How has TTB bond tracking changed between Version 3.x.x and Version 4.x.x of VINx2?

What used to happen

In version 3.x.x (and below) of VINx2, TTB bonds were tied to the Owner of a batch of wine.  This forced a number of customers with multiple facilities to have to create two sets of Owners if wine was moved from one facility to another.  Even though the wine may not have been changing ownership, the system would force you to change it to get the bonds correct.  In some cases, if you had the same wine stored at two facilities it would need to be configured as two separate owners (and batches) just so you could report it on your 702 report.

What happens now

In version 4.x.x (and above), TTB bonds are tracked based on the physical location of the wine.  Typically, this means that the bond that gets used for a particular lot of wine will be based on which winery the vessel it is in is located at. So rather than changing owners when transferring wine between bonds, you just have to transfer the wine from a vessel located at one winery to a vessel located at another.  Details on moving a wine between facilities can be found here.  This makes bond tracking much closer to the real world movements of your wines that are taking place. The only real restriction that would be enforced now is if you have one lot of wine in barrel with some barrels at multiple bonded wineries, you would need to have a separate barrel group for the barrels at each physical location.  It is good practice to do this anyway, as you would typically be completing separate topping and other work orders for the barrels at the different locations.

So what do these changes mean?

Generally, you won’t have to change anything to start getting the benefit of the improved way VINx2 tracks your bonds.  The conversion from versions 3 to 4 will take care of most of the work for you.  But, if you have been using multiple copies of the same owner with different bonds, you can take steps to consolidate the owners in the system to represent the real ownership, rather than the ownership+bond combination that Version 3.x.x required.

One thing to note is if you have been using the different bond per owner to track multiple bonds at the same physical location (ignoring AP bonds for now, we’ll get to them in a bit) you could potentially end up needing to adjust the bond details after your version 3 to 4 conversion.  Depending on the reason you were tracking things this way, there will be a different solution, so rather than try and explain them all here, it would be best to contact VINx2 Support do we can help you work out the best option and help you update the system accordingly.

A special note on Alternating Proprietorship bonds

AP bonds are largely unaffected by this change, since they are designed to allow you to track a special sub-bond at the winery based on a special class of Owner owning that wine.  As such, you should not need to change anything with the way that AP bonds are tracked within VINx2.

3.2.1 Vessel exposure report showing all historical wine exposure to oak/tank

This new report produces and Excel document showing the exposure of a wine, over time, to different vessel characteristics. You could run this report showing a simple breakdown of time in Tank versus Barrel or you could break it down by a number of Barrel properties including; Oak Type (French, American etc), Forest, Cooper, Toasting etc.

This report is located under Winery Reports -> Product History

Importantly it allows you to define a ‘neutral’ age in years and will show you the exposure based on the year of the vessel and it’s characteristics.

Why is this useful?

This report can give you a definite sense of how much New versus Old oak in either French or American the wine was exposed to (as one of many examples). As well as being extremely valuable winemaking knowledge, this is also useful marketing fodder for your tasting notes and wine labels.

The output gives you three tabs:

Breakdown by Exposure %

This tab shows you the % of exposure to each of the grouped characteristics with the ages of the vessels represented by the columns. As you can see the above example shows that this wine has had 1.7% total exposure to T.W. Boswell cooperage and all of that was for 2011 aged barrels.

Breakdown by Exposure days

This tab shows a similar breakdown but shows the actual exposure days themselves. This metric is calculated as the by multiplying the volume contained in a vessel by the number of days it was in that vessel. It will change each time you run the report for a wine currently sitting in tank/barrel as it is a time based calculation.

Breakdown by Vessel

This tab shows the raw exposure days and all characteristics on a per vessel basis so you can see how the other tabs are representing the information. It also gives you the power to group the information as you see fit. The Exposure days column is the value determined by multiplying volume by the number of days it was in the vessel.

Creating your first TTB Report (‘702’)

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 work out the correct go-live date to use. This is typically the date of your vintrace training. 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) Okay, so now you have the date, 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 VINx2, run the TTB Report (Reports -> Statutory 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 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 load-up 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 -> Statutory reports -> TTB Report of Wine Premises Operations then check the date range is the period you’re reporting for, and click the “Generate” button.

 

3.1.1 Support an option to allow non-mandatory metrics on lab console

Up until now the lab console requires you to enter values for all the requested metrics before it will allow you to save the analysis. If metrics are not returned in the results you are required to edit the analysis to remove the metric from the request.

This remains the default behavior but there is now a option to make metrics non-mandatory on scheduled analysis, allowing you to save the analysis even if some of the requested metrics are not returned.

Any metrics without a value will be ignored and discarded.

To have this option enabled please email Vinx2 support@jx2.com.au.

3.1.1 Correct delivery amount even though fruit crushed

In the past VINx2 has only allowed you to correct the weight of fruit received before it is crushed in the system. Now you can correct the weight even if the fruit is crushed and the system will automatically update the weight and extraction rates accordingly. This is in addition to other properties you can update as outlined in this FAQ

Note: if the Juice/Wine has been used in many blends on the system you only need to update on one of them, to see the change on all of them.

To do this first find a wine in the product overview that has the delivery in its history, you can easily find these wines by using the docket number in the product search.

Click the View button on the delivery operation in the history, then the correct button on the intake delivery detail screen.

Then you just update the weights to the correct amount and click save. You will be asked to enter a reason on the next screen which you must enter before saving

How do I get information from VINx2 to file the annual California Grape Crush Report

If you have been entering analysis after receiving fruit this information will be available for you in the Crush/Extraction report located under Winery Reports -> Vintage/Harvest.

Set the option to run the report by Fruit origin and the correct Vintage. Then choose to group by Grower and Varietal. Click Generate to run the report.

The output will show the Average analysis information as well as the total tonnes received and volume extracted from each unique Grower / Varietal combination.

 

How do I get the full history of a wine?

To see the complete history of a wine you can run the Operation history report located under Winery Reports -> Product history.

Ensure the Full history option is checked and also a reasonable Relevancy weighting is selected. This option is important to filter out small blends like toppings from the wines. So for example, if this is set to 2% it will filter out all the history of wines whose composition of this final blend comprises less than 2%.

Be sure to also select just the operation types you’re interested in seeing. i.e. for a full history there’s generally no need to include every single analysis or additive that was recorded, particularly if you’re interested in the fruit arrival and movements.

Enter the product code which is the batch/lot code for the wine.

How can I get a report that shows a breakdown of Year/Variety/Region composition rather than just a summary?

I’m wondering if the best report here is the Integrity Statement under Winery reports. If you ensure the Include composition breakdown checkbox is ticked you’ll get a unique breakdown by vintage, variety and region.

Otherwise you could run the stock report for that customer specifically and tick the Composition details check box, select Grouped origin from the drop-down. Change the format to CSV and check the Breakdown comp. (CSV) and then Generate get the report out in Excel. What this does is add a line entry for each unique composition entry for a wine. So for one wine you could have a stack of lines, each representing the composition element, but importantly giving you the % and respective volume as well.