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! 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.

 

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.

New jobs available in the vintrace iOS app

This feature was added in vintrace version 7.3.1

In addition to the existing jobs that are already supported, the following jobs can now be submitted from the vintrace iOS app:

  • Winery operations:
    • Bulk wine intake
    • Packaging
    • Press cycle
    • Reconfigure barrel group
    • Rack and return
    • Tasting note
    • Trial blend
  • Inventory operations:
    • Dispatch
    • Manufacture
    • Move
    • Receive

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