View unsynchronized Sales Orders and Purchase Orders from Accounts Sync console

This feature was added in VINX2 Version 5.1.4

For customers that have an accounting package linked to VINx2, you now have the option to click and bring up the Sales Orders console and Purchase Orders console with the list of unsynchronized Sales Orders and Purchase Orders from Accounts Sync console.

Navigate to Accounts – Accounts sync, and then click on Preview button.

Accounts Sync console

Under Sales Summary and Purchases Summary, a link is available for you to click on which will bring up the Sales Order console and Purchase Order console respectively.

Accounts sync with links

Clicking on the Sales Orders link will bring up the Sales Orders console with a list of unsynchronized Sales Orders that were invoiced after the last sync date up to the current date.

Unsynced Sales Orders

Clicking on the Purchase Orders link will bring up the Purchase Orders console with a list of unsynchronized Purchase Orders that were created after the last sync date up to the current date.

Unsynced Purchase Orders

How VINX2 determines journal entries to post to your General Ledger

For VINX2 to determine a journal entry between two Accounts is required and then post this to your General Ledger, both Accounts in any transaction must be Syncable. See this post regarding Account configuration.

VINX2 will post journal entries to your accounting package when you run the Accounts Sync console to tally up all the transactions since last running the Accounts Sync. It is important to realise that each individual transaction is not automatically synced to your General Ledger, rather, this is tallied and synced in bulk. This gives you a chance to review the journals before posting them to your General Ledger.

By default VINX2 sets the Syncable flag automatically depending on the Type of account. For example, Asset, Work in Progress and Cost of Goods sold accounts have this option enabled. Only alter this option if you understand the implications of doing so or are under direction by VINX2 support.

To understand how Syncable works let’s look at an example. Let’s assume you have purchased Chemical supplies to the value of $100 and received these into VINX2. Your Chemical Asset account is credited $100 from the purchase. You use all this chemical ton your wines transferring that $100 value from the Chemical Asset Account to the Bulk Wine in Progress Account. In accounting terms this debits the Chemical Asset Account and credits the Bulk Wine in Progress account for $100.

At the end of the month you run Accounts sync from the Accounts – Accounts sync console. VINX2 inspects all transactions since the last sync was performed and identifies only those where both Accounts involved have the Syncable option enabled. The Accounts Sync then tallies all these transactions as a basis for the journals it provides you via the Preview function.

In the above example if your Chemical asset account was not Syncable VINX2 would not include the $100 transaction mentioned above in the tally for the journal between the Chemical Asset Account to the Bulk Wine in Progress Account.

Direct versus Indirect Costing on an Account

This article is relevant for those users that have the Accounts link function enabled with their general ledger accounting package such as Xero.

When setting up your Accounts in vintrace you have the choice of Cost method as either Direct or Indirect. If you are unsure it is best to leave the Cost method as Direct.

Direct

Generally, in wine production, as in all manufacturing industries, you’re costs can be classified as direct or indirect. Direct costs are those inputs directly attributable to a particular lot of wine and may include:

  • Fruit
  • Bulk wine
  • Direct employee labour
  • Bottling materials and dry-goods
  • Chemicals and additions
  • Freight as it relates to sourcing
  • Third party lab work

Indirect costs can’t be attributed to a particular wine and include general overheads such as:

  • Utilities
  • Employee benefits
  • Purchasing costs
  • Handling and Storage
  • Depreciation
  • Rent
  • Taxes and Insurance
  • Chemicals and additions
  • Freight

You’ll notice that some types of cost appear on both the example list for Direct and Indirect. It’s important for you to make a distinction on how you want these handled in vintrace and we do that by setting the Cost method on the Account.

Direct cost

An Account should be set to the Direct cost method if you want the underlying expense or asset to Directly journal to your Work in Progress accounts. For example, you should use the Direct costing method for purchases of Chemicals where the Chemical account is an Asset and you want the cost of each chemical addition to DIRECTLY transfer to each lot of wine at the time the addition is made. The journal implication is a movement from your Chemical asset account to your Bulk Wine Work In Progress account at the time of addition. This is the default and most common option.

Direct 2

Indirect cost

An Account should be set to the Indirect cost method for the purpose of apportioning costs across your products using the Cost allocation console. For example, if you do not want to track Chemical purchases in an asset account and expense them instead set the cost method to Indirect. The assumption is that you will either expense these costs and if you choose apportion them across your products in bulk using the Cost allocation console at a time of your choosing.

Indirect 2

 

Managing purchase orders

You can create and manage purchase orders in your winery for dry goods and general goods with vintrace.

To create/edit a new Purchase Order navigate to Winery Setup – Procurement – Purchase order.

The search form has some notable features. At the top are various search fields, which can be cleared with the Reset button.

PO 1

Just below that is the multi-select action bar. With a select all/none checkbox and a menu button to select a operation to perform on all selected Purchase Orders.

PO 3

In the table of purchase orders, each one has a checkbox next to them for the multi-select options. They also have their own individual option menu button. Clicking on the Options button would allow you to make the following operations against the purchase order: Stock receival, Bulk intake, Sync to Xero (if accounting integration is enabled), Copy, Email, Print, and Delete.

PO 4

PO 5

  1. PO# – the purchase order number, you can assign your own Purchase Order number or let vintrace generate one for you by configuring and Auto Code policy under Winery Setup – Work-flow – Auto code.
  2. Vendor – vendor/supplier name
  3. Deliver by – delivery date of the purchase order, defaults to the current date.
  4. State – is the stage the purchase order is at. The flow of states is usually New – Approved.
  5. Fulfillment – fulfillment status of the sales order: Not fulfilled, Part fulfilled, Fulfilled, Over fulfilled.
  6. Ext tax code – tax rate linked to Xero (if accounting integration is enabled).
  7. Tax policy – indicates whether the items listed are Tax Inclusive or Tax Exlcusive in terms of the price entered.
  8. Types – purchase order types: Stock, Bulk, General, Barrel, Adhoc.
  9. Their code – the vendor reorder code of the stock item.
  10. Account – the Asset account that the stock item is linked to.
  11. Stock receival – performs a stock receival against the purchase order for stock items.
  12. Bulk intake – performs a bulk intake against the purchase order for bulk wines.
  13. Save and email – saves the purchase order and emails to recipients.
  14. Save and Print – saves the purchase order and prints it in PDF that you can email off to your supplier.
  15. Sync to Xero – synchronises the purchase order to Xero (if accounting integration is enabled).

 

Accounting Package Integration

These Purchase Orders can be linked in real time with accounting packages such as Xero so that an accounts payable draft invoice is created as a placeholder for the actual invoice to arrive from the supplier. Please see this article on configuring Xero integration and this article for more information on synchronising purchase orders with Xero.

To do this click the Sync button on the Purchase Order or you can click on the Sync to Xero checkbox upon saving your Purchase order.

PO 6

If the sync was successful, you should have a link within the purchase order to jump to the bill in you accounting package.

PO 7

PO 8

How to link vintrace and Xero

Steps for Xero.
You will first need to get someone with access to Xero within your winery to follow these steps.

1) Go to the URL https://api.xero.com/Application/Add and then login with your Xero credentials. You will be presented with a screen that looks very similar to the below.

Link 1

2) Select Private for the type of application question.

3) Enter “Vintrace Winery Software” as the Application Name and then select your Xero database instance.

4) Paste the following key exactly as it appears into the X509 Public Key Certificate text box (alternatively download the certificate from here and upload using that option)

 

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MIIDojCCAwugAwIBAgIJAIKI99k4Waz5MA0GCSqGSIb3DQEBBQUAMIGTMQswCQYD
VQQGEwJBVTERMA8GA1UECBMIVmljdG9yaWExEjAQBgNVBAcTCU1lbGJvdXJuZTEe
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Kw8dxlDdzsEp2WMC+J/CawaD1sppEg==
-----END CERTIFICATE-----

5) Click Save.

You will then be presented with new OAuth credentials.

Link 2

To then configure this in your vintrace system database and test the connection, you will need to record the Consumer Key and Consumer Secret, which will be used in the steps below for vintrace.

Steps for vintrace.
From the Winery Setup, click General – System Policy and under the General Settings click the link ‘Accounting Integration Configuration’.

General Settings

If you have not had any Accounting Integration configured in the past, it should look like this:

AcctConfig1

Click the drop down and select your Accounting Package. From there you should have fields appear below the drop down, along with a test connection button. Most should also have an info ( i ) button that will link you to a page detailing how to configure that specific accounting package. Follow the guide and then test connectivity.

AcctConfig2

AcctConfig3

Success! Now click Ok and then save your settings and begin using your Accounting Integration with vintrace.
The next thing to do is to configure the Xero setup in your vintrace system, by going here: Configuring Accounting Integration With Xero