New options for a booking in the Fruit Intake Console

This feature was added in vintrace version 8.1.2

We have updated the menu options for a booking in the Fruit Intake Console.

We have also added the Reverse option on a fruit intake and the View Juice/Must option for the booking intake.

 

Reverse fruit intake

To reverse a fruit intake, click on the drop-down menu on the booking, then select Completed Intakes > Reverse. You can only reverse a fruit intake that has not yet been processed.

View juice/must

To view any juice or must that was crushed/pressed from the booking’s intakes, click on the drop-down menu on the booking, then select View > Juice/Must.

This displays a list of products created from the block/vintage.

 

 

New permission to allow users to backdate an accounts sync

This feature was added in vintrace version 7.4.2

A new permission, Can backdate an accounts sync, has been added so a user can sync a date that is before the last sync date. To add this permission go to Address book and select the user you want to add the permission to. Select the Can backdate an accounts sync field and save.

Note: Only local system administrators can update user permissions.

When users do not have the Can backdate an accounts sync permission, a warning is displayed when they select a closing date that is before the last sync date on the accounts sync function.

When the user clicks Preview, an error message is displayed.

New option to select the date to start tracking accounts integration to Xero

This feature was added in vintrace version 7.4.2

This feature is for customers who have enabled accounting integration with Xero.

We strongly advise making changes to your account setup only under the direction of your Accountant and vintrace Support staff.

On your first sync to Xero, you are prompted to select a date to start tracking your accounts integration. Any transactions before this date are assumed to have already been accounted for in the balances of your GL accounts in Xero.

After confirming the date, you have the option to update your opening account balances in vintrace to match your GL balances in Xero as of the selected start date.

 

New option to display internal journal amounts in Accounts History

This feature was added in vintrace version 7.4.2

This feature is for customers who have enabled accounting integration with Xero.

A new option to show or hide internal journal amounts has been added to the Accounts History tab. You can access the Accounts History tab by selecting Accounts > Accounts Sync or from Winery Setup > Accounts.

Selecting the Show internal amounts field shows the internal vintrace journal amounts on a separate row and includes them in the calculation of the Opening and Closing balances.

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 below.

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.