You can create a single Fruit Intake Booking for each block from which you expect to receive fruit. Ideally these should be created ahead of time as part of your general vintage planning. A booking groups related parcels of fruit together and can be used across multiple deliveries. For example, if you are expecting to receive fruit in more than one delivery from the same block, you would use the same Booking for each delivery. If you are expecting deliveries from more than one block, you would create a Booking for each.
If you are expecting deliveries from the same block over several days, you can create a separate Booking for each. There’s no hard and fast rule in this regard but be aware that you can enter the number of loads expected for a single block for a single day.
If you are looking to enter fruit into the system without a booking you can use the "Unplanned Arrival /Receive Fruit" option detailed here.
Creating a new booking
Managing the acquisition of fruit into the winery is done via the Fruit Intake Console. It is accessible from the Consoles menu and by clicking Fruit intake. You may also access it directly using the Fruit Intake icon in the QuickLaunch bar:
This console has a number of filter controls at the top that determine the bookings displayed on screen.
Note: If you have set a default vintage in your Winery Setup – Defaults, it will already be shown in the Vintage field.
The columns can be configured by clicking the spanner icon (marked below) and editing the view profile. This menu also contains Organiser mode which allows you to customise default booking timeslots and standard working hours for the winery to make it easier to schedule multiple bookings over the course of a day. Clicking the pink heart icon will remember the Organiser settings for next time.
By default, all bookings for the current day and current vintage are displayed. You have several options for broader date ranges or to isolate specific bookings based on such fields as Grower, Varietal and Region etc.
To make a booking from an available time slot, simply click the empty slot and you will be taken straight to the booking. Alternatively you can click New – Scheduled Booking:
Booking Number – you can have an auto-generated booking number produced by the system and provided to your growers as a reference. To help streamline the intake of fruit we recommend that your growers provide this reference on the consignment note for the fruit in assist your staff in finding it in the system quickly. Alternatively, you can enter this number manually. To setup a custom format for you code please see Using Auto-codes.
This allows you to record quality information about the fruit and any additional notes you require.
Click Now+Save to save the booking. Upon saving the new booking a booking receipt will print that is designed to be sent to the grower or owner of the fruit. It has all the details about the booking. We advise that you ask the grower to ensure a copy of the booking receipt arrives back at your winery with the fruit. The barcode on the receipt can be scanned at the scale to quickly locate the booking in the system.
Copying a Fruit Booking
A new booking can be created using the similar details to a previously created booking. Using the arrow menu to the right of your fruit intake select Booking option then "Copy". - This will generate a new booking with the same details in which you can edit as necessary.
There are are 2 main options when it comes to recording the intake of fruit into the winery.
In the event you receive a load of fruit at the scale with no prior booking it is not necessary for you to create one. From the Fruit intake console you can click New – Unplanned Arrival and enter the delivery in one simple step.
Receive Fruit from a booking.
Once you have entered bookings into the system, clicking the "Arrive" button on the right hand side of the fruit intake console.
The Intake Details window is used to submit the details for each unique load of fruit brought in as a delivery to your scales.
Last Load – Check this if it is the last lot of fruit for the booking, this will update the booking status to completed upon save.
If you weigh individual bins to calculate a total gross and tare weight then you can enter bin information on this tab. Click the Add line button to add new entries to the table. The Update button will recalculate the total weight on the Fruit tab and the Verify option ensures all mandatory fields are set – it will alert you by highlighting fields in pink if anything is missing.
The Quick Load button allows you to quickly add a number of line items so that you don’t have to click the Add line button for each.
This function is particularly useful if you have only a handful of standard-sized fruit bins configured in vintrace and don’t have them all uniquely numbered/labeled; i.e., it allows you to use the one bin type by entering the gross/nett (net) weight as required.
Bin to use – Bins should already be configured in the system or may be added by clicking the new button. Upon bin selection any tare weight set on that bin will automatically drop into the tare weight on the weight screen.
No. of bins – The number of bins used
QA / Cost / Analysis tab
Harvest Method – HAND or MACHINE
MOG – the level of Material Other than Grape – there is no standard for this; you may set your own.
Cost Details – the rate paid per tonne / ton for the fruit and freight. Can be entered as a total amount or as a rate per tonne / kg / ton / pound.
Grading – an optional grading / rating for the quality of the fruit. Grading Scales are configurable under Winery Setup – Work-flow – Grading Scales
Analysis Template – the analysis template to use in order to record fruit sample analysis on arrival
Photos can be added under the Photos tab of the Intake details window when processing a delivery. More than one photo can be added and then subsequently viewed by opening the intake details once the delivery is saved.
The most common use is for quality control/MOG validation.
Intake delivery window
After confirming the individual load of the fruit the intake delivery window will let you confirm the information regarding the delivery itself.
Weighmaster: – Name or Details of the certified weigh authority where applicable (Can have a default set at Winery Setup – Workflow – Defaults). This is most generally used if 3rd-party certified scales are being used.
Add Load: - This can be used to record a separate parcel of fruit (different fruit source) is contained on the same truck delivery.
If you have a 3rd-party weigh tag, a pick map, a grower’s field tag, etc., that you want saved with this fruit intake, you may save a scanned file, browse to it and upload it.
Weigh tag / Docket
Depending on your locale a docket will be printed after the fruit intake data is entered. This contains details about the owner, carrier and grower of the fruit as well as a comprehensive breakdown of the weight. If bins are used in the intake, then the gross/tare of each bin will be printed. If fruit sample readings were taken on delivery, they will be displayed.
A note about the Docket No.
The docket sequence is represented as a Unique delivery number / Sequence of the intake. The delivery number will increment for each new delivery of fruit and the load sequence number will only increment – per delivery – if there is more than one load (fruit from a different fruit source) on the truck. For example, a truck arrives with fruit from two different growers. Each load of fruit from a different source should be entered as a separate load on the delivery. The first load will have the docket number of 1/1 and the second will be 1/2. The next truck has fruit from the one grower. The docket number for that load will be 2/1 and so on.
The number of decimal places that are shown in the docket can be configured by updating the “Scale Precision” field for your scales. This setting can be found under Winery Setup – Equipment – Scales
If you haven’t received any fruit against a booking you can simply mark it as inactive. Open up the Fruit Intake Console click on the down arrow next to Arrive, select Booking > Edit and select the inactive box.