> 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/importing_paid_reserves.md). # Importing Paid Reserves Import Paid Reserves in bulk using templates or configuration packages. {% hint style="info" %} Bevica Fine Wine is a separate extension. Please contact your system administrator or your TVision contact if you would like further information or would like to install Bevica Fine Wine. {% endhint %} Whether for initial go-live data take-on or receipting paid reserves on behalf of your clients from other merchants, you can easily import Paid Reserves. Imported using the **Paid Reserve Journal**, it comes with an accompanying **Configuration Package** to load records in bulk. {% hint style="warning" %} **Prerequisites** Paid reserve functionality has been set up. {% endhint %} ## Paid Reserve Journal To create paid reserve journal lines manually: 1. In the ![](https://2932934759-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfUgpGDVvyqBWVvwVIy9a%2Fuploads%2Fgit-blob-d08791d5454211f4ad6c103dcb698478e14f0cc7%2F2RUdnWV3LVorjQV2ph_fg-ZrawmvWg2IPQ.png?alt=media) button, search for and open **Paid Reserve Journal**. 2. Once opened, select the Batch you want to use and populate the following fields. * Note that the Batch No. Series must be separate from the Paid Reserves Case No Series (from Bevica Setup). | Field | Usage | Notes | | ------------------------ | ------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------- | | Posting Date | Enter a valid date | | | Document No. | A free text field | Max. 20 alphanumeric characters | | Entry Type | Must be 'Stock into Paid Reserve' | | | Source Type | Set this to 'Customer' | | | Source No. | Enter a valid Customer No. | | | Item No. | Enter a valid Item No. | | | Location Code | Enter a valid Location Code. | | | Variant Code | Enter a valid duty status. | | | Import Paid Reserve No.2 | A free text field | To be used for data migration where a Paid Reserve No. is already assigned. | | Quantity | Enter the quantity for the Unit of Measure in the next field. | | | Unit of Measure Code | Enter a valid Unit of Measure for the item | | | Paid Reserve Split1 | Must be one of: None, Base Unit of Measure, Unit of Measure. | The default value is set in Bevica Setup. | | Unit Price | Enter a price valuation for the paid Reserve. | This value will be used later, if necessary, to charge VAT. | | External Document No. | A free text field. | Max. 35 alphanumeric characters. | | Rotation No. | Enter a Rotation No. if provided by the receiving warehouse. | If the Location & Item are set up for Package & Rotation Tracking, a Rotation Number must be input on the Paid Reserve Journal. | | Reason Code | Must be a valid Reason Code. | This field can be used for reporting and visibility on Item Ledger Entries | Additionally, the following fields are available which may be added to the package: * **Provenance/Source**, **Condition**, and **Internal Information** to help identify records from their external source. * **Document Date**, this can be populated to signify the original purchase date if, for example, you are migrating records at go-live. Once the paid reserve journal lines are created, if any of your items have item tracking (**lot numbers**, **serial numbers**, or **package numbers**) you can either: * Manually add a lot/serial/package number to the journal line (you will need to personalize your page to bring the fields on) * On the ribbon, select **Tracking** and either **Assign Lot No.**, **Assign Serial No.**, or **Assign Package No.**. Lot numbers will be assigned to all lines where the item is lot number tracked. Serial numbers will be assigned to all lines where the item is serial number tracked. Package numbers will be assigned to all lines where the item has an Item Tracking Code. Once you are ready, you can post the journal to create the paid reserve records. ## Configuration Package To create paid reserve journal lines in bulk: 1. In the ![](https://2932934759-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfUgpGDVvyqBWVvwVIy9a%2Fuploads%2Fgit-blob-b457e9647c581ba019218e3efc910f803e2e3718%2F6vaOFAx6UqWBeRSMXs2fKwPhw4D5ir5_5g.png?alt=media) button, search for and open **Configuration Packages**. 2. Once opened, select the **B-DM-OPEN PRES BAL** package. The Configuration package lists the following fields in this order, populate the data in Excel and import. | Field | Usage | Notes | | ------------------------ | ------------------------------------------------------------------------------- | --------------------------------------------------------------------------- | | Journal Template Name | Enter a valid Journal Template Name (mandatory field) | Enter PRSTD | | Journal Batch Name | Enter a valid Journal Batch Name (mandatory field) | Enter DEFAULT | | Line No. | Create a unique number for each line (mandatory field) | i.e. 10, 20, 30, 40, 50... | | Posting Date | Enter a valid date | | | Document No. | A free text field (mandatory field) | Max. 20 alphanumeric characters | | Entry Type | Must be 'Stock into Paid Reserve' (mandatory field) | | | Source Type | Set this to 'Customer' (mandatory field) | | | Source No. | Enter a valid Customer No. (mandatory field) | | | Item No. | Enter a valid Item No. (mandatory field) | | | Location Code | Enter a valid Location Code. (mandatory field) | | | Variant Code | Enter a valid duty status. (mandatory field) | | | Import Paid Reserve No.2 | A free text field | To be used for data migration where a Paid Reserve No. is already assigned. | | Quantity | Enter the quantity for the Unit of Measure in the next field. (mandatory field) | | | Unit of Measure Code | Enter a valid Unit of Measure for the item. (mandatory field) | | | Paid Reserve Split1 | Must be one of: None, Base Unit of Measure, Unit of Measure. (mandatory field) | The default value is set in Bevica Setup. | | Unit Price | Enter a price valuation for the paid Reserve. | This value will be used later, if necessary, to charge VAT. | | External Document No. | A free text field. | Max. 35 alphanumeric characters. | | Rotation No. | Enter a Rotation No. if provided by the receiving warehouse. | | | Rotation Ref. | | Max. 50 alphanumeric characters. | | Reason Code | Must be a valid Reason Code. | This field can be used for reporting and visibility on Item Ledger Entries | | Condition | | Max. 100 alphanumeric characters. | | Provenance/Source | | Max. 100 alphanumeric characters. | | Internal Information | | Max. 100 alphanumeric characters. | {% hint style="info" %} **Note** If you are in doubt about how to populate the fields, go to the **Paid Reserve Jnl.** and create a few lines manually. Then export the **Configuration Package** line to Excel, this will show you the fields you populated. {% endhint %} After you have imported your Excel spreadsheet into the configuration package, 'Apply' the data to the Paid Reserve Jnl. line table. You can then navigate to the journal, check the lines, and when ready 'Post'. **1 Note** The **Paid Reserve Split** field determines how Paid Reserve records are created when the Jnl. is posted. * **None** - one Paid Reserve record is created for the entire quantity on the Paid Reserve Jnl. line. * **Base Unit of Measure** - one Paid Reserve record is created per base unit of measure, i.e. if the line has a UoM of 6x75cl and quantity 10, 60 individual Paid Reserves will be created. * **Unit of Measure** - one Paid Reserve record is created per the Unit of Measure on the Jnl. line, i.e. if the line has a UoM of 6x75cl and quantity 10, 10 individual Paid Reserves will be created. **2 Note** The **Import Paid Reserve No.** field is designed for Data Migration purposes, allowing you to create the Paid Reserve with its already assigned number. This field does not interact with the Paid Reserve No Series and so will not update the 'Last Used No' on creation. This field will validate the Paid Reserve No and will prevent posting if the Paid Reserve No already exists. It cannot be used in conjunction with the **Paid Reserve Split** feature. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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