Importing Paid Reserves

Import Paid Reserves in bulk using templates or configuration packages.

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.

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.

Prerequisites

Paid reserve functionality has been set up.

Paid Reserve Journal

To create paid reserve journal lines manually:

1. In the 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 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.

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.

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.