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

Setting a sales order as tax exclusive or tax inclusive

This feature was added in vintrace Version 6.4.1

You can now set a sales order as tax inclusive or tax exclusive by setting a tax policy on the sales price list.

Go to Winery Setup – Sales – Sales Price List and create a price list.

Price list 1

In the create screen, enter the mandatory fields such as Code, Default tax rate, and Currency code. Then select the Tax policy for the price list. In the example below, we have selected Tax Inclusive. Save the price list.

Price list 2

Go to Accounts – Sales orders… and create a sales order. Select the price list you have created in the previous step and enter the stock item details.

When you hover your mouse over the Tax Amt column, you will see how much tax is included in the sales price. You can also see the inclusive taxes breakdown after the SUB TOTAL field.

Price list 3




Saving BOL (Bill of Lading) options as template

This feature was added in vintrace Version 6.3.1

Users may want to turn on/off the different BOL options for different scenarios such as dispatching bulk wine versus dispatching cased goods. You can now save these BOL settings as a template and have the option to set a default BOL template.

Options that would be saved are turning on/off different sections and
layout options, such as:

  • Show addition info
  • Show composition
  • Show analysis
  • Put each item on it’s own page

Saving the BOL settings as template

In the Bill of Lading declaration screen, set the options you want to have for your BOL. In the example below, we have selected all the metrics under Metric options, selected all the additives under Additive options, and ticked Put each item on it’s own page checkbox under Layout options.


Enter a name for your BOL template in the Save as field, then click on Save button.


After saving, the template name you have set will appear in the Select bill of lading template field. You can set this template as your default by clicking on the heart icon next to it.


Option to set the Operator as default from Operations/Inventory screen

This feature was added in vintrace Version 6.3.1

You can now set a default Operator for the current logged in user from the Operations/Inventory screen by clicking on the heart icon after you have selected an Operator.

Operator 1

The heart icon will then turn grey to indicate that this is your default operator for all the jobs.

Operator 2

You can also set the default operator from Winery Setup – Work-flow – Defaults – User tab – under Roles/Individual section – Operator.

Operator 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


Cellar note terminology change for Australia and New Zealand customers

This feature was added in vintrace Version 6.3.1

We hope you like the new Job Management changes in vintrace.

As part of these recent changes we wanted to take the opportunity to standardise some of the terminology differences that are present in vintrace based on the country/region your winery operates in.  One of the big terminology differences was in the use of the term “Cellar note” vs “Work order”.  As our customer base spread across the world, we realised that the term “Cellar note” had a different meaning in some regions which caused confusion amongst new and prospective vintrace customers.  For these regions, we opted for the more general term “Work order”.  This caused some problems with communications both on our support helpdesk as well as support emails and phone calls with customers where we would need to change terminology depending on who we were communicating with at the time and getting it wrong would often end in confusion.

As such, we have decided to bite the bullet and standardize the terminology to “Work order” to try and simplify our communications with customers as well as allowing us to focus on quality documentation rather than complicating it with different terminology based on where you were reading it from.

“Cellar note” terminology has been changed to “Work order” in the following areas in vintrace:

  • File – Work order from template
  • File – Work order from writer
  • Work order screen
  • Product Overview – New – New work order
  • Winery Setup – Templates – Work order templates
  • Job Calendar – Create event – New work order

Program blending report

This feature was added in vintrace Version 6.2.1

The Transaction Summary Report now includes an option to show lines where the program for a wine has changed. The report shows the amounts that have left one program and gone into another.

Report location: Winery Reports – Operations – Transaction Summary Report

Report 1

Select Summary/Filter by Program and tick on Include summary checkbox.

Report 2

The report will show you a breakdown of the programs and the amount that has left or entered for each program per transaction. It also summarises the In/Out amount per program.

Report 3

A new option to automatically assign operator to work orders (cellar notes)

This feature was added in vintrace Version 6.2.1

Work orders (cellar notes) will now be unassigned by default when you create them. To automatically assign an operator for a particular User when creating work orders (cellar notes), go to Winery Setup – Work-flow – Defaults – User tab and under Roles – Individual set the Operator you wish to assign. Please be sure to select the appropriate User at the top, this will default to your user account when logged in.

Autmatic assignment of operator

Note: When setting the default operator, the person needs to have the Operator role assigned in the address book.

Automatic assignment of operator 2


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.


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.


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.


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


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



Tracking estate wine moving between bonds (US only)

This feature was added in vintrace Version 6.1.4

Setting up an estate bond

To turn on estate wine tracking, go to Winery Setup – Infrastructure – Winery and select the winery where you want to set as an estate bond. Go to Bond tab, then select Estate BondYes.


Setting up an estate only program

Next, setup a program to be estate only by going to Winery Setup – Work-flow – Programs and select a program. Tick on Estate Only checkbox.


Setting up an estate only batch

Use the estate only program in a batch that you want to set as estate only. In the example below, I have create a batch called “EstateOnlyBond1” that is linked to the program “EstateOnly”.


Setting up an estate only wine

To create a wine that is estate only in vintrace, you need to perform an extraction operation where the destination vessel belongs to the winery that has the estate only bond set, and the destination batch is the estate only batch that was previously created.


Go to the Product Overview of the wine and click on the TTB information icon.


Click on Bond History link.


The Bond History screen will show you the names of the bonds that the product has visited. In the example below, it only visited the estate only bond, thus keeping its estate only wine status.


Any blend/transfer into an estate only wine from a non estate wine will trigger a validation message to warn users that the resulting product will no longer be an estate wine. In the example below, we are trying to blend a non-estate wine to an estate wine.


Upon saving the operation, you will get a validation message that the resulting product would no longer be an estate wine.


When you click on OK on the validation message, the blend will be successful. And then going into the Bond History of the resulting wine will show you that the wine has visited 2 bonds.