vintrace allows you to bill your clients for a number of storage and hosting scenarios. With the flexibility vintrace provides, you can mix and match these scenarios to meet the needs of your pricing schedules.
Below is a matrix of the different charge types for storage, hire and hosting and their applications in vintrace.
|Storage charge||Hire charge||Barrel hosting|
|Per volume per period||Yes||No||No|
|Per vessel fixed charge per period||No||Yes||Yes|
|Bill for empty vessels||No||No||Yes|
|Monthly utility to use||Wine storage||Wine storage||Hosting charges|
Configuring storage charges
There are a number of things you will need to configure before you can start to generate any charges for storage.
Firstly you will need to decide whether you want to bill customers with a per day or a per month rate. By default vintrace will charge per day, if you would prefer your charges to accumulate on a per month rate please contact us. vintrace will calculate applicable storage rates using a pro-rata formula for wines held only for part of a month.
The next step is to configure tank and barrel categories under Winery Setup > Vessels. These should group the different vessels together by the same storage rate. Typically this is done by size, so you might create categories like "5 to 9kL" and " >10kL". Once the categories are created you will need to link these to the vessels. This is best done using the Import/Export functionality under Winery Setup > Vessels > Tank/Barrel.
The last configuration step is to create your billing items and add them to the appropriate price lists. Information on exactly how each type of item should be configured is mentioned in the sections below.
Wine Storage – By Volume
If you bill your customers based on the volume held in a vessel then you will need to configure your billing item to use the Charge Type as Volumetric. On the Storage Links tab you can select the vessel categories under the Wine Storage section that you wish to charge for using this method.
Vessel Hire – By Vessel Used
If you are billing your customers using a fixed rate per vessel then the Vessel Hire option should be used. This charge type relates only to vessels in use for a particular period. If you need to bill for empty vessels then you’ll need to look at the hosting charges section.
If you are charging a different fee per month for different types of vessels, it's suggested to set up multiple billing items. You may charge one rate for kegs and another for barrels, so an item needs to be created for both.
Ensure the Charge type is set to Fixed.
You can now add this new item to your price list and enter the fixed amount you want to charge per vessel in use.
Barrel Hosting charges
Barrel hosting charges apply where you host client barrels onsite and you want to bill them for the storage of those barrels whether or not they are full or empty.
When configuring the billing item for your barrel hosting make sure to select the Charge Type as Per barrel.
Like the other methods of charging for storage of your vessels you will need to add this billing item to your price lists with the price per vessel.
For barrel hosting charges there is an additional step you need to make sure you are tracking the time a barrel is onsite. You can set this information against a barrel under Winery Setup > Vessels > Barrel and select the Tracking tab.
Barrels that have no Time Out set are considered active and all barrels with the Time Out entered are are considered inactive. Barrels will only generate charges if they have a Time In set, if you need assistance in adding this to your barrel, please contact support. When barrels are changed from being either active or inactive a dialog will appear asking for the date the barrel arrived or left the site.
Each billing period you will need to generate charges for the use of your vessels to be billed to your customers.
Wine storage charge generator
This method is used for the Wine Storage and Vessel Hire methods of billing your customers. It can be accessed from Tools > Billing > Wine Storage Charges.
Once you selected your date range to generate charges for, you can click Determine charges to view the clients, batches and charges raised. You can also run these charges for specific service orders and owners if you wish.
In the results you are able to modify the quantity, unit price, subtotal or notes field if you require. You can also click the Red X icon to remove a charge from being raised.
The calculated quantity will be the average volume on hand for that period (for Wine Storage) or the quantity of vessels used (for Vessel Hire). This should be displayed in the Notes field.
Once the charges have been reviewed, clicking Save will add them to the service order ready to be raised on an invoice.
Barrel hosting charge generator
This method is used for the Barrel Hosting methods of billing your customers. It can be accessed from Tools > Billing > Barrel Hosting Charges.
It works much the same as the Wine storage charge generator. Enter in the billing period dates and select any Owners you wish to bill. The results will display the days a barrel was hosted at your facility along with pricing.
Click Save to have these ready for your next invoice run.