Linking packaging work orders to production jobs

This feature was added in Vintrace version 7.2.1

You can now link your packaging work orders to production jobs for easier production management. Click here for more information on production jobs.

This feature is only available in the Vintrace Enterprise package.

Scheduling packaging work order from production job

  1. Select Consoles > Production Job.
  2. Click the down arrow in the Actions column for the job for which to schedule a packaging work order and select Schedule bottling.Schedule 1
  3. Enter the quantity to produce and then click Schedule or Schedule all.Schedule 2
  4. On the Packaging screen, complete the required fields, and then click Add to work order.Schedule 3

To view the created packaging work order, go to the production job and click the Scheduled jobs tab.

Schedule 4

Schedule 5

Another way to schedule packaging from a production job is by clicking on the Create packaging jobs link from the Production Job screen.

Schedule 6

Linking a packaging work order to a production job

When scheduling a packaging work order, you have the option to link it to an existing production job by selecting the Link matching production job field. This links your packaging work order to a production job that matches the packaging stock item and the scheduled date of the work order.

In the example below, we have an existing production job named JX17CH48 singles production“that has a date duration of 1 Oct 2017 to 31 Oct 2017 and an expected stock item JX17CH48 750ml.

Packaging 1

We then create a packaging work order for the stock item JX17CH48 750ml with a scheduled date of 26 Oct 2017. Select the Link matching production job field, and then click Add to work order.

Packaging 2

In the Link this bottling to a production job? dialogue box, the matching production job is displayed. You have the option to either link to that production job or create a new one. In the example below, we have clicked Link to production job.

Packaging 4

When you view your scheduled packaging job, you can see the linked production job.

Packaging 5

Importing sales orders from third party POS or eCommerce systems into Vintrace

This feature was added in Vintrace version 7.2.1

You can now upload sales orders from a third party POS or eCommerce system into Vintrace so that vintrace can track the sales to deplete stock and calculate wine industry specific tax liabilities such as WET (Australia) and Excise (NZ)

To import sales orders:

  1. Select Accounts > Sales Orders.
  2. Click Import.Import SO 1
  3. In the Sales Order Importer screen, click Download Headers to download a copy of the CSV file format.
    Import SO 2

The CSV file will look like the one below.

Import SO 3

The CSV file will have the following columns (red columns are required while green columns mean Vintrace will use that column if present, if not, it will be deduced from other data provided):

  • Customer – the customer’s name.  A generic option such as walk-in should be created in Vintrace for POS sales where the customer could not be identified.
  • Sale type – Wholesale, Retail, Staff, Export, Distributor or Tasting/Own use (can be defaulted for POS / eCommerce to Retail if not supplied, although discounted staff sales do have a different WET liability so it’s important that these are sent through with a specific sale type if possible).
  • Price list – one of the price lists defined in Vintrace. This determines the WET tax liability for staff purchases, override revenue accounts per item and tax inclusive/exclusive rules (can be defaulted).
  • External reference – the internal sales order reference for the POS / eCommerce platform (helps auditability and used when other system can send refunds).
  • Invoice date – the invoice date. Date format is either dd/mm/yyyy or mm/dd/yyyy depending on locale.
  • Region – the sales region/categorization used for tracking.  If not provided it can be defaulted, or left blank.
  • Item code – the Vintrace item code (same as the Code field in the stock item import).
  • Unit price – the price for the item.
  • Qty – the number of items.
  • Discount – either a discount amount or percentage. If discounting based on a fixed amount the value is a number, without the dollar sign (eg 10.50 would be a $10.50).  If based on percentage, include the percentage sign (eg 10%).
  • Account – the revenue account (can be defaulted based on price list/item rules).
  • Tax rate – the tax rate to use (can be defaulted based on price list/item rules).
  • Fulfilled – a Y/N flag to indicate that the stock should be depleted within Vintrace (can be defaulted based on settings).

Below is an example of a CSV file to be imported into Vintrace. In this example, Sales type, Unit price, Account, and Tax rate were not provided for the Walkin customers. The data for these columns is deduced from the Price list or Item code provided.

Import SO 4

To import the file:

  1. In the Sales Order Importer screen, click on the upload a file icon.Import SO 5
  2. Click Browse to select the file to be uploaded and then click Upload.Import SO 6
  3. Click Import Sales Order.Import SO 7
  4. Click Continue.Import SO 8

The file is successfully imported.

Import SO 9

Vintrace creates one sales order (with multiple line items) for each combination of Customer, Sales type, Price list, and Invoice Date.

In the example provided, two sales orders are created.

Import SO 10

View each sales order to see the details of each line item from the uploaded file.

Import SO 11

Import SO 12

 

 

Configure beverage type for bulk products

This feature was added in Vintrace version 7.2.1

Users that use fruit or materials other than grapes can now create their own beverage type in Vintrace. There are 11 default types available.

New defaults

To create a new beverage type you need to create a base material for your beverage type. The base material is the main material used when producing the new beverage type such as grape, apple, honey, etc.

  1. Go to Winery Setup > Production > Base Materials and click New Base Materials.

    New bev type 1

  2. In the Name field on the Base material screen, enter a name for your base material.

    New bev type 2

    You can also enter the fruit name, pulp name, unfermented name, and fermented name for your base material. Depending on the state that your wine is in, Vintrace will show the first letter of the name in the icon for the product. For example, if you have a beverage type where the base material is Pineapple and it is fermented, the product icon will show for Pineapple.

  3. Click Save.

Now that you have created a base material you can create the new beverage type.

  1. Select Winery Setup > Production > Type and click New Type.
  2. In the Name field, enter the name of your beverage type.
  3. In the Base material field, select the base material you created in the above procedure.New bev type 3
  4. (optional) In the Color field, select a colour for the the icon of your new beverage type.New bev type 4

You can also create a varietal that will have your new beverage type.

  1. Select Winery Setup > Production > Varietal and click New Varietals.
  2. In the Name field, enter a name for the varietal.
  3. In the Default type field, select your new beverage type.

New bev type 5

You can now use the new type and varietal for bulk wine intake and other winery operations.

New bev type 6 New bev type 7

When you view the product in the Product Overview, the icon for Pineapple type has the colour that you previously selected and the letter which is the first letter the Pineapple Wine which is the fermented name of your your base material.

New bev type 8

 

 

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.

BOL 1

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

BOL 2

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.

BOL 3

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