New option to select the owner of the wine on a transfer

This feature was added in vintrace version 8.1.3

You can now select the owner of the wine on transfer operations where the source wine has multiple ownership.

In the example below, JX18PN132 has three owners.

When a many to one transfer is performed on this wine, you can specify the owner of the volume of the wine that is coming out by clicking Leave Ownership as is.

On the Owner Transfer screen, select the owner of the wine that you want to transfer out.

You have the option to make a full transfer for the selected owner, and select the same owner on a multi transfer(many to one) and bulk dispatch.

Since you have selected to use the same ownership for each transfer, the same owner is selected on the second source vessel.

After the transfer, the ownership and respective percentages are updated on the source wine JX18PN132. The wine now has two owners after wine for ABC Wine Company has been transferred out.

 

New option to exclude wrongly scanned barrels for work orders submitted from the mobile app

This feature was added in vintrace version 8.1.3

On completing a work order that has been submitted from the vintrace mobile app, in the Operator work review screen, you now have the option to ignore a barrel that has been wrongly scanned or typed in the  app.

In the example below, the cellar hand wrongly scanned barrel AD12345 from the app on submitting the work order. On completing the work order in the vintrace web application, you can tick the Don’t include this barrel field for barrel AD12345.

vintrace excludes this barrel from the barrels list on completing the operation.

 

 

Multi-currency support for costing, sales and purchases

This feature was added in vintrace version 8.1.3

vintrace now supports currency symbols such as £, €, ¥, etc. The system displays the local currency symbol based on your selected country. This is set by the system administrator on your initial database setup.

Using different currencies for a Sales Order

You can also use different currencies in your sales orders by setting up a pricelist specific to the currency you want. For example, your local currency is the Australian dollar and you want to enter a sales order in Euros.

  1. Create a sales price list from Winery Setup > Sales > Sales Price lists. Set the Currency to EUR and enter other mandatory fields such as Code and Tax policy.
  2. Create a sales order and select the price list you created in previous step. All the currencies in the sales order are set to Euros.
  3. The invoice for the sales order isl also in Euros.

 

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.

 

 

The new vintrace

This feature was added in vintrace version 8.1.1

We have created a fresh new look for vintrace, and also added some great new features. We’re releasing this sneak peak of this new look under BETA and we encourage your initial feedback via the inbuilt Feedback option.

To access the new vintrace pages, click Try the new vintrace on the right side of the vintrace desktop application under the vintrace logo.

The new Vessels page is displayed.

Vessels page

The Vessels page displays a list of all your vessels with different details such as product and lab details as columns.

View more columns

You can view more columns on the Vessels page by clicking the cog icon and selecting the columns to add.

Filters and sorting

You can filter or sort on a column by clicking the column header.

You can save your searches or add more filters by clicking the advance filter icon.

Clicking on a batch in the Vessels page opens the new Products page.

Products page

The new Products page displays details of your bulk wine such as lab results, additions, composition details, costs, and notes.

Customise Lab metrics

You can select and order metrics in the Latest Labs page, and in the Lab tab by clicking the cog icon beside Latest Labs.

Customise Product details

You can select which details are displayed for your bulk products by clicking the cog icon beside Details.

Other pages

Other pages that are available in the new vintrace are the Job calendar, Job console, and Tank map pages.

Giving feedback

Do you like our new look? Are there any other features you would like to see or improved? You can send your feedback by clicking on Feedback at the right side of each page.

 

 

Export and Import of Sales Price List

This feature was added in vintrace version 7.4.3

Exporting Sales Price List

  1. Go to Winery Setup > Sales > Sales Price lists.
  2. Click on the price list to export.
  3. Click Export.

An CSV file is opened.
The exported file shows the Item, Price, and Override tax rate of all the items in the price list

Importing items into a new Sales Price List

  1. Export an existing price list.
  2. Edit the downloaded CSV to add new Items, change the Price, or update the Override tax rate.
  3. Go to Winery Setup > Sales > Sales Price lists.
  4. Click New Price list.
  5. Enter the mandatory fields on your price list such as Code, Currency code, and Tax policy.
  6. Click Import.
  7. Select the file you want to import and then click Import.
  8. The items in your CSV file are imported into the new price list.
  9. Click Save.

Importing items into an existing Sales Price List

  1. Export an existing pricelist.
  2. Edit the downloaded CSV and add new items on the list or update the price of existing items. You can leave the existing items in the CSV without changing the prices, but if you remove them from the CSV they won’t be deleted from the price list. To delete an item from an existing price list, you have to manually delete it by clicking on the x button in the price list UI.
  3. Go to Winery Setup > Sales > Sales Price lists.
  4. Click on the price list you want to import into.
  5. Click Import.
  6. Select the CSV file you have edited earlier and then click Import.
  7. The price list is updated with the data from the imported file.

New Export as CSV option for Purchase Orders

This feature was added in vintrace version 7.4.3

Ton export purchase orders to CSV:

  1. Select Accounts > Purchase Orders.
  2. Select the checkbox next to the purchase order.
  3. Click Options >  Export.

A CSV file is downloaded.

Each line item on the purchase order is displayed as a separate line entry.

 

New option to setup multiple Cost of Goods account

This feature was added in vintrace version 7.4.3

Asset and Work In Progress accounts now have an optional linked Cost of Goods account.This allows you to track cost of goods for bulk and cased goods sales separately.

Bulk wine Cost of Goods account

For bulk wine, you can set a Cost of Goods account on your Work in Progress account.

The Work in Progress (asset) account for bulk wine is the account set on the wine’s Program if a Program is set on the wine. Otherwise, a bulk wine with no Program or a Program without an account default s to the Work In Progress account.

Setting bulk wine Cost of Goods account on the Program

To set the Cost of Goods account on your Work In Progress/Asset accounts:

  1. Select Winery Setup > Accounts.
  2. Click the Work in Progress account you want to use for your bulk wine.
  3. Select Linked Cost of Goods account.
  4. Click Save.
  5. Select Winery Setup > Work-flow > Programs
  6. Set the Account you set up in step 3 on the program you want to use for your bulk wine.
  7. Click Save.
  8. Go to the Product Overview of your bulk wine, and edit the batch details.
  9. Set the Program that you have setup on the batch of the bulk wine. You can also do this step during your initial batch creation.
  10. Click Save.

In the example below, the bulk wine is linked to the Domaine Pinot Noir program. The Work in Pogress account is from the program.The Cost of Goods account is the configured Linked Cost of Goods account set on the Work in progress account on the program.

Tip: Hover your mouse over the Work in progress account or Cost of goods account in the Product Overview to see where the accounts are set.

When you sell a bulk wine that is linked to the Work in Progress account, the asset cost of the goods is journaled to the Cost of Goods account selected here. If there is no Linked Cost of Goods account selected, the default Cost Of Goods account is used.

Setting the bulk wine Cost of Goods account on the default Work in Progress account

A bulk wine with no Program or a Program without an account defaults to the Work In Progress account.
To set the Cost of Goods account on the default Work in Progress account:

  1. Go to Winery Setup > Accounts.
  2. Click Defaults to check your default Work in Progress account.

  3. In the example below the default Work in Progress account is Work In Progress.
    <
  4. Go to Winery Setup > Accounts.
  5. Click the Work In Progress account.
  6. Select the Linked Cost of Goods account.

  7. In the example below, the bulk wine has no Program set on it so the Work in Progress account set is the default Work in Progress account and the Cost of Goods is from the Linked Cost of Goods account on the default Work in Progress account.
    Tip: Hover your mouse over the Work in progress account or Cost of goods account in the Product Overview to see where the accounts are set.

Setting the default bulk wine Cost of Goods account

A bulk wine with no Program or a Program without an account defaults to the Work In Progress account and if the default Work in Progress has no Linked Cost of Goods account set on it, it defaults to the Bulk Cost of Goods account.

To set the default Cost of Goods account:

  1. Go to Winery Setup > Accounts.
  2. Click Defaults.
  3. Select your default Bulk Cost of Goods account.

 

Stock item Cost of Goods account

For stock items, the Cost of Goods account linked on the Asset account of the stock item. Otherwise, it will use the Cost of Goods account linked to the Asset account on the Stock Category of the stock item.

If the stock item does not have an Asset account or a Stock Category set, or the Stock Category has no Asset account set, it uses the default Cost of Goods account.

Setting the Stock item Cost of Goods account on the Asset account

To set the Cost of Goods account on your stock item’s Asset accounts:

  1. Go to Winery Setup > Accounts.
  2. Click the Asset account you want to use for your stock item.
  3. Select the Linked Cost of Goods account.
  4. Click Save.
  5. From the Stock Item Overview, click edit.
  6. Set the Asset account on the stock item.


In the example below the stock item has an Asset account set and the Cost of Goods account is the Linked Cost of Goods account on the Asset account.

Tip:
Hover your mouse over the Asset account, Revenue account or Cost of goods account in the Product Overview to see where the accounts are set.

Setting the Stock item’s Cost of Goods account on the Stock Category

To set the Cost of Goods account on your stock item’s stock category:

  1. Go to Winery Setup > Accounts.
  2. Click the Asset account you want to use for the stock category.
  3. Select the Linked Cost of Goods account.
  4. Click Save.
  5. Go to Winery Setup > Manufacturing > Stock Category and click on the stock category you want to use on your stock item.
  6. Set the Default account as the Asset account that you have set up.

When you have a stock item where the stock category set is the stock category, it uses the Linked Cost of Goods account set on that Asset account of the stock category.

Tip:
Hover your mouse over the Asset account, Revenue account or Cost of goods account in the Product Overview to see where the accounts are set.

Setting Stock item default Cost of Goods account

To set the default Cost of Goods account:

  1. Go to Winery Setup > Accounts.
  2. Click Defaults.
  3. Select the default Cost of Goods account.

 

 

 

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.