Paid Reserve Bottling

Bottle Paid Reserves and track the resulting item, quantities, and ownership.

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.

Bottling allows you to convert an existing Paid Reserve record into one or more new records of different items and/or Unit of Measure. The bottling order will consume the primary paid reserve record and output new paid reserve records.

Scenarios:

• Customer purchased a number of 6x75cl cases and when the time came for bottling, they decided they wanted a few magnums instead of bottles.
• The Supplier bottles and packs the stock in a different pack size to the format expected.

Prerequisites

Set up inventory, purchase and sales processing.

Set up paid reserves.

Setup

Source Code

Navigate to Source Code Setup, Bevica fasttab. If Paid Reserve bottling field is blank, create a new Source Code called 'BOTTLING' and add it.

Bevica Setup

Navigate to Bevica Setup, Private Reserves fasttab and populate both Paid Reserve Bottling Order Nos and Paid Reserve Posted Bottling Order Nos.

Item Bill of Materials

To make it easier to populate bottling order lines with default output items populate the primary item's Assembly Bill of Materials

• Navigate to your primary item's list or card page
• Select Assembly BOM from the page ribbon.
• Populate:

  • Type = Item.
  • No. select your output item(s).
  • Quantity per = 1 (this has no impact on the Bottling Order but must be populated).
  • Unit of Measure, populate this with preferred output unit of measure.

Note

Any Assembly BOM Resource lines are ignored by Bottling orders.

Paid Reserve Bottling Orders

Navigate to Paid Reserve Bottling Orders, this displays all outstanding orders waiting completion.

Create a new Order / Orders

• To create a new order, select New and once you have an order number populate both Location Code and Duty Status Code.
• Select Action, Get Paid Reserves from the page ribbon
• On the Paid Reserve Selection page, click Edit List and populate the Quantity Selected column for the paid reserves to be 'bottled'. Populating multiple lines will create multiple orders, one for each paid reserve record.
• Select OK to create one or more orders.

Bottling Order

Each bottling order manages one Paid Reserve record, the Quantity to be consumed and multiple output items (Lines section) to create new Paid Reserve records.

Header Field	Note
No.	Unique order number.
Location Code	Mandatory field.
Duty Status Code	Mandatory field.
Document Date	Defaults to the date the order is created.
Order Date	Defaults to the date the order is created.
Posting Date	Defaults to the date the order is created. This date is as the Tax Point Date on posting.
Status	Bottling orders are Released and Opened in a similar way to other orders in Bevica. The order must be Released prior to posting.
Campaign No.	This will default to the Campaign code on the Item but can be changed. This field can be used for filtering and reporting. This field is visible under Show more.
Note	A free text field for miscellaneous information, 100 characters maximum.
Quantity	The Quantity you want to consume and convert to new Paid Reserves.
Available quantity	Displays the maximum quantity available to consume in the specific Location and Duty Status. This is calculated as the Remaining Quantity less Qty. Booked (i.e. on other documents).
Eq. Cases Quantity	This displays Quantity in 9 litre equivalent cases.
Lines Eq Cases	This displays a sum of all line New Quantity in 9 litre equivalent cases.
Line fields	Note
New Item No.	Select the items to create new Paid Reserve records.
New Unit of Measure Code	Select the Unit of Measure for the new Paid Reserve record, this defaults to the item's Sales Unit of Measure.
New Quantity	Enter the quantity you want to create.
Rotation No.	See 1 below.
Provenance/Source	See 1 below.
Condition	See 1 below.
Exp. Delivery Instruction	See 1 below.
Exp. Delivery Ship-to	See 1 below.
Contact Nominee	See 1 below.
Internal Information	See 1 below.

1 These fields are initially populated from the existing Paid Reserve record but can be changed if necessary (the fields may be hidden by default). On posting the Bottling Order, this information is copied to the new Paid Reserve record.

Paid Reserve Bottling Order Worksheet

The Paid Reserve Bottling Worksheet lets you view all order lines with additional information. The page can be used to select a number of lines, i.e. by Campaign, Item,

Navigate to Paid Reserve Bottling Order Worksheet.

The process expects orders to already have been already created with, ideally, default lines.

As you scroll between records, the information at the top of the page changed to display order details.

A new line can be added by selecting Process and Insert Line. This creates a new line for the same Bottling Order on the highlighted line.

Posting Bottling Orders

Bevica performs a number of checks on posting a Bottling Order.

• The order must be Released
• The volume to be consumed and the sum of the lines must be the same. This can be checked comparing Eq. Cases Quantity and Line Eq. Cases fields.
• The total financial value on the header will be apportioned by volume to the lines.

Note

Two or more existing Paid Reserve records cannot be converted into one new Paid Reserve record. In these cases you may need, via the Paid Reserve Jnl, to manually Cancel the existing Paid Reserves and create the new Paid Reserve.

After posting, the Bottling Order is deleted, and the following entries created:

• Posted Paid Reserve Bottling Order
• Paid Reserve Ledger Entries

  • A negative Cancel Sale into Reserve entry cancelling the existing Paid Reserve quantity
  • One or more positive Stock into Paid Reserve entries, creating new Paid Reserves
• Item Ledger Entries

  • A Negative Adjustment entry linked to the cancellation of the existing Paid Reserve quantity
  • One or more Positive Adjustment entries, linked to the new Paid Reserves
• Direct Cost Value Entries
• G/L Entries

Note

The Find Entries routine on any of the above pages will list the specific linked entries.