You enter new bulk wine coming into the winery using the bulk wine intake operation.
You can find this on the Operations Menu on the main screen.
The Intake Screen has a number of Tabs that need to be completed.
As with most screens in vintrace not all the information is required to complete the operation and the system will tell you if any mandatory fields are missing when you go to save the job.
The following information is entered on each of the Tabs:
General tab - Delivery Details
None of these fields are mandatory. Typically they are used for the following:
Purchase order: If this wine was ordered via Purchase order in vintrace, you may enter or look it up here; you may also create a new order using the *+ tool.
Tanker: If you are using Intake tankers (useful when receiving wine into a bond different than the basic winery bond), create or lookup one.
Received from: Who you bought the wine from
Carrier: The company that transported the wine
Connote: Consignment note number for the delivery; many US clients use this to record the sender's BOL.
Truck no. The truck registration number
Driver name: Name of the driver
Seal no.: If a seal was put on the compartment its serial number
Compartment no.: The tanker compartment
CIP no.: The CIP number (non-US clients)
Delivery tab - Wine Details
On this screen you enter some basic details on the wine including the vessel it is to go in, batch and volume.
The fields in bold are required; on the screen, the field is outlined in a darker blue border.
Vessel: use the *+ tool to create a barrel group; the barrel group may be set up on the next tab, so if you used an Intake tanker on the General tab, that will auto-fill here.
Batch: If you have already created the new wine batch (File > New batch), you may enter the batch code here. Otherwise use the Add new (+*) tool to create a new batch on the fly.
Volume: enter the incoming volume; units will default to gallons or litres, depending on Imperial/Metric database default
Ownership: Use this only if, on rare occasions, the wine owner will be different from the batch owner. Otherwise the owner set for the new batch will be used.
Product type: create or chose a Product type
Fraction type: choose from one of the available types; use unknown if this information wasn't provided
Ferment state: Primary (alcohol); choose from list
Malolactic state: Optional; choose from the list
Type: Create or chose a product type
Product State: optional; create or chose a Product State
Delivery tab - Vessels
Delivery tab - Tirage
If the wine comes in Tiraged, clients with the Sparkling module can set the cages or bins the wine is in using the same functionally as the Tirage Operation.
Delivery tab - Composition
If you are lucky enough to have a simple 100% composition or all the block information for the wine you can enter each block and its percentage directly into the composition.
In most cases you will have a Percentage for Vintage, Varietals and Appellation (Region) and these percentages will be different. To Calculate the import composition click the Calculator button to enter the three variables making sure they each add up to 100%. Click OK and vintrace will calculate the individual composition items for you.
Delivery tab - Costing & Analysis
If you are running the Inventory module or if you have had costing turned on without the Inventory module you can enter the Cost of the Bulk wine and the freight which will allow vintrace to track the Bulk wines cost as it moves into blends.
US Customers must select the Tax state and Tax Class so that vintrace can correctly report the bulk wine intake on your TTB compliance report. If you bring the wine in undeclared, the delivery will NOT appear in Section A; instead the volume will be added to PART VII - IN FERMENTERS END OF PERIOD (Gallons).
If you have been given analysis you can also enter results on this screen.
Delivery tab - Additive Summary
Finally if you have been given the Rate of Addition of the wine you can enter this information on the Additive Summary tab. This is important as it tells vintrace the starting point for additions. In time as you make your own additions to the wine vintrace will use this base when calculating the total additions on wines you produce from this bulk wine.
Use this tab to enter a Standard note or free text notes. These will be saved as a permanent part of the intake.
Operator notes can be used by the Cellar to record free text information about the delivery.
Use this tab to attach files, such as the original BOL sent with the wine. These will be saved as a permanent part of the intake and will add a paperclip next to the intake in Product overview History tab.
When you are satisfied and all required fields have been completed, you may either Save the intake or place it on a Work order: