New Vendor Prices tab in Stock Item Overview

This feature was added in vintrace Version 6.1.1

The new Vendor Prices tab in Stock Item Overview shows a list of the different vendors that supply the stock item, and their current price (based on your most recent purchase order with them). You can add a vendor, update price information, and if you set a vendor as preferred, they will be selected by default when generating a purchase order for this item.

Vendor prices tab 1

Adding a new vendor

To add a new vendor to a stock item and the corresponding price, click on Add Price button.

Add price 1

Select the vendor and input the price. Then click on Save button.

Add price 2

The vendor and price is added to the list.

Add price 3

Setting a preferred vendor

To set a preferred vendor, click on the radio button on the vendor you want to set as preferred.

Preferred vendor 1

Once you set a vendor as preferred, they will be selected by default when generating a purchase order for this item.

Preferred vendor 2

Viewing the price history for each vendor

You can see the price history which shows the list of purchase orders created for the stock item for each vendor by clicking on the History link.

Vendor price history 1

This shows you the list of purchase orders for that stock item and the date that they were created. By default, this only shows the purchase orders for the current month. You can view the older history by changing the From date filter.

Vendor price history 2

Show committed and available stock in inventory reports

This feature was added in VINX2 Version 5.1.4

There are two new fields added to the inventory reports to show committed and available stock levels:

  • Committed – quantities that are committed from Sales Orders and scheduled Stock Dispatch Operations
  • On order – quantities that are committed from Purchase Orders and scheduled Stock Receival Operations

Please refer to this article to learn more about how Sales Orders and Purchase Orders influence stock commitments.

The new fields are available in the following inventory reports:

  • Inventory Stock Report (CSV)
    This report can be generated from Winery Reports – Inventory.
    Available quantity has also been added to this report.Inventory Stock Report
  • Stock on Hand (Wine)
    This report can be generated from Inventory – Search then click on Reports button.Stock on Hand Wine
  • Task Summary report in Stock Item Overview
    This report can be generated by going into the Stock Item Overview of a stock item, then click on Reports button.Task Summary report

Sales Orders and Purchase Orders and their influence on stock commitment

This feature was added in VINX2 Version 5.1.4

This new feature allows Sales Orders and Purchase Orders to influence stock commitment levels. You will now be able to see how much stock you have available and stock that may already be committed through Sales and Purchase Orders so you can make ordering or bottling decisions.

Sales Orders

To see how Sales Orders affect stock commitments in VINx2, first you need to create a Sales Order. In this example, a Sales Order for a stock item “11GCZIN-STOCK” is created with quantity ordered of 100 and this stock item does not have any stock available.

11GCZIN before SO

Sales order for 11GCZIN

Upon saving the Sales Order, you will receive a warning message that you are overcommitting the stock item with details such as the quantity ordered and the available quantity. This warning will be shown every time you attempt to save a Sales Order whereby the Ordered quantity is greater than the Available quantity for the stock item.

Sales order overcommitment warning 11GCZIN

Click on the OK button. And then navigate to the Stock Item Overview – Distribution tab of the stock item. You will now see a Committed value of 100.

11GCZIN after SO

In the Tasks tab of the Stock Item Overview, you will see that an entry has been created for the Sales Order with a Committed quantity of 100.

11GCZIN Tasks tab after SO

You will also be able to see the updated stock commitment from the routing information of the stock item when you perform stock dispatch.

11GCZIN route info

Purchase Orders

Purchase Orders also affect stock commitment levels as well. To demonstrate this, create a Purchase Order. In this example, a Purchase Order with quantity 100 is created for stock item “12PG”, which currently does not have any stock available.

12PG before PO

12PG PO

To check how the Purchase Order influenced the stock commitment for stock item “12PG”, go back to the Distribution tab from Stock Item Overview. There is now an On Order quantity of 100.

12 PG Distribution after PO

In the Tasks tab, you will see an entry is created for the Purchase Order with On Order quantity of 100. A total of 100 Purchase Commitments is shown (a negative value implies stock inbound or to be manufactured).

12 PG Tasks after PO

The same stock On Order quantity can also be seen in the route information when you perform a Stock Receival operation.

12PG Route info

 

 

 

 

 

How to enter a stock count (stocktake) for inventory other than bulk wine

In the US, stock count is also referred to as taking physical inventory.

It’s important to understand the basics around the stock count process before attempting to enter a stock count into VINx2.

When a grocery store does a stock count they lock the doors to ensure no customers come in the front door and no suppliers come in the back door while the count is being done. Obviously this is to ensure your count is true and accurate.

Of course a winery may never close, particularly over harvest, which makes taking a stock count more difficult, but not impossible.

That above analogy applies equally to VINx2 but the customers and suppliers are represented by:

  • Open dispatch work orders
  • Open receival work orders
  • Open bottling work orders
  • Open addition work orders

Essentially any outstanding work order that impacts inventory will need to be completed in the cellar but not necessarily entered into VINx2 before the stock count is physically taken.

To understand what that means let’s look at the recommended steps to achieve an accurate stock count:

  1. Notify all staff of the date of the stock count identifying a timeframe that inventory being counted should not be physically used
  2. On the day of the stock count either (1) ensure all physically completed work orders are completed in VINx2 before the stock count or (2) put all phyically completed work orders to one side to be entered after the stock count is physically taken but before the numbers are entered into VINx2
  3. Take your physical inventory
  4. Depending on which option you chose in step 2 will dictate whether or not you enter your stock count numbers into VINx2 first or you complete your outstanding work orders

Work orders that have been written but not physically completed in the cellar should be put to one side until after the above process is completed.

How to print a stock count sheet in VINx2

This is done via the Inventory menu and then Search

Locate the inventory stock you wish to count by entering the search criteria and clicking Search. Once you have that stock in view select Reports and then Stocktake (Enhanced).

You can print this as a stock count work order for your staff to complete.

How to enter stock count adjustments

To enter your adjustments follow the same steps as above to get back to Inventory -> Search. Run the same search criteria to again list the stock. This time you’ll need to click on the Enter stocktake button.

Tip: you can use the Save search as option to remember searches in between creating your stock count sheet and then having to re-enter it. This way you don’t have to remember the exact criteria before and after printing the sheet.

The adjustment window gives you the ability to enter the physical count amounts into the Actual field. Just tab through these entering each one or use the Red cross on the right to remove a line you do not want to adjust.

The default adjustment reason will be set to STOCKTAKE but you can override this if you wish. Saving this screen will update the stock levels as of the date selected at the top.

 

 

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 to correct the details on an inventory dispatch

You can correct the details of an inventory dispatch by finding the dispatch operation and using the correct button. The following example shows you how to correct the ‘Dispatch To’ details on the dispatch.

First locate the Dispatch in the Dispatch search. Click File -> Search -> Dispatch search then use the filters to locate the dispatch you want to change. If you know the dispatch number clearing the dates (click on the red x icon) and entering the dispatch number would be the quickest way.

Once you find your the dispatch click on it and then click the View/edit stock button on the list of options that appear.

On the stock item detail screen click the History tab and then select the dispatch entry you want to change. You should be able to identify this one from the date.

When the details of the dispatch are up on screen click the correct button down the bottom left of the form. This will then allow you to correct the details you want to change. To correct the dispatch to click the reset button next to the current entry which will then allow you to search for the new entry.

When the new entry is selected type in your reason for correction in the field at the bottom left and then hit the save button. (Note be careful not to hit Now + Save as this may update the date of dispatch which you may not want to do)

You can then print a new BOL with the correct details on it.

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.

Managing commited stock and stock allocation in VINx2

 

This post has now been superseded by Version 3 of VINx2 which provides this support natively.

In a future release VINx2 will support a more automated approach to allocating stock to specific scheduled work and allocations of finished goods to particular clients or markets. In the interim you may consider this rudimentary approach to achieving this using a feature already available to you.

All inventory in VINx2 whether it be dry-goods or finished products have Distributions that represent the current locations of that stock. If you’ve used any of the inventory functions you will be well aware of the following screen we call the Routing window:

In this window you see the current distribution of the 12 pack stock item 10CASE in area Storage 2 and with two separate bottling run numbers as lots. In the above screenshot I’ve highlighted the Bin field. This field is an arbitrary free text reference field that can be used to differentiate between stock in different areas and/or lots.

Where you wish to allocate stock outside of the general pool of stock available to a particular client we suggest you decide on a shorthand code convention for your clients and use that as a reference in the Bin field. You can simply then use the Inventory -> Move function to place the stock in that allocation. As an example, we wish to allocate 6 cases of our 10CASE stock to JA Vineyards. We’ll give that client a short code of JAV and now use the move function.

Using Inventory -> Move we select the Stock item and enter a quantity of 6. On the Route from we select the current general pool of stock and click Ok.

Next on the Route to we select the same distribution from the table of stock but importantly enter our shorthand code JAV into the Bin field.

This keeps the stock in Storage 2 and the lot 123456 but also adds the discriminator JAV to the distribution. Looking at the stock item distributions in more detail shows us how this is represented:

Our stock is now split between three distributions with one of those flagged as being allocated to JA Vineyards by the Bin field entry of JAV. Using the Inventory -> Search function you can search for all stock that’s been allocated to a particular client by searching using the Bin field.

Committing dry-good stock

In a similar process to the above allocations of finished products you can commit/reserve dry-good stock for bottling or manufacture jobs that you wish to schedule.

Using the Inventory -> Move function again, take the quantity of stock you wish to reserve and move it to a location that includes the job number or your own reference in the Bin field. For example, let’s assume we’ve got our own run number for a bottling of BTL1234 and we want to reserve the required stock using this reference. Locate the dry-good components and move them to this distribution.

As you can see above we’re moving the Glass to the distribution with a reference of BTL1234. And when it comes time to record the bottling we can, on either the Packaging or Manufacture functions, select this distribution to draw down the stock from.

Again the Inventory -> Search function can then be used to quickly see which stock is allocated to which jobs or clients.