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.

 

 

 

Cloud printing setup for lab labels

This feature was added in vintrace Version 6.3.1

Cloud print account setup

Important: Please note that you need to be a local vintrace administrator to be able to do an initial setup for the cloud print.

To setup your cloud printer go to Winery Setup – General – System Policy and click on the cloud print icon beside the Lab label printer field.

Setup1

In the vintrace cloud account setup screen, enter all the necessary information such as Firstname, Lastname, Email, and Password. Then click on Save button.

Important: Please note that the email and password you enter to setup the cloud print account will be the same email and password that will used to sign-in by other non-admin vintrace users in your winery to use the cloud printer.

Setup4

In the next screen, click on the Click here to download link provided to download the cloud print software.

Setup5

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Cloud print client installation for Mac users

For non Mac users, please proceed to Cloud print client installation.

For Mac users, after you have installed the cloud print client and then run it the first time, you will get this warning message:

Install on mac1

Go to System Preferences – Security & Privacy.

Setup1

In the bottom of the Security & Privacy dialog, there’s a message saying that “PrintNode” was blocked from opening because the identity of the developer cannot be confirmed. Click on Open Anyway button.

Setup2

Click on Open button in the dialog that comes up.

Setup3

You can then proceed to complete the Cloud print client installation steps.

Cloud print client installation

After the cloud print software installer has been downloaded, double click on it. This will bring up the setup screen.

In the License Agreement screen, tick on I accept the agreement button and then click on Next button.

Setup1

Select the folder where you want to install the software or you can use the default selected folder then click on Next button.

Setup2

Click on Next button.

Setup3

Tick on Create a desktop shortcut checkbox then click on Next.

Setup4

Click on Install button.

Setup5

Tick on Launch PrintNode checkbox then click on Finish button.

Setup6

This will bring up the cloud print client. Enter the email address and password that you have used to register an account in the previous steps and then click on Sign In button.

Setup7

 

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Selecting a system wide printer

After you have logged in to the cloud print client software, go to Winery Setup – General – System Policy and click on the cloud print icon beside the Lab label printer field to select the printer you want to use.

Setup1

Click on the printer you want to use then click on Ok button.

Select1

In the Lab label printer field, the selected printer id will be set.

Select2

Setting up printing at the Winery, Laboratory or System user levels

System is the highest level – this print service can be used by other non-admin vintrace users. Follow the instructions above.

Winery is for those clients working in a multi-winery environment. Setting Cloud print up at this level restricts usage to just that winery for that printer; other wineries in the group may set their lab printer independently.

Laboratory is used when you want to print a specific lab’s label to a specific printer.

System user is used when a user wants to specify a printer for all lab requests submitted by them.

Winery Cloud print

Head into Winery Setup – Work Flow – Defaults – Winery tab.

Choose the Winery from the drop down menu on the right.

Demo - pick winery for multi-winery

In Lab Console Settings, click the Cloud print icon and select your lab printer:

Demo - change lab printer for winery in multi-winery

Laboratory Cloud print

Head into the Address book; select Laboratory from the Organization drop-down.

Pick the laboratory you want; click the Advanced button; head into the Roles tab and select the Laboratory role.

Demo - find and choose laboratory

Demo - change lab printer for laboratory

Click the Cloud print icon and select your lab printer.

User Cloud Print
Head into Winery Setup – Workflow – Defaults – User tab. Select the required user from the drop down list.

In Lab Console Settings, click the Cloud print icon and select your lab printer:

Demo - change lab printer at user level

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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

 

A new option to automatically assign operator to work orders (cellar notes)

This feature was added in vintrace Version 6.2.1

Work orders (cellar notes) will now be unassigned by default when you create them. To automatically assign an operator for a particular User when creating work orders (cellar notes), go to Winery Setup – Work-flow – Defaults – User tab and under Roles – Individual set the Operator you wish to assign. Please be sure to select the appropriate User at the top, this will default to your user account when logged in.

Autmatic assignment of operator

Note: When setting the default operator, the person needs to have the Operator role assigned in the address book.

Automatic assignment of operator 2

 

Configurable dispatch types for stock and bulk

This feature was added in vintrace version 5.2.3

You now have the option to configure the dispatch types for bulk dispatch and stock dispatch. This gives you the flexibility to setup dispatch types that are unique to your winery.

To configure the dispatch types, go to Winery Setup – Production – Custom Dispatch Type. The existing dispatch types that you already have in vintrace are configured automatically and are already available here. You have the option to edit the existing dispatch types or create a new one.

Custom Dispatch Type

To create a new dispatch type, click on New Custom Dispatch Type.. button.

New dispatch type 1

In Custom Dispatch Type [CREATE] screen, add a name for your custom dispatch type. Select which type of product this dispatch type is applied to – bulk wine, packaged wine, or you can select both. In the example below, the dispatch type name is ‘New bulk dispatch type’ and it applies to bulk wine dispatches. Click on Save button.

New dispatch type non-US

For US customers, you need to provide the TTB item that will be recorded in Section A and Section B of the TTB report every time the dispatch type is used. Section A item for bulk wine dispatch will be available for selection when Bulk wine is selected in Applies to dispatches for field. Section B item for bottled wine dispatch will be available for selection when Packaged wine is selected.

In the example below, Bulk wine is selected and the corresponding Section A item for bulk dispatch is Used for bottling.

New dispatch type US

You will now be able to see the newly created dispatch type when you perform a bulk dispatch.

Dispatch type in bulk dispatch

 

Auto-code and custom code support for gyro cages

This feature was added in vintrace Version 5.2.3

This feature is only available if you have the Sparkling module enabled.

Auto-code is now supported for creating gyro cages, which will allow you to automatically assign a name based on the properties you have defined. This feature will help you create multiple gyro cages at once. We also added a custom codeable field that gives you the flexibility to setup a list of code options that are unique to your winery.

For more detailed information on how to add or change Auto-Code policies, please refer to this link.

For example, let’s assume your gyro cage codes are of the format:

Cage16JXGC01

Cage represents a text to indicate gyro cage, 16 represents the purchase year in YY format, JX represents the owner, and GC is a defined code we want included (or custom codeable field). 01 is just a unique number identifier that is a requirement for all Auto-Codes.

How to Setup Custom Code for Gyro Cages

Setup the ‘GC’ custom code. Please refer to how to create a custom code article.

Custom code setup

After creating a custom code for your gyro cage, you can proceed to create an auto-code policy to use this custom code.

How to setup auto-code for gyro cages

Navigate to Winery Setup – Setup Options – Work-flow – Auto-Code and click on New Auto-Code Policy button. Choose an Auto-Code Policy Name that suits your winery, in this example the policy name is ‘Gyro Cages’ and then select Auto-Code Policy Type: Gyro cage.

Auto code policy 1

Tick on Keep the number unique checkbox and set Current number to 01.

Auto code policy 2

Setup the ‘Cage’ text attribute by entering the following options in Code Elements:
Code Elements Type: TEXT
Code Elements Value: Cage

Click on Add button.

Auto code policy 3

Setup the ’16’ purchase year attribute by selecting the following options:
Code Elements Type: ATTRIBUTE
Code Elements Value: PurchaseYearYY

Click on Add button.

Auto code policy 4

Setup the ‘JX’ owner attribute by selecting the following options:
Code Elements Type: ATTRIBUTE
Code Elements Value: Owner

Click on Add button.

Auto code policy 5

Setup the auto-code policy to use the custom code ‘GC’ attribute by selecting the following options:
Code Elements Type: ATTRIBUTE
Code Elements Value: CustomCode

Click on Add button.

Auto code policy 6

Add an incrementing number to keep each generated auto-code unique, select the following options in Code Element:
Code Elements Type: INC
Code Elements Value: 00
The INC option adds a incrementing number to the auto-code and is capable of zero padding. For example if you enter a 0 in the field the system will not zero pad it.
If you enter 00 the system will zero pad up to one place (e.g. 01).

Click on Add button.

Auto code policy 7

Click on Save button and you have finished creating your auto-code policy for gyro cages.

Next is to setup the default gyro cage policy to use the one you have just created.

How to select gyro cage policy in Winery Setup

Navigate to Winery Setup – Setup Options – Work-flow – Defaults. Under Auto-Code Policies, select the gyro cage policy you have created. Click on Apply button.

Set gyro cage policy default

After setting up your gyro cage auto-code policy, you can now create multiple gyro cages at one go.

How to create multiple gyro cages using auto-code policy and custom code

Navigate to Winery Setup – Setup Options – Vessels – Gyro Cages. Click on New Gyro cage button. When you have setup a default gyro cage auto-code policy, the gyro cage name will be set automatically as [Auto Code].

Gyro cage create 1

Enter values for all mandatory fields such as Owner, Purchased On, Max. bottle capacity, and Custom Code.

In the example below, Owner is set to ‘JX2 Winery’, Max. bottle capacity is ‘100’, Purchased on is set to ’01/21/2016′, and Custom Code selected is ‘Custom Code Gyro Cage’ (this will set the ‘GC” attribute).

Gyro cage create 2

Enter how many gyro cages you want to create in Add incrementing items with the same properties field. In our example, we want to create 5 gyro cages. Click on Save button.

Gyro cage create 3

You now have 5 gyro cages with the code ‘Cage16JXGC01’ up to ‘Cage16JXGC05’.

Gyro cage create 4

 

 

How to create a custom code

Custom code is a feature that allows you to include a custom codeable field in your code. This gives you the flexibility to setup a list of code options that are unique to your winery. This field is only available for selection when you use an Auto-Code Policy to create a wine batch (lot), bin, or gyro cage.

How to create a custom code

Navigate to Winery Setup – Setup Options – Work-flow – Custom Codes and click on New Custom Code button.

New Custom Code Console

In the Custom Code [Create] dialog, input a Name and Code that suits your winery. This example uses the custom code name ‘Custom Code Gyro Cage’, code ‘GC’, and added a short description ‘Used for gyro cages’.

Custom Code Create 1

Select an Applicable type for your custom code. There are two types available:

  • Batch –  when you want to use the custom code for wine batch (lot) creation
  • Vessel – when you want to use the custom code for either bin or gyro cage creation

In this example, we will use type Vessel since we intend to use this custom code for gyro cages creation.

Set custom code type

Click on Save button.

You now have a custom code ready to use in an Auto-Code policy.

Please refer to this post to learn how to use custom code for batch (lot).

 

New stock item type for Packaging

This feature was added in vintrace version 5.2.2

A new stock item type named Dry goods has been added under Winery Setup – General Stock Items. This stock item type can be used for packaging components such as boxes, cartons, foils, etc. The cost of this stock item is categorized under Packaging upon completing a receival operation.

You can create a new Dry Goods stock item, navigate to Winery Setup – General Stock Items – Dry goods.

Winery setup

Click on New Dry goods stock item… button.

New dry goods button

In the [CREATE] Stock Item screen, enter the Stock code, Unit, and Owner. In the example below the Stock code entered is ‘Containers’, unit selected is ‘Units’, and Owner is JX2 Winery. Then click on Save button.

New dry goods stock item

Perform a receival operation for the dry goods stock item created by clicking on Inventory – Receive. Alternatively, you can also do this by creating an inventory note for the receival by clicking on File – New inventory note – Add job to note – Receive.

In the Action [Receive] screen, select ‘Containers’ in Stock item field and enter all other mandatory fields. In this example, 100 units are received with a price of $10 per unit for ‘Containers’ stock item. Click on Now + Save button.

Receival

Open the ‘Containers’ stock item in Search – Stock Item Overview and then go to Costs tab. The cost for the packaging operation is categorized under Packaging. Tip: you can type in the stock code directly in the QuickSearch by code field in the upper right corner of you vintrace screen and it will open the stock item in Stock Item Overview directly.

Costs tab

 

 

Configure price lists for Sales Orders for inventory stock

This feature was added in VINX2 Version 5.1.4

This feature allows you to preconfigure the Sales Price List before raising a Sales Order. There are two ways to do this: you can add a stock item to your selected price list from the Sales tab of the stock item in Winery Setup – Wine stock items, or you can add the item directly to the price list in Winery Setup – Sales – Sales Price lists.

How to preconfigure price list from Sales tab of stock item

Navigate to Winery Setup – Wine stock items and select the stock item you want to add to the Sales Price list. Click on the Sales tab. In this example, we are adding the stock item with the code “12PGAC” to a Sales Price list.

Stock item general tab

In the Sales tab, tick on the Sell this Item checkbox. The Code and Description fields will be automatically populated with values from the Stock code and Description from the General tab.

Stock item Sales tab 1

Then enter the price in the Initial ($) for selected price lists field, and tick the checkbox of the price list where you want to add this stock item. Here we are adding the stock item “12PGAC” to the “Retail” price list with an initial price of $10. Click on Save.

Stock item Sales tab 2

An entry for the stock item is then automatically added to the Winery Setup – Sales – Sales Items.

Sales Items

To verify that the stock item has been added to the selected price list, go to Winery Setup – Sales – Sales Price lists and go to the price list that was ticked in the Sales tab of the stock item.

Added to sales price list

How to preconfigure price list by directly adding Sales items to the Sales Price list

Navigate to Winery Setup – Sales – Sales Price lists and select the price list where you want to add a Sales item.

Select Sales Price list

In the Configure prices table, click on the Add line button. Select the item you want to add and enter a corresponding price. In this example, we are adding the Bulk wine item “14CH-BAL/BLK” with a price of $15. Click on Save button.

Add bulk wine to price list