Until a wine is declared and is considered produced or finished, it is carried in the bulk wine section of the TTB report (PART VII – IN FERMENTERS END OF PERIOD (Gallons)).
NOTE: Not all options are available for Boutique customers.
To access the Wine Declaration console:
- Click the icon in the menu bar.
- From the TTB box, click Declare Wines.
The TTB website has a helpful FAQ on when a wine is considered “produced” and, thus, ready for declaration – click here.
Some wineries wait to declare all finished wines (defined as primary and/or malolactic fermentation has stopped and that remain un-bottled) as of December 31. If you have questions about when to declare a bulk wine, please confer with your Compliance officer, legal adviser or the TTB itself.
All wine must be declared before bottling or blending with an already-declared wine.
The vintage, owner, or type filters located at the top of the Wine Declaration console will only include wines that are fermented and non-declared.
If you click Search without specifying any filters, the list displays all non-declared wines.
To filter the wines by vintage, owner, or type:
- From the Wine Declaration console, specify the criteria for your filter. You can click the to search for existing owners.
- Click Search.
- To reset the vintage and type filters, select [Reset…] from the list. To reset the owner filter, click the that’s displayed beside the filter.
NOTE: Using the product search may include wines that are inappropriate for declaration such as those that are not fermented or still must.
To search for wines using the product search:
- From the Wine Declaration console, click From Product Search.
The Bulk Wine Search window displays.
- Specify the criteria for the wine you’d like to find.
- To add a wine to the Wine Declaration console, check the checkbox beside the wine. To include all wines listed in the Bulk Wine Search console, check the checkbox at the top of the list.
- Click Use Selection.
A displays beside any wines that have an associated warning. Warnings might include when the wine is not fermented, or is still must. You can hover over the icon to view the warning.
By default, the Declare By defaults to the current date and time. You can select a different date by clicking the and selecting the date from the calendar.
NOTE: If you want to declare wines with different dates, you’ll need to declare them separately by repeating the steps below for each declaration date.
To declare individual wines:
- Specify the wine’s declaration date.
- Select the Tax Class for the wine. If the wine has a metric reading that satisfies the metric threshold policy, the Tax Class will automatically be selected.
NOTE: You can specify metric threshold policies from the Set Up console and selecting Lab. Click the Configure button in the Metric Thresholds box.
- Click Declare.
- Repeat steps 2 and 3 for each wine you want to declare.
When a wine has been successfully declared, its status changes to Complete.
Mass declaring wines lets you declare all of the wines listed in the Wine Declaration console that aren’t already completed.
BEFORE YOU BEGIN: We recommend that you remove wines with warnings until the reasons behind the warning are resolved. To remove an individual wine from the list, click the beside the wine. To remove all wines with warnings, click (Remove Entries with Warnings).
To mass declare wines:
- Specify the declaration date.
- For each wine in the list, select the Tax Class for the wine. If the wine has a metric reading that satisfies the metric threshold policy, the Tax Class will automatically be selected.
- Click Declare All.
A confirmation message displays.
- Click OK.
If no errors were encountered, your selected wines will be declared.
If any errors occur during the declaration, you can skip the wines that are causing the problem by either checking the Skip checkbox for the wine and clicking Declare All again.
In the event that you accidentally do any of the following, you'll need to roll back the operation and start again:
- Declared a wine should not have been (not done fermenting and the warning was ignored)
- Used the wrong declaration date
- Discovered the wine was in the wrong bond
However, if you have performed too many complex operations between the “real” declaration date and the one you inadvertently used, then please contact vintrace Support.
You can also declare a wine when recording its alcohol analysis. You’ll be prompted to confirm the analysis with the wine’s tax class.
NOTE: You can only declare a wine after recording its alcohol analysis if the Declaration option in your winery setup is enabled.
You can also set up a Product Treatment in Winery Setup – Treatments – Treatment (Product). You can tick the change tax state which then allows you to set the tax class and the reason for change.
You will need to create one Product treatment for each tax class and class change reason (Produced by fermentation is the most common). For the typical winery, most still wines will use the Not over 16% and 16% - 21% classes.
Note: you have to set an option for both the tax class and the reason. You can then record this treatment on the wine you want to declare.
Sometimes you want to declare a single wine; this is common when you are doing a rollback and discover that a wine was not declared prior to dispatch, etc.
Rather than using the Declare wine console, it is very simple to declare a wine from the Product overview.
Find the wine (should already have completed the primary ferment):
Use your favorite search method to find the wine to be declared; open it in Product Overview.
Click Tax information (Government building).
If you have read about using the Declare wine console to mass declare wines, this is the same screen but with your chosen wine already populated. Notice that this will declare as of today's date unless you change it.
Because there was a valid alcohol %, vintrace has pre-selected the correct tax class for you.
Click Declare; the Status will change from Pending to Complete.
When you close the Console and return to the Product overview, click Refresh (upper right corner). Notice the tax class and the bond under which this wine is declared is displayed.
There are a number of reasons that a wine is accidentally declared with the incorrect tax class and/or the wrong bond (most commonly in a custom crush facility). The most common cause is the premature declaration of tax class and bond when prompted during a change in alcohol percentage.
If you have a wine that was incorrectly declared, you can use the Rollback feature to undo the operation that caused the premature declaration.
If a rollback is not feasible due to the amount of work performed, contact support.