> 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/paid_reserves_cellarage_invoicing.md).
# Cellarage
Paid Reserve cellarage workflows, including storage charging and related processes.
{% hint style="info" %}
Bevica **Fine Wine**, **Broking** and **Cellarage** are separate extensions. Please contact your system administrator if you would like further information.
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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.
Requires Bevica Essentials & Fine Wine extensions to be installed
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**Prerequisites**
Inventory and items set up.
Paid Reserves.
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### 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:
**\- : for period \ to \**
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.
| Field | Note |
| ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| 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. |
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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.**
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### 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:
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### Suggest Cellarage lines
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### Create/Update Cellarage Sales Documents
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### Post Cellarage Sales Documents
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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:
| Options | Note |
| ----------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| 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.
{% hint style="info" %}
Note
The invoicing period should match values entered against the Cellarage Rate, **Rate per Eq. Case (LCY)** field.
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#### **Cellarage Worksheet Lines**
The above routine creates Cellarage Worksheet lines that display the details required to create and post Sales Invoices and Credit Memos.
| Field | Note |
| ------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| 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. |
{% hint style="info" %}
The Cellarage Worksheet can be **sorted** in order of Paid Reserve No. or Invoicing Period. The chosen sort method will be the sort order on the Cellarage invoice once created.
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### **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.
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On creating sales documents the routine will attempt to add any Worksheet lines to existing 'Open' cellarage documents with the same 'Posting Date'. If not, a new document will be created.
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{% hint style="info" %}
The routine should create a sales invoice per customer. If it is creating a sales invoice per worksheet line, check the **Sales Document Type Code** has the **Sales Identifier** set as **Cellarage**. The **Default Sales Document Type** used is set in Cellarage Setup.
{% endhint %}
### **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.
{% hint style="info" %}
Cellarage Ledger Entries are only created from cellarage worksheet lines. So, if you are relying on Cellarage Ledger Entries for reporting make sure all invoices and credits are managed via the cellarage worksheet.
{% endhint %}
### 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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