How do I capitalise Expenses or other Asset costs to wines that are entered into Xero as invoices

This article assumes that you have already linked Vintrace and Xero and understand the basics of the accounting integration.

For example you are a wine producer that sends off your wine to a third party for bottling and they have sent you an invoice for the service, and you want to capitalise that cost into your bulk wine/bottled goods in vintrace.

Below is an example of the breakdown of the invoice that the third party company sent you for their bottling service:

Bottling setup fee – $1000
Bottling service charge –  $2000
Bottles – $120
Dividers – $80

This service wasn’t entered into Vintrace as a purchase order and was entered directly into Xero as an accounts payable invoice. The following procedure outlines how to capitalise that expense, should you wish, to your bulk wine or finished goods inventory.

Setup cost items

Firstly, you need to setup a cost item from Winery setup – Costing for each of the cost breakdown in the invoice and link them to the appropriate expense account in your general ledger.

Note: You can override the Default value ($) later on when you add the cost item to a bulk wine/bottled goods/packaging operation.

Cost 2

You can either add the cost items to the bulk wine or the stock item to capitalise them.

Adding costs to the stock item/bottled goods

You can add the costs to the stock item/bottled goods by going to Stock item overview – Actions – Add costs.

Cost 18jpg

Alternatively, you can do it by going to the Packaging operation screen then clicking on the Add cost button.

Cost 10

Add the cost items you have previously created then click on Save button.

Cost 11

When you go to the Costs tab in Stock Item Overview, you will see that the costs are added to the stock item that you are packaging.

Cost 12

When you perform the Accounts sync, you can see that your Bottling expenses account is credited while your Bottling goods asset account is debited for the total value of the bottling cost items you have entered.

Cost 13

This is how your manual journal will look like in Xero after you have synced.

Cost 17

 

Adding costs to the bulk wine

You can add the cost items to the bulk wine from Product Overview – Actions – Add costs.

Cost 3

Then add the cost items you have previously created to the bulk wine, then click on Save button.

Cost 4

When you go to the Costs tab in Product Overview, you will see that the costs are added to the bulk wine.

Cost 5

When you perform the Accounts sync, you can see that your Bottling expenses account is credited while your Work in progress account is debited for the total value of the bottling cost items you have entered.

Cost 6

This is how your manual journal will look like in Xero after you have synced.

Cost 16

 

Support for Admeo/Bio systems Y15 lab import format

This feature was added in vintrace Version 6.4.1

This FAQ will cover how to set up vintrace to import Admeo/Bio systems Y15 machine  results from their CSV outputs.

This post should be read in conjunction with the more general post on requesting, exporting and importing lab results.

If you are using alternative metric names in vintrace as compared to the column headers output by your Admeo/Bio systems Y15 you will need to read the following section, otherwise skip ahead to requesting/importing results.

Alternatively you can adjust the metric names on the computer connected to your Admeo/Bio systems Y15 machine or modify the resulting CSV export/report manually.

Mapping metric names between Admeo/Bio systems Y15 to vintrace

Open the Address Book and add a new Organization for Admeo/Bio systems Y15 by clicking Add – Organization.

Import 0.1

Assign the Laboratory Role then click Edit to bring up the options to Configure Laboratory Settings.

Import 1

Click on Configure Metric Names. On the left side are your metrics in the system, the right side Admeo/Bio systems Y15 names for those metrics.  When you are done mapping metrics click the OK button to save them.

Import 2

If your metric names differ from Foss names you can map them here.  We recommend that you configure your Lab with the appropriate metric mappings so that the column names from the Admeo/Bio systems Y15 export file match your metric names in vintrace.

Requesting Analysis

Now when you make analysis requests within vintrace you can select Admeo/Bio systems Y15 as your lab.

You may request Lab work can from any single wine from the Product Overview screen by selecting Actions – Print Lab Label.

Import 4

To request analysis on multiple wines select them from the Bulk wine search, click on Lab Work.

Import 6

Select Admeo/Bio systems Y15 as the Laboratory from the drop down, select the appropriate Analysis Template; check (tick) the box next to Print Labels, then click OK.

Import 5

The Lab ID that is generated will need to enter into the Admeo/Bio system Y15 as the Sample ID, will be the barcode (if using a barcode scanner) or “AT” number.

Import 7

 

Once the analysis is complete you can export the report from the Admeo/Bio system Y15 software as a CSV.

Import 9

To upload the results into vintrace, open the Lab Console.  On the bottom left of the window, there is an Import format box, select Admeo/Bio system Y15 from the drop down.

Import 8

Next select Choose File to browse for the report you wish to import then click Load from File.

Import 10

The completed analysis will automatically be imported into vintrace. Double check the values to ensure they are correct.

Import 11

Once the results have been uploaded, there are three actions available:

  • You can View the analysis
  • Update to temporarily save the analysis without confirming them or saving them against the wine so you can perform other operations first
  • Confirm the analysis to save it against the wine.

Reprinting lab labels in bulk

This feature was added in vintrace Version 6.4.1

You can now reprint lab labels in bulk from the Lab Console by clicking on Print labels or Print all matching labels in the dropdown menu on the bottom of the screen.

Print labels option prints all the lab labels of the jobs in the current page while Print all matching labels prints all the lab labels of all the jobs in all the pages.

Print 1

You can also print the lab label per job by clicking on the dropdown menu on each of the job then click on Print labels.

Print 2

Another way to bulk print lab labels is by going into Consoles – Job management, select the work orders from which you want to print the lab labels, click on Actions – Print labels.

Print 3

Custom Booking view policy

This feature was added in vintrace Version 6.3.1

Users can now set their own booking view policy to customise what columns they want to see in the Fruit Intake Console.

Creating a booking view policy

To create a booking view policy, go to Winery Setup – Production – Booking View Policy. Click on New Booking view policy… button.

New booking 1

Enter the name you want to set for the booking view policy.

New booking 2

There are default columns that are already selected. You can remove the default columns or you can add more columns to the booking view policy.

New booking 3

In the example below, we have added Scales/Bin column by selecting it from the Column dropdown menu.

New booking 4

The Scales/Bin column is then added to the list of columns. Click on Save button.

New booking 5

Setting the default booking view policy a user

Go to Winery Setup – Work-flow – Defaults – User tab.

Set the policy 1

Select the user on top and in Booking View Policy field, select the policy for the user. Click on Apply button to save the changes.

Set the policy 2

When the user goes to the Fruit Intake Console, the booking view policy is already set. You can see that the Scales/Bin column has been added.

Set the policy 3a

You can also update the columns in the selected booking policy by clicking on the spanner/wrench icon on the upper right corner.

Set the policy 3

Click on Change columns.

Set the policy 4

The default booking policy selected for the user is shown. You can update the columns for the booking policy here.

Set the policy 5

 

Stock adjustment reason to be able to specify a cost item

This feature was added in vintrace Version 6.1.5

You can now define which cost item gets used in an adjustment reason when performing adjustments on stock so the costs end up in the correct GL account.

Firstly, you need to define the cost item you want to link to the adjustment reason by going into Winery Setup – Costing – Cost items and click on New Cost item button.

adjustment-cost-0-1

Create the cost item for your adjustment reason by entering all the required data such as Code, Name, Default value, Cost type, Price per, and Account you want to link to this cost item. Then click on Save.

adjustment-cost-0-2

Next, link the cost item to the adjustment reason by going into Winery Setup – Manufacturing – Adjustment reason and select the adjustment reason where you want to link the cost to.

adjustment-cost-1

Select the cost item you have created for the adjustment reason.

adjustment-cost-2

Every time you use that adjustment reason, the cost will go to the correct GL account.

adjustment-cost-3

adjustment-cost-4

How do I create a trial blend?

Trial Blends can be a valuable tool for the winemaking team. It will never be a replacement for a winemaker’s taste buds, but it can assist creating, tuning blends to be used for bottling. It is available for the Professional and Enterprise subscriptions.

The Accounting Department will love this tool as well because of the ability to see the economics of blending.

The create a new Trial Blend, head into Consoles – Trial Blend.

Trial Blend - create new

When the console opens you will see all existing trial blends; click the Add new button at the lower left corner.

Trial Blend - filled in

  • Name: give your trial blend a name; in this case, we’re putting together the final blend for our 2015 Cabernet Sauvignon. You may use the magic wand if you have an auto-code for wines batches set in Winery Setup.
  • Description: Give a brief description about this trial blend, such as “Trial#1 for 2015 CS final blend”.
  • Owner: Will enter the default owner; if the owner is different, use the red X and look up the correct owner.
  • Year: Will default to your default vintage in your Winery Setup; you may change it to reflect the vintage year for the final wine.
  • Trial Blend Components: You may either look up the wines that will go into the blend using the Search button or Add a line. If you will be entering manually, you may enter either the vessel or batch name (vessel could be a better choice if your batch is split up into individual vessels). Unless you will be using all of a barrel group, you should break out only those barrels you are planning to use prior to starting the trial blend.
    • Composing your blend via % vs gallons: You may enter either the % for a particular batch (this is most relevant if you are blending to a formula for vintage, variety, AVA, sub-AVA, single vineyard, etc., designations on your packaged product). When you click the calculator button, the gallons will be added.
    • Or you may enter the exact gallons you want to use; when you click the calculator button, the % of each component will be added to the screen.

Before saving or placing your trial blend on a work order, double check your entries. You may also want to use the Show charts link to verify vintage, variety, AVA, Sub-AVA, vineyard, etc.Trial Blend - charts

When you are satisfied, you may either save or use the Scheduling mode button in the lower left to place this trial blend on a work order.

Setting default number of results per page for Lab Console

This feature was added in vintrace Version 6.1.3

You can now set how many lab results will appear per page in Lab Console. By default, the number of results per page is set to 50.

Go to Consoles – Lab.

default-size

You can change the number of results per page by typing your desired setting in the results per page text box then clicking on the heart icon. In the example below, we entered 20 and then click on the heart icon.

change-size-1

So next time you hit on Search button, the number of results per page will be set to 20. Please note that any actions such as exporting the results to CSV/PDF, updating, confirming, or reversing the lab results will only be applied to the current page you are viewing.

change-size-4

Another way to change the number results per page for a specific user is by going into Winery Setup – Work-flow – Defaults – User tab. Go to Lab Console Settings section. Then change the Records per page field to your desired number of results per page. Then click on Apply button.

change-size-3jpg

Topping operation with a barrel group on the source side

This feature was added in vintrace Version 6.1.1

In countries outside of USA, a Work Order is referred to as a Cellar Note. In keeping with regional terminology differences, please substitute Work Order for Cellar Note below.

This example will show you how to schedule a topping operation to instruct a cellar hand to use specific barrels in the group and then complete the operation from vintrace. Firstly, we will create a work order for a topping operation where the topping material is in a barrel group.

Go to File – Work order from writer to bring up the work order writer. Click on Add job and select Multi topping.

Add job

This will bring up the Multi topping operation screen. Select a barrel group in the vessel field of Top From section then click on the barrel config icon.

Topping 2

In the Barrel group list screen, select the barrel you want the cellar hand to use as the topping material and then click on Ok button. The selected barrel is highlighted yellow in the screen and will show up in the printed work order.

Topping 3

Click on Add to work order to add the job and then save the work order.

Topping 4

Let us assume that the job has been performed by the cellar hand, so we go into vintrace and complete the operation. Bring up the work order for the topping either by using the barrel scanner to scan the barcode on the work order or typing the TWL number into the barcode entry. In the example below, we have clicked on the barcode icon and entered the TWL number into the barcode entry field.

Topping 5

Click on Complete button on the work order.

Complete 2

Click on the barrel config icon beside the barrel group in the Top From section.

Topping 7

This will bring up the Barrel group list screen, and the barrel that was selected as topping material during scheduling is highlighted in yellow.

Topping 8

Let us assume that a quarter of the barrel was used as topping material, so we want to set the new volume of the barrel that was used for topping to three quarters.

Firstly, you need to select Work out volume from Barrel details option. In this mode, you can specify the fill status (Full, Three quarters, Half, Quarter) of each individual barrel at the end of the topping job.

Topping 9

Next, since a quarter of the barrel was used, set remaining volume in the barrel by setting the the Fill state of the selected barrel to Three quarters (this will be the status of the barrel at the end of the topping operation).

Topping 10

After setting the Fill status of the barrel to Three quarters, the Volume out is updated automatically to 15 gal (quarter of the barrel’s current volume). Click on Ok button to save.

Topping 11

In the multi topping operation screen, the Out (gal) is set to 15. Click on Apportion Out(gal) button to apportion the volume out among all the barrel groups to be topped. Then click on Now+Save button to complete the operation.

Topping 12

ETS lab tests for mapping to vintrace metrics

To assist you in matching your metrics with ETS for either direct download from their website or importation of their csv file, we are providing tables from which you may copy and paste into the metric mapping dialog box.

The following table represents the most commonly requested ETS analyses:

alcohol at 60F
Allergen-Egg
Allergen-Milk
ammonia
apparent alcohol (at 60F)
basic juice profile
Botrytis Panel
bottled sterility - bacteria only
bottled sterility - yeast and bacteria
brix
Brix (Balling) - densitometer
carbon dioxide
chemistry panel
citric acid
color profile
conductivity test-Davis
copper (AA)
cork sterility (Rankine)
density
dissolved oxygen
ethanol at 20C
ethanol at 20C (GC)
ethylphenols
European Community Export Certificate
fining trial (Pocock & Waters) - control
free sulfur dioxide
glucose + fructose
heat stability (Pocock & Waters)
Japan export analyses
juice yeast culture
L-lactic acid
L-malic acid
pH
potassium
residual sugar
'Scorpion' Juice Bacteria Panel
'Scorpion' Juice Panel
'Scorpion' Juice Yeast Panel
'Scorpion' Wine Bacteria Panel
'Scorpion' Wine Panel
'Scorpion' Wine Yeast Panel
'Smoke Taint' panel
'Smoke Taint' panel- berry sample
specific gravity
tartaric acid
titratable acidity
total acidity
total acidity (as acetic acid)
total sulfur dioxide
turbidity (turbidimeter)
volatile acidity (acetic acid)
volatile acidity(acetic)
wine bacteria culture

 

These metrics can be used for either the direct connection to ETS via the web or for the downloadable csv file.

Please note that this list is subject to change by ETS without prior notice.

For more information on the analyses available from ETS for mapping against your own metrics, please visit https://www.etslabs.com/analyses

Sort analysis export using an analysis template

This feature was added in vintrace version 5.2.3

This feature allows you to select an analysis template to be used to sort the metrics when you export the CSV or PDF from Lab Console, generate the Analysis data export, or generate the Lab job worksheet. You also have the option to exclude metrics not on the selected analysis sort template and to include columns for metrics in the sort template even if there are no requests present.

Using analysis sort template in Lab Console

Firstly, you need to request lab work for some wines you want to run through the lab. Please refer to this post on how to request, export, and import lab jobs.

For our example below, we have requested a lab sample with the following metrics selected: Alcohol, Amino, and Baume.

Lab request

Go to ConsoleLab Console. You can see the lab work you have requested with the three metrics Alcohol, Amino, and Baume.

lab console advanced report options 6

Let’s say you want to export the lab request to a CSV file but you want the metrics to be sorted according to an analysis template that you already have. For this example we have an analysis template, ‘Brix and Alcohol’ where Brix is listed first then Alcohol.

Analysis template

Click on the menu icon beside the CSV button on the lower part of the Lab Console screen.

Lab console advanced report options

In Analysis Sort Template field, click on the magnifying glass icon to search for the analysis template you want to use. In the example below, we have selected ‘Brix and Alcohol’ analysis template, which lists the Brix first then the Alcohol metric.

Lab console advanced report options 2

We also ticked the Exclude metrics not on the selected analysis sort template and Include columns for metrics in the sort template even if there are no requests present checkboxes. Then click on Save button to save the selection. You can also click on the heart icon beside the options so that vintrace will remember your selection.

Lab console advanced report options 3

Click on CSV button to generate the CSV output.

Lab console advanced report options 4

In the CSV output, the metrics are sorted according to how the metrics appear in the Brix and Alcohol analysis template, where Brix is listed first. Amino and Baume is not in the CSV since we have Exclude metrics not on the selected analysis sort template and Include columns for metrics in the sort template even if there are no requests present option selected. Brix is included in the CSV output even though there was no lab request for it because we have selected the Include columns for metrics in the sort template even if there are no requests present option.

Lab console CSV output

Using analysis sort template in Lab job worksheet

Go to Winery Reports – Product analysis – Lab job worksheet. We want to see the lab work requested in the previous section. Under Metrics, select Alcohol, Amino, and Baume.

Lab job worksheet 1

In the Advanced Report Options – Analysis Sort Template, select ‘Brix and Alcohol’. Let’s assume we want to see all the metrics requested plus any metrics that are in the analysis template even though there are no requests for it, so tick on Include columns for metrics in the sort template even if there are no requests present checkbox.

Lab job worksheet 2

Click on Generate button.

Lab job workshee 3t

In the generated results, the metrics is sorted in the following order: Brix, Alcohol, Amino, and Baume. If there are metrics included that are not in the analysis template, it will be added to the end of the list. In this case, Amino and Baume are added after Brix and Alcohol.

Lab job worksheet results

Using analysis sort template in Analysis data export

Go to Winery Reports – Product analysis – Analysis data export. Assuming that the lab requests from the previous sections have been completed and we want to export the analysis data and sort the metrics according to the ‘Brix and Alcohol’ analysis template. In Advanced Report Options, select ‘Brix and Alcohol’ in the Analysis Sort Template. Then click on Generate button.

Analysis data export

In the CSV output, the metrics are sorted in the following order: Alcohol, Amino, and Baume. Brix is not included in the output since we did not have the Include columns for metrics in the sort template even if there are no requests present option selected

Analysis data export output.