> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/documentation/guides/paid-reserves-and-fine-wine/broking.md).
# Broking
Paid Reserve broking workflows and related lists in Bevica.
{% hint style="info" %}
Bevica **Fine Wine**, **Broking** and **Cellarage** are separate extensions. Please contact your system administrator if you would like further information on installing them
{% endhint %}
Bevica Broking functionality lets you select and manage your customers paid reserves, adding them to the Broking List, making them available for sale via sales orders. Paid Reserves can be bought to hold in inventory or sold on to another customer.
Requires Bevica Essentials & Fine Wine extensions to be installed
{% hint style="warning" %}
**Prerequisites**
Sales and purchasing setup.
Inventory setup.
Paid Reserves processing setup.
{% endhint %}
### Process
1. Complete **Setup,** detailed below.
2. **Customer Broking Worksheet & the Broking List** - the worksheet lets you plan with the customer which paid reserves they want to put on the Broking list for sale and agree buying and selling prices. The **Broking List** displays Customer Broking Worksheet lines at **Confirmed** status, this means that they are available for purchase and sale.
3. **Purchase to Stock**: you can decide to purchase quantities on the Broking list for the company.
4. **Selling Broking Stock:** sales from the Broking list to another customer are managed via a Sales Order.
### Bevica Setup
Prior to completing the fields in Bevica Setup, you will need to create your Broking Status Codes. To do this, navigate to the search function, and search for **Broking Status Codes**. Here you can create as many codes as you want. These will help you manage the process of putting stock onto the Broking List.
**Broking Status Code** fields
| Field | Note |
| ------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Code | Set a unique reference to identify the record. |
| Description | Set a meaningful description. |
| Confirmed | Broking Worksheet lines set against a Confirmed status code are available for sale. Quantity and value fields cannot be changed while a Broking line is 'Confirmed'. |
| No. Worksheet Lines | This displays how many Broking Worksheet lines exist against each code. |
The **Bevica Setup** page has a number of other fields that need populating, navigate to the **Broking fasttab**,
| Field | Note |
| ----------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Broking Purchasing Code | Create a code to be used to identify broking transaction lines. It must not be ticked as Drop Shipment or Special Order. |
| Default Broking Sales Price Group Code | When adding Paid Reserves to the Customer Broking Worksheet, Bevica will suggest a selling price from its Sales Prices records and the Customer Price Group code set in this field. If left blank an All Customer price will be used. |
| Default Broking Worksheet Status | When adding Paid Reserves to the Customer Broking Worksheet, Bevica will set the Broking Status to this field. It can be left blank, but you cannot select a Confirmed status code. |
| Default Broking Fee % | When adding Paid Reserves to the Customer Broking Worksheet, the value here is copied to the field of similar name. See Customer Broking Worksheet details below. |
| Default Min. Broking Fee Amount (LCY) | When adding Paid Reserves to the Customer Broking Worksheet, the value here is copied to the field of similar name. See Customer Broking Worksheet details below. |
| Default Purchase to Stock Broking Fee % | When adding Paid Reserves to the Customer Broking Worksheet, the value here is copied to the field of similar name. See Customer Broking Worksheet details below. |
| Default Purch. to Stock Min Broking Fee | When adding Paid Reserves to the Customer Broking Worksheet, the value here is copied to the field of similar name. See Customer Broking Worksheet details below. |
| Create Broking POs on Sales Order Release | When this is set to Yes, Broking purchase order(s) will be created automatically on releasing the Broking sales order. The recommended value is Yes. |
### Customer Card
Where a customer has paid reserves that they want to broker, their Customer account needs to be linked to a Vendor account. To do this first create the Vendor account, then navigate to the Customer card and the **Contra Balances** fasttab, populating the **Vendor No.** field.
This link is required before any Customer Broking Worksheet lines are confirmed.
### Customer Broking Worksheet
The Customer Broking Worksheet lets you manage the paid reserve records your customers want to sell. You can set buying and selling prices, and using the **Broking Status** field you can control when they appear for sale on the Broking List.
To access the worksheet navigate to a customer card / customer list, or Item card / item list and search for **Broking Worksheet** on the ribbon. You can also search for the page from global search, this opens an unfiltered list showing all worksheet lines.
### Adding lines to the worksheet:
To add lines to the worksheet, firstly make sure the **Source No.** is populated at the top of the page, then select Process, **Get Paid Reserves to Broker**. This opens the Paid Reserve Selection page where you can select the quantities from each paid reserve. When finished select OK and the lines will be copied to the worksheet.
### Broking Worksheet lines
Worksheet lines are created copying some information from:
* **Paid Reserve** record, i.e. Location Code, Duty Status, Unit of Measure,
* **Bevica Setup**, i.e. Default Broking Fee %, Default Broking Worksheet Status,
* Selling Unit Price (LCY) from the **Sales Prices**.
Selected fields from the Customer Broking Worksheet page:
| Field | Note |
| -------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Document Date | This defaults to the Workdate and is used as a filter to find the most appropriate sales price when the line is created. The date can be changed to reflect any important date. |
| Broking Status code | This defaults initially to the value in Bevica Setup and can then be changed to help you manage the line's lifecycle. Setting it to a status with the confirmed flag set makes the line available for sale and appear on the Broking List. |
| Confirmed Date | This is set when the Broking Status code sets the lines to Confirmed. It can be changed manually to reflect any important date. |
| Quantity | This is set from the quantity selected when the line was created. It does not change. |
| Remaining Quantity | When the worksheet line is set to Confirmed this is set to mirror the Quantity value. As sales are processed from the worksheet line this value is amended. |
| Qty. Booked | This reflects quantities applied to this line on other documents. This could be either on a sales order, to be sold to another customer, or on a purchase order where the company is purchasing to stock. Click into the value to open the Paid Reserve Booking Entries page to see the details. |
| Selling Unit Price (LCY) | Initially set using Document Date and Bevica Setup detail, the software finds the most appropriate sales price from all available price types for the item. The price can be changed manually if necessary, changing it will impact the Broking Fee % and Buying Unit Price (LCY) fields. The price reflects the duty status of the paid reserve record and is used when selling this stock on a sales order. |
| Min Broking Fee Amt. (LCY) | Initially set from Bevica Setup details, it is used in conjunction with Selling Unit Price (LCY) and Broking Fee % fields to calculate the Buying Unit Price (LCY). If changed manually, the Buying Unit Price (LCY) field will be recalculated from the Selling Unit Price (LCY). |
| Broking Fee % | Initially set from Bevica Setup details, it is used in conjunction with Selling Unit Price (LCY) and Min. Broking Fee Amt. (LCY) fields to calculate the Buying Unit Price (LCY). If changed manually, the Buying Unit Price (LCY) field will be recalculated from the Selling Unit Price (LCY). |
| Buying Unit Price (LCY) | Initially calculated from the values in the above fields it can be changed manually, the Broking Fee % will change to reflect any new buying price. The price should reflect the duty status of the paid reserve record. |
| Purchase to Stock Min Broking Fee Amt. (LCY) | As per Min Broking Fee Amt. (LCY) but used to calculate the Purchase to Stock Buying Unit Price (LCY). |
| Purchase to Stock Broking Fee % | As per Broking Fee % but used to calculate the Purchase to Stock Buying Unit Price (LCY). |
| Purchase to Stock Buying Unit Price (LCY) | Initially calculated from the Purchase to Stock... values above, it can be changed manually. The price should reflect the duty status of the paid reserve record. |
### Amending / Deleting Worksheet lines
Existing lines can be amended at any point before it is confirmed, e.g. to change prices and the Broking Status code.
To delete a line you must make sure no related document lines exist, i.e. Qty. Booked is zero. To change the **Quantity** available to broker you must first delete the line, then reselect it entering the new quantity.
### Broking List
The **Broking List** displays all Broking Worksheet lines at a confirmed status. These lines are available to **Purchase to Stock** or sell to a new customer via a Sales order.
The Broking list also contains a **Smartlist** that adds additional item and Paid Reserve related information. See [here](/documentation/guides/getting-started-and-navigation/smartlists.md) for more information on SmartLists.
### Purchase to Stock
If the company wants to buy broking stock for itself, it can be done via a purchase order. Start by creating a purchase order for the owners Vendor Account, then on the document ribbon select; Prepare, **Get Broking Lines to Purchase.** When the **Broking Selection** page appears populate the **Quantity Selected** column. Clicking **OK** copies the selected line(s) to the Purchase order.
{% hint style="info" %}
Note
The **Location** and **Duty Status** on the purchase order must be the same as the Broking line(s) you want to purchase.
{% endhint %}
The purchase order line(s) **Direct Unit Cost** will be populated using the **Purch. to Stock Buying Unit Price (LCY)** value, converted into currency if necessary. The purchase order can then be Released and Receipt & Invoiced, this creates the normal posted transactions, Vendor Ledger entry, positive Item Ledger entry & Value Entries and a negative Paid Reserve Entry.
### Selling Broking Stock
Selling a paid reserve to a new customer is done via a Sales Order. Start by creating a sales order against the new Customer No, then, on the document ribbon select; Actions, Functions, Broking, **Get Broking Lines to Sell.** When the **Broking Selection** page appears populate the **Quantity Selected** column for all the paid reserves you want to sell. Clicking **OK** copies the selected line(s) to the sales order. Alternatively, Broking lines can be accessed through the Sales Line Worksheet.
{% hint style="info" %}
Note
The **Location** on the sales order must be the same as the Broking line(s) you want to sell. Bevica will handle any duty transfer where applicable.
{% endhint %}
The sales order line(s) **Unit Price** will be populated using the **Selling Unit Price (LCY)** value, converted into currency if necessary. The **Transaction Type** on the line is set to blank, meaning the line is for delivery. If your customer wants to buy the stock into paid reserve then you should set the Transaction Type to **Sale Into Reserve**.
On Releasing the sales order, if **Create Broking POs on Sales Order Release** is set in Bevica Setup, linked purchase order(s) will be created automatically (even if the order is **Credit Held**). If not, you will need to create the purchase order manually by selecting; Actions, Functions, Broking and **Create Broking Purchase Order(s)**.
Purchase orders are created in the Vendor's default currency, the **Direct Unit Cost** field is populated using the **Buying Unit Price (LCY)** value.
### Open Sales Lines / Open Purchase Lines pages
Broking lines can be identified in these pages by making the following fields visible:
* Broking Owner Code.
* Broking Paid Reserve No.
### Amending Broking Sales Order / Purchase Order before posting
If you want to amend sales order lines before posting, set the order status to **Open**, this will delete any linked purchase order(s), you can then amend your sales order and release again.
### Posting a Broking Sales Order
On posting a Broking sales order the following transactions are created:
* Posted Purchase Receipt and Invoice documents.
* Vendor Ledger Entry.
* Positive 'Purchase' Item Ledger Entry.
* Negative Paid Reserve Ledger Entry and Item Ledger Entry.
* Posted Sales Shipment and Invoice documents.
* Customer Ledger Entry.
If the sale is for dispatch:
* Negative 'Sale' Item Ledger Entry.
If the sale is a Sale into Reserve:
* Negative 'Sale' Item Ledger Entry.
* New positive Paid Reserve record and accompanying Paid Reserve and Item Ledger Entry.
Associated VAT and GL Entries are also created.
---
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