With costing enabled in vintrace you can add or adjust the cost of fruit at any time. Generally it is easiest to set up the costing before, or during harvest but we also have the capability to retroactively apply costs to fruit after harvest.
The costing will transfer through the system automatically when the fruit costs change, so it doesn’t matter when the costs are added or how blended the wines have become.
Setting up grower contracts before harvest
A grower contract allows you to configure a price paid for fruit either per tonne/ton or per area unit and then relate this to any number of properties including; Grower, Vineyard, Block, Varietal etc. These are accessible under Accounts > Grower Contracts. Click here for more information.
You can set the default price, but more importantly, you can override this based on a Quality or Metric grading by utilising a grading scale. For example, let’s assume your default contract for 2019 Chardonnay is $2500 per tonne. If this fruit is evaluated by Brix at the scale and given an <22 Grade, and your contract pays less based on that scale, you can have an overriding price in the Graded prices section for the amount.
You can also configure a default Freight price that will be added to the fruit as it’s received over the scale.
When recording a delivery of fruit the contract will be set automatically for you if it matches the fruit being received. You’ll see this on the Cost / QA / Analysis tab of the delivery information. You can manually override both the Fruit cost and Freight cost on this screen if you like.
Adding costs during harvest
If you have Grower contracts assigned, the cost details will already be filled out; if not, you can manually enter how much this fruit costs if you know at the time of delivery.
These figures can be adjusted later if required.
Adding costs after harvest
Via the Fruit intake console
Locate the booking within the fruit intake console (accessed via Consoles > Fruit intake) and click the Correct button, select the delivery you wish to add/modify costs on and view it.
Once here you will need to head into the QA/Costs/Analysis tab, while correcting the booking there will be a check box you will need to check called Adjust cost.
Check this and enter in the costs as appropriate. Click OK and enter a Reason for correction.
Via the Product Overview for Individual Fruit Intakes
You can add costs manually to each delivery by looking at a wines Relevant history from the Product Overview History tab and locating the Intake/Delivery summaries. Note: selecting Intake Delivery from the drop down next to relevant history helps find these more easily.
Click View to see a read-only view of the Intake Delivery screen. Next Click on View for each load of fruit. Then click on Adjust Cost to update the costs accordingly.
Click Save once the costs and a reason are entered.
Via the Product Overview for all Fruit Intakes
Alternatively you can add costs or adjust costs for all of the fruit intakes on a booking.
The can be completed when viewing the read-only view of the Intake Delivery screen as described above.
On this screen click Add Cost to update the costs accordingly.
Ensure that the Effective date is set correctly. This should be date that the fruit was received.
Click Save once the costs and a reason are entered.
Via a CSV file containing your costs
Finally, if you have a large amount of fruit costs to be added, you can submit a CSV file to us for upload.
You can run the Grape Delivery Report located under Winery Reports > Vintage/Harvest to get a detailed list of all fruit arrivals for the previous vintage/harvest. You will want to change the Format option to CSV to output the report into your spreadsheet package of choice. Add a column called Cost and enter the total cost against each fruit parcel received for the year.
Once that’s done just email the updated spreadsheet to us at email@example.com and we’ll upload the costs for you. The costs are backdated to harvest and will ripple forward through all the affected wine batches.
Add Addition Costs to Fruit
At times you may need to separate the cost of fruit. For example, if you purchased the fruit from a Grower but made you own additions in the field and you want to see these additions categorized separately in the resulting wines you produce.
As is frequently the case the cost of these actions is unknown at the time the fruit comes in and by the time, they are confirmed the fruit has been crushed or pressed and is often in several different wine batches.
You can add these costs to the delivery record, and they will automatically flow through to all the current wines that contain some product originating from the delivery.
Do this by following the how to on Via the Product Overview for Individual Fruit Intakes. Enter the new costs into the Additions field. Note this screen updates the costs and does not add to them so if you have any costs in any of the fields make sure you leave them as is to not change costs already entered.
Once your new costs are entered click Save, they will be proportionally spread across all the wines that originate from this fruit parcel.