Generating a TTB Report (‘702’) in vintrace is usually a simple task that you can perform at the end of your reporting period (monthly, quarterly or yearly). However, the first one you generate is likely to need some adjustments due to the fact that you would have been tracking gallons/movements in your old system/spreadsheets/paperwork part-way through the reporting period as well as in vintrace after going live.
If you are in this situation you will need to combine the details of two TTB Reports (‘702’) for your first report after go-live.
1)The first step is to use the correct import date. This is the date entered on your template when your data was imported into your database. If this date coincides with the first day of the reporting period, then you might not need to do anything other than run your first TTB report in vintrace. If you make any corrections to your opening vintrace balances that they are back-dated prior to this date.
2)You have the date now, generate the TTB Report using your old system/spreadsheets/paperwork up until this date. From the old system, we’re focusing on the opening balance and items describing “movements” in Sections A and B. From this point, we’ll refer to this report as the “old 702”.
3) In vintrace, run the TTB Report (Reports > Government reports > TTB Report of Wine Premises Operations) with a start date of our date above, and a closing date of the end of the period. In here, we’re interested in the movement items and closing balances in Section A and Section B. The 702 that vintrace generates will allow you to override the values before you print/submit to the TTB. From this point on, this document will be referred to as the “vintrace 702”.
Please note that if the closing balances on your “old 702” do not match the opening balance on your “vintrace 702” it may be that the data you sent us to be imported did not match up with your old system/spreadsheet/paperwork balance. If this is the case, contact the Helpdesk so we can help you correct any inconsistencies before continuing.
4) On your “vintrace 702”, remove the opening balance volumes from Sections A and B and replace them with the values in the “old 702”. For each of the movement items in Section A (items 2-11 and 13-30) and Section B (items 2-6 and 8-19), add the value from your “old 702” into the corresponding item on your “vintrace 702” (if the item is empty on your “vintrace 702” just copy the value from the “old 702” into the corresponding item).
5) The next step is to calculate the TOTAL for Section A (items 12 and 32) and Section B (items 7 and 21). For Section A, add up items 1 through 11 in your “vintrace 702” and enter the value into item 12. Then add up items 13 through 30, and subtract this number from item 31. Enter the result into item 32. At this point, 12 and 32 should be identical. If not, double-check that you have not missed any items in step 4. Do the same for Section B. Total up 1-6 and enter into 7. Then total up 8-19, and subtract this from value in 20. Enter result into 21. Again, these should match up. If they do not, double-check step 4.
6) The last step is to check the back of the form. You should be able to use the same principles as Steps 4 and 5 to record opening (from “old 702”) and closing (from “vintrace 702”) and items (combination of both 702s) for these parts. For Part VII, the value from vintrace should be all you need in the “IN FERMENTERS END OF PERIOD” section.
Once you’re happy that the TTB Report balances, create a hard-copy by printing this, and file it away for future reference.
Now that you’re just using vintrace for recording your wine movements, each subsequent TTB Report (‘702) is as easy as running the one report in vintrace. Simply go to Reports > Government reports > TTB Report of Wine Premises Operations then check the date range is the period you’re reporting for, and click the “Generate” button.