Cellarage
Paid Reserve cellarage workflows, including storage charging and related processes.
Cellarage in Bevica is the process of charging customers for storing their paid reserves in specialist warehouses.
Merchants can set up rates, generate cellarage lines, calculate charges, create and post invoices through a simple worksheet-driven workflow.
The model is intentionally straightforward: at a chosen point in time, Bevica looks at how many equivalent cases a customer has in storage and applies the relevant rate. This makes it easy to manage storage charging across large numbers of customers accurately and consistently.
Prerequisites
Inventory and items set up.
Paid Reserves.
Cellarage Setup
Search for, or navigate to Cellarage Setup from Bevica Setup, Related, Private Reserves, Cellarage.
Account No. set the GL account you want to post cellarage values to.
Default Sales Document Type. Enter the Sales Document Type you want assigned to cellarage sales invoices & credit memos, this can be used for reporting and easily identifying documents. The Sales Identifier on this code must be Cellarage.
Default Rate Group. After creating your Cellarage Rate Groups, set the default rate to be used if one hasn't been specifically assigned to a customer.
Invoicing Period Date Formula. Set the period you will be billing clients, this is used to calculate the Period End Date. Examples are:
monthly billing 1M-1D
quarterly billing 1Q-1D or 3M-1D
yearly billing 1Y-1D
Line Description. You can determine how you want sales line descriptions to appear. Use the % values to insert line details into the Cellarage Worksheet Description field and ultimately the posted invoice/credit memo line. The description, when formulated, can only be maximum 100 characters. Bevica will cut descriptions at that length.
e.g., if you want the description to be:
<Item No.>: for period <Invoicing Start Date> to <Invoicing End Date>
you enter %1: for period %4 to %5
Cellarage Rate Groups
Cellarage rates determine what customers are charged for you storing and managing their stock. You can set up multiple rates, assign one as the default and others to specific customers.
Search for or navigate to Cellarage Rate Groups from Cellarage Setup, Related. Create a new record; assign a Code, Description and if necessary, Cellarage Payment Terms. If Cellarage Payment Terms is left blank, the cellarage invoicing routine will use the customer's default payment terms.
Rates
Rates determine quantity breaks to apply different charges. Select Rates from the Cellarage Rate Groups page ribbon.
Cellarage Rate Code
Denotes the group code.
Minimum Quantity (Eq. Cases)
Set the quantity break (in 9 litre equivalent units) at which point you want a new value to be applied. The first line entered should have a minimum quantity of zero.
Rate per Eq. Case (LCY)
Set the value in LCY (ex. VAT) to be charged per 9 litre equivalent unit & invoicing period.
Where Customers are set to invoice in currency, the Create/Update Cellarage Sales Documents routine will convert the above local value into currency. Prices will be converted where the customer is set to Prices Include VAT.
Customers
Customers can be assigned their own Cellarage Rate Group. If one isn't assigned, the default rate group in Cellarage Setup is used. To assign a rate to a customer, populate the Cellarage Rate Group Code field in the Invoicing FastTab on the Customer card.
Cellarage Worksheet
The Cellarage worksheet is used to manage the invoicing process. Lines are created based on paid reserve quantities held at a point in time and at the appropriate rate value applied. There are three steps:
Search for, or navigate to Cellarage Worksheet from Cellarage Setup, Actions.
Suggest Cellarage Lines
To create calculated worksheet lines, select Home, Suggest Cellarage. This calculates quantities to invoice from a date specified in this routine. The report's Options page gives you a number of fields to fill in:
Invoicing Date
Enter the date at which Paid Reserve quantities are to be calculated. Reserves held on this date are included. Paid Reserves are excluded where their Last Cellarage End Date is after the date entered here.
Invoicing Period Date Formula
Enter the date formula to calculate the Invoicing End Date. The Invoicing Start and End dates represent the cellarage invoicing period. The field is defaulted from Cellarage Setup, but can be changed if you are running multiple periods.
Invoicing End Date
This date can be changed manually and represents the end of the period you are invoicing for. On invoicing, this date is set against the paid reserve records as the Last Cellarage End Date.
Filter: Location
No.
Filter in/out the Location(s) you want to calculate Cellarage quantities for.
Filter: Customer
No.
Filter in/out specific customers.
Cellarage Rate Group Code
Filter in/out customers with specific Cellarage Rate Group Codes.
The routine calculates the total paid reserves held by each customer using the routine's filter and applies the cellarage rate for that total Eq. Case quantity to each worksheet line.
The routine can be run multiple times, each time it creates new worksheet lines given the filters used.
To give customers a cellarage holiday or free cellarage on any specific paid reserve, see Paid Reserves below.
Cellarage Worksheet Lines
The above routine creates Cellarage Worksheet lines that display the details required to create and post Sales Invoices and Credit Memos.
Paid Reserve No.
Specifies the paid reserve the line is for.
Customer Name
The customer to be invoiced.
Item Description
The paid reserve item number.
Document Line Description
This is built up from the details entered in Cellarage Setup. It can be changed on individual lines if necessary. This description is copied to the sale invoice lines.
Location Filter
This displays the filter used when calculating quantities.
Invoicing Start Date
Represents the invoicing period start date. On posting the sales document, this is copied to the Paid Reserve record for information.
Invoicing End Date
Represents the invoicing period end date. On posting the sales document, this is copied to the Paid Reserve record for information and to be checked the next time the Suggest Cellarage routine is run.
Cellarage Charge Type
Initially, this is set from the Paid Reserve card (see below for more details) but can be changed manually. Where it is set to Exempt or Zero Value, the Invoicing Amount (LCY) is zero. This field cannot be changed once sales documents have been created.
Quantity
Displays the quantity held against this paid reserve given the filters applied when the Suggest Cellarage routine was run.
Unit of Measure
Displays the unit of measure related to the quantity.
Eq. Quantity
Displays Quantity represented in 9 litre units.
Invoicing Amount (LCY)
Displays the calculated amount to invoice.
Document Type
Set to either Invoice or Credit Memo.
Document No.
This is populated when sales documents are created.
Footer fields: Customer Totals
Name
Displays the customer's name.
Total Quantity (Base)
Displays the total quantity in base units.
Total Eq. Quantity
Displays the total quantity represented in 9 litre units.
Total Invoicing Amount (LCY)
Displays the total amount to be invoiced.
Create/Update Sale Documents
This routine takes the current worksheet lines and either creates a new cellarage sales document or adds line details to an existing document. To run the routine, select Process, Create/Update Sales Documents. You are able to select the Posting Date and enter an External Document No. and/or Your Reference to be applied to each sales document.
Post Cellarage Sales Documents
The final step in the process is to post the sales documents linked to cellarage worksheet lines. This can be done by navigating to Home, Post Cellarage Sales Documents. This posts the documents, updates Paid Reserve records, creates Cellarage Ledger Entries and deletes worksheet lines.
Paid Reserves
Paid Reserve records are updated as Cellarage Invoices are posted against them. The Paid Reserve card Cellarage fasttab displays this information.
Cellarage Charge Type. Determines how, by default, Cellarage Worksheet lines are set.
Blank: to be invoiced normally
Exempt: to be ignored on invoicing. These lines are ignored when the Create/Update Sale Documents routine is run. You can use this option when you don't want to change cellarage for this paid reserve record indefinitely. See also Last Cellarage End Date.
Zero Value: to be invoiced at zero value. These lines are copied to the sales invoice but are set at zero Unit Price. You can use this option to give customers free cellarage but still appear on both the sales invoice and recorded as a Cellarage Ledger Entry for reference. See also Last Cellarage End Date.
Last Cellarage Sales Invoice No. Displays, for information, the last posted cellarage invoice.
Last Cellarage Sales Invoice Date. Displays, for information, the last posted cellarage invoice date.
Last Cellarage Start Date. Displays, for information, the last posted cellarage period start date.
Last Cellarage End Date. Displays the last posted cellarage period end date. This field can be manually changed. The Suggest Cellarage routine will ignore any paid reserve where this date is after the Invoicing Start Date. You can manipulate this field to give customers free cellarage for a given invoicing period.
Cellarage Amount (LCY). Displays Cellarage Ledger Entry totals for the paid reserve.
Cellarage Ledger Entries
Cellarage Ledger Entries records are created whenever a Cellarage Document is posted. It displays information from the sales invoice / credit memo and cellarage worksheet at the time of posting.
Reversing Cellarage Ledger Entries
Cellarage Ledger Entries can be credited in full or part if necessary. Search for, or navigate to Cellarage Ledger Entries from Cellarage Setup.
Once the page is open find the entries to be reversed, selecting multiple lines. Then, select Actions, Functions, Reverse Selected Entries. This creates Credit Memo lines in the Cellarage Worksheet which are then progressed as normal.
Permissions
A Cellarage specific permission set exists: Bevica Cellarage, this gives Users SUPER access rights to cellarage functionality. It should be used in conjunction with other permission sets.
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