (sub ava) against a bulk product batch

This feature was added in Version 5.1.

Expanding on our support to designate a variety or region at a Program level we now have support for you to to this on a per batch basis.

This is important as it allows you to classify any particular bulk batch of your product has having an overall variety or region (sub ava) that can be used in searches, reporting or grouping throughout the system.

i.e. See all wine batches you’ve designated as Chardonnay from the Yarra Valley, regardless of whether or not those wines have been topped with a tiny amount of Marsanne.

The designated variety and region will be derived first from a batch level and if not set on a batch level then from any linked Program to that batch.

The designation can be made when setting up a new batch or via editing an existing one.

Create a Trial Blend Worksheet

This feature was added in Version 5.1.

It is now possible to print a Trial Blend Worksheet that shows composition percentages and sample amounts targeting a particular volume for bench top trials (aka beaker blends).

Under Consoles – Trial blends select your Trial blend and click the Lab worksheet button.

2015-08-10_14-58-03You are provided several options to configure the output including the option to set the sample volume. You can also limit the results of Composition, Metrics or Additions that show on the resulting PDF.

2015-08-10_14-59-38There is space at the bottom of the worksheet for recording notes.

 

 

 

How has TTB bond tracking changed between Version 3.x.x and Version 4.x.x of VINx2?

What used to happen

In version 3.x.x (and below) of VINx2, TTB bonds were tied to the Owner of a batch of wine.  This forced a number of customers with multiple facilities to have to create two sets of Owners if wine was moved from one facility to another.  Even though the wine may not have been changing ownership, the system would force you to change it to get the bonds correct.  In some cases, if you had the same wine stored at two facilities it would need to be configured as two separate owners (and batches) just so you could report it on your 702 report.

What happens now

In version 4.x.x (and above), TTB bonds are tracked based on the physical location of the wine.  Typically, this means that the bond that gets used for a particular lot of wine will be based on which winery the vessel it is in is located at. So rather than changing owners when transferring wine between bonds, you just have to transfer the wine from a vessel located at one winery to a vessel located at another.  Details on moving a wine between facilities can be found here.  This makes bond tracking much closer to the real world movements of your wines that are taking place. The only real restriction that would be enforced now is if you have one lot of wine in barrel with some barrels at multiple bonded wineries, you would need to have a separate barrel group for the barrels at each physical location.  It is good practice to do this anyway, as you would typically be completing separate topping and other work orders for the barrels at the different locations.

So what do these changes mean?

Generally, you won’t have to change anything to start getting the benefit of the improved way VINx2 tracks your bonds.  The conversion from versions 3 to 4 will take care of most of the work for you.  But, if you have been using multiple copies of the same owner with different bonds, you can take steps to consolidate the owners in the system to represent the real ownership, rather than the ownership+bond combination that Version 3.x.x required.

One thing to note is if you have been using the different bond per owner to track multiple bonds at the same physical location (ignoring AP bonds for now, we’ll get to them in a bit) you could potentially end up needing to adjust the bond details after your version 3 to 4 conversion.  Depending on the reason you were tracking things this way, there will be a different solution, so rather than try and explain them all here, it would be best to contact VINx2 Support do we can help you work out the best option and help you update the system accordingly.

A special note on Alternating Proprietorship bonds

AP bonds are largely unaffected by this change, since they are designed to allow you to track a special sub-bond at the winery based on a special class of Owner owning that wine.  As such, you should not need to change anything with the way that AP bonds are tracked within VINx2.

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.

Topping without updating wine composition

Please note: this article explains how you can use vintrace to track topping without updating a wine’s composition; you should understand that using this method of tracking topping jobs could conflict with your government’s / region’s particular reporting requirements.  You will need to determine if you are allowed to track topping operations in this manner. Please consult with your Compliance officer or your state’s Alcohol control board.

While the multi-topping operation in vintrace helps streamline your topping work orders, there are some wineries that might not prefer to have the composition of the wine they are topping into updated as in some cases it will lead to tracking very small percentages that only have a negligible impact on their wines.

Rather than use the multi-topping operation, you can achieve a similar result by setting up a Topping treatment under Winery Setup – Treatments – Treatment (Product).  Set the name to “Topping” and check the “Wine/Juice” box (for the “Applies to” field):

Now, instead of using the multi-topping operation, you can record a topping as a treatment and select Topping from the treatment list.  This can be done for an individual barrel group, or you can create a work order for multiple barrel groups from a Product Search (search for the wines you want to top, highlight them then select “Work order” – “Treatment (Product)” from the options under the search form:

vintrace will then ask you which type of treatment you want to use for the work order.  Select Topping from the drop-down list then click OK.  This will create a work order with a topping job for each of the wines in your search.  Just complete the job like you would any other treatment operation in vintrace.

This will show up in the history for each of these wines as a Topping.  There are reports such as the Operation Throughput report that will also allow you to filter on the treatment type if you need to look at all wine lots that have been topped in a period.

The last step is depleting the level of wine in the tank / barrels / kegs that you used as topping material.  Here you just need to record an adjustment against the vessel, and select an appropriate loss reason (such as Evaporation, or a custom Topping reason).

One thing to consider from an accounting perspective here is that the cost related to the topping material will not flow through to the destination wine automatically.  You can either spread a topping cost across all your wines in barrel at the end of the month using our Overheads Console.  Another option could be to assign a nominal cost to the topping treatment which will move to the wines you are topping when the treatment is performed.

Topping your wines

Tracking your topping wine material and its allocation to wines in barrel and kegs can be a logistical headache. The answer is the Multi-topping operation which is designed to make this as painless as possible. It allows you to select a barrel group or individual keg, barrel or tank to use as your topping material to top as many wines as you like. You can access Multi-topping from the Operations menu, from the Product overview, using the Bulk wine search or when creating a Work Order/Cellar note.

Top from

Select the vessel containing the topping material here.

new-topping-faq-using-bg-as-source

If your vessel is contained within a barrel group you’ll need to select the barrel group itself and then use the checklist icon to select the individual vessel within the group. 

new-topping-faq-pick-from-bbls

Notice that the vessels you want to use as topping material are selected. Assuming that the selected barrels will be emptied, your screen should look like the right hand image.

What do you do if you aren’t using the entire contents of the selected vessels and there is a balance remaining?

This is a common question and you have two options here depending on what you want to do with the balance.

Leaving the balance in the original vessel. In this case you have a 15 gallon keg in your barrel group and you take out 10 gallons to use as topping material, leaving a 5 gallon balance in that keg.

If you prefer, you may break the keg out of the group before completing the topping use the individual keg itself as the selected vessel on the Top Into side of the form.

We have a small article on using the Break barrels function here. Follow this step and then come back to the Multi-Topping operation to perform the topping from the now split out keg or vessel.

 

 

Moving the balance to an empty or smaller vessel not already in the originating barrel group. If this is the case in your scenario you can simply select the full keg and then account for the balance on the Top Into side of the form.

You can use the Add line button to add a destination vessel and then after selecting the vessel code to leave the balance in, change the Topping mode to Increase volume by amount. You can then enter the balance remaining in the Transfer In field for that vessel. The net result is the Out amount on the Top from side of the form, minus any balance you have accounted for on the Top into side of the form will be the available amount to use for topping the other selected vessels. They should have their topping mode set to Record per-operation loss. See the screenshot below for an example.

Topping modes explained

As it’s eluded to in the above section the topping modes play a critical role in determining how the topping material is accounted for. Assuming your barrels in VINx2 are considered ‘full’ you would always have this mode set to Record pre-operation loss. What this does is takes the topping material, blends it with the Top Into wines and then writes that amount off – typically as an Evaporation loss. By selecting Increase volume by amount you are instruction the system to blend the topping material into Top Into wines like you would a normal transfer and this will increase their volumes (if already full overfilling them!). So be mindful of the topping mode you select and if any doubt contact us for assistance.

Topping using a search

One useful feature of the Multi-topping operation is the ability to run a Product search by clicking on the From search button. This will open the search window allowing you to quickly find wines In oak, perhaps with a particular Vintage, Color or Varietal. Then select these by individually clicking or using the All button before clicking Use at the bottom of the Product Search window.

A final word

Most day to day topping scenarios can be handled by the Multi-topping operation but if you are working with partial kegs, barrels or amounts and want to account for them individually it is best practice to use the Break barrels function first before then using that broken vessel as the Top Into vessel on the Multi-Topping operation.

HOWTO Enter a bulkwine intake

You enter new bulk wine coming into the winery using the bulk wine intake operation.

You can find this on the Operations Menu on the main screen or the Task Menu of the Cellar note writer if adding it to a work-order.

The Intake Screen has a Number of Tabs that need to be completed Note that if the wine was receive from another VINx2 user most of this information can be uploaded to the screen using the eBOL functionality. You can read more about that here

As with most screen on VINx2 not all the information is required to complete the operation and the system will tell you if any mandatory fields are missing when you go to save the job.

The Following information is entered on each of the Tabs

Delivery Details

Non of these fields are mandatory. Typically they are used for the following

Received from: Who you bought the wine from
Carrier: The company that tranported the wine
Connote: Consignement note number for the delivery
Truck no. The truck registration number
Driver name: Name of the driver
Seal no.: If a seal was put on the compartment its serial number
Compartment no.: The tanker compartment
CIP no.: The CIP number

The import file field is used if you have an eBOL to import.

Wine Details

On this screen you enter some basic details on the wine including the vessel it is to go in, batch and volume. If the wine is going directly into barrel or was delivered in barrel click the [+] next to the vessel to create the barrel group. It is recommend you have the barrels added before you start the intake.

Pre-Tirage

If the wine comes in Tiraged Sparkling customers can set the cages or bins the wine is in using the same functionally as the Tirage Operation.

Composition

IF you are lucky enough to have a simple 100% composition or all the block information for the wine you can enter each block and it’s percentage directly into the composition.

In most cases you will have a Percentage for Vintage, Varietals and Appelation (Region) and these percentages will be different. To Calculate the import composition click the Calculator button to enter the three variables making sure they each add up to 100%. Click OK and VINx2 will calculate the individual composition items for you.

Costing & Analysis

If you are running the Advanced Inventory module you can enter the Cost of the Bulk wine and the freight which will allow VINx2 to track the Bulk wines cost as it moves into blends.

US Customers must select the Tax state and Tax Class so that VINx2 can correctly report the bulk wine intake on your TTB compliance report.

If you have been given analysis information you can also enter them against the wine on this screen.

Additive Summary

Finally if you have been given the Rate of Addition of the wine you can enter this information on the Additive Summary tab. This is important as it tells VINx2 the starting point for additions. In time as you make your own additions to the wine VINx2 will use this base when calculating the total additions on wines you produce from this bulk wine.

How do I move wine between two of our wineries?

Quicksteps

If you have a multi-winery database and need to move wine between facilities, the best way would be to setup an “In transit” location that has several “Tanker” virtual tanks configured.

You can then write a transfer work order using a custom “Bulk Dispatch” Product Treatment and can also print a Bill of Lading (BOL) in order to hand to the truck driver/carrier.

The benefit of this approach is that you have visibility over your wines in-transit via the Tank map if you have configured it for you “In transit” location.

Important

As a first step you may want to ensure you are not logged in to a particular winery. Use Tools -> Switch winery and then select the [Reset…] option before clicking OK. This will ensure your view is not filtered by a particular winery. Once you’ve finished the setup steps below switch back to your original facility.

Setup an In-Transit location and several Tanker virtual tanks

Setup a new location for each Winery under Winery Setup -> Infrastructure -> Winery building. Assuming we have Winery A and Winery B setup within VINx2 we would need a separate in-transit location for each. A recommended naming convention would be Winery A – In Transit:

Ensure that you add the Building type of Tank farm for each of these locations and that the appropriate winery is configured.

Next establish your Tanker tanks. You can call these what you like but if you commonly reuse the same tanker trucks you may wish to number them as the actual tankers you are using. Setup new tanks under Winery Setup -> Vessels -> Tanks -> New tank

Ensure that you link this new tank to the appropriate In transit location. Setup as many tanker tanks as you need and do the same for any other facilities.

Setup a Dispatch Product Treatment

As you will be using the transfer functions to record a dispatch between facilities we strongly advise configuring a custom Product Treatment that indicates that the Transfer is a Bulk dispatch and has provision to capture additional information such as truck, driver, compartment and seal number information.

To setup this treatment go to Winery Setup -> Treatments -> Treatment (Product) -> New Treatment (Product)

In the above example we’ve called this a Dispatch – INTER WINERY and also created a new Product State called “In transit” to make searching for these wines based on state easier. We have also configured some addition information to be captured on the work order by entering some textual information in the Technical/Procedure field. You should only require one Product Treatment to be used across the two wineries.

Configure a new Cellar note indicator

We also strongly recommend that you configure a new Cellar note indicator to appear on your work orders for the inter winery dispatches. You can set this up under Winery Setup -> General -> System policy -> Cellar note indicators. In the example below we have a new one called DISPATCH (INTER)

Configure your tank map for the new locations

Follow the instructions here for configuring your tank map.

Writing a work order for the inter winery dispatch

You can now use one of the transfer operations for the bulk wine you wish to dispatch. In this case we’re writing a work order using the Transfer/Rack/Blend operation under Operations -> Transfers

Note that we have our new treatment selected and the tanker tank selected on the To side. On the cellar note writer we select the new Cellar note indicate that we’ve called “DISPATCH (INTER)”

Saving this note gives you a work order that looks like:

Printing a Bill of Lading

You may still print a Bill of Lading for this wine even though it’s not being dispatched using the traditional Bulk dispatch function. Locate the wine using the Quicksearch and use Actions -> Print Bill of Lading to prepare this document before the wine is dispatched.

Receival of the bulk wine at the destination facility

When the wine is received the facility can transfer the wine from the Tanker tank to the receival tank. It would be recommended for a copy of the original work order to be provided to the receiving winery or at least it’s work order number (located under the barcode and starting with TWL).

Note: If you are a USA VINx2 customer, assuming that the two wineries are far enough apart geographically that they have different bonds, you’ll also need to perform a “Change Batch” operation on the wine to move the wine into a new batch owned by the Owner linked to the destination winery’s bond.  This will ensure that the correct Transfer/Received in Bond entries appear on your 702 TTB report.

(The above note is no longer required for Version 4+ of VINx2.  All non-AP bonds are tracked by the physical location of the wine instead of the owner of the wine – You will just need to make sure your user account has permission to move wine between bonds).