Paid Reserve Setup
Set up Paid Reserves, locations, and defaults before using fine wine reserve workflows.
Prerequisites
Bevica has been set up to manage inventory, purchases and sales.
Bevica Setup
In the
area, search for Bevica Setup.Navigate to the Paid Reserve fasttabs.
Setup fields
Paid Reserve Split
Determines how Paid Reserve records are created when they are sold into reserve
See1 below
Paid Reserve No.s
Specifies the No. Series to be used for Paid Reserve records.
i.e. PR0000001
Paid Reserve Journal Template Name
Determines the Template name to be used for Paid Reserve journals.
This is typically preset.
Paid Reserve Journal Batch Name
Determines the default batch name to be used for Paid Reserve journals.
This is typically preset.
Paid Reserve Job Task Code
Set the default Job Task code for Paid Reserve entries
This is typically preset and used internally by the system
Paid Reserve Withdrawal Duty Account
Determines the GL Account to be used when charging customers Duty on paid reserve withdrawals. (Revenue GL Account)
Used when withdrawing a Duty Free Paid Reserve to Duty Paid. See below.
Paid Reserve Withdrawal VAT Account
Determines the GL Account to be used when charging customers VAT on paid reserve withdrawals. (Full VAT GL Account)
Used when withdrawing a Duty Free Paid Reserve to Duty Paid. See below.
1 Paid Reserve Split
The value in this field becomes the system default for how new Paid Reserve records are created, either from a Sales Order or Paid Reserve Journal.
None
One Paid Reserve record is created per Sales / Paid Reserve Jnl.
Base Unit of Measure
Multiple Paid Reserve records are created per Sales / Paid Reserve Jnl, one per Base Unit of Measure for the item. i.e. one sales line of Qty 10 & UoM 6x75cl will create 60 Paid Reserve records of Qty 1, UoM 75cl.
Unit of Measure
Multiple Paid Reserve records are created per Sales / Paid Reserve Jnl, one per Sales Unit of Measure for the item. i.e. one sales line of Qty 10 & UoM 6x75cl will create 10 Paid Reserve records of Qty 1, UoM 6x75cl.
Inventory Posting Group
In order to allow Bevica to better identify and improve Paid Reserve processing performance, a separate Inventory Posting Group should be created for Paid Reserves. To do this, in the 
area, search for Inventory Posting Groups, create a new code to be used for Paid Reserves postings.
Once this has been created this will need to be applied in Bevica Setup. In the Fine Wine - Private Reserves tab populate the Paid Reserve Inventory Posting Group field with your new Inventory Posting Group.
Inventory Posting Setup
In the
area, search for Inventory Posting Setup.
Populate the Inventory Account (Paid Res.) field for the relevant combinations of Location and Paid Reserve Inventory Posting Group. This specifies the G/L Account that Paid Reserve transactions are posted to. You will need to ensure each location managing Paid Reserves has a posting setup for your Paid Reserve Inventory Posting Group code and the Inventory Account (Paid Res.)
The Bevica Setup Paid Reserve Inventory Posting Group field can be left blank. This reverts to the standard behaviour where the Inventory Posting Group held against the item is used to determine G/L postings.
Updating Pre-existing Paid Reserves
For Paid Reserves created prior to install of Bevica Essentials V23.48.0.0 the Inventory Posting Group will need to be updated on the Value Entries. Once the setup above has been done, in Bevica Setup navigate to Related > Private Reserves > Processing > Change Paid Reserve Inventory Posting Group.
The routine will update the value entries for all Paid Reserves to align with the Inventory Posting Group supplied in the Fine Wine - Private Reserves tab. This will only need to be run once for historic entries.
Ensure no company reporting relies on any posted Inventory Posting Group codes held against Value Entries.
Paid Reserves GL Accounts
We would recommend the following setup for the GL accounts used for Duty and VAT invoicing on withdrawals.
Duty Account to be the same as the Inventory Account (Paid Res.) in Inventory Posting Setup. This will result in a zero balance on the account on withdrawal of the paid reserve once the Sales Shipment and Invoice have been posted.
You could use a separate 'Duty Revenue' account but you would then have to reconcile this.
If you use your normal Duty account then the replenishment of the reserve from duty free to duty paid will post to the duty account and a second posting to this account would happen for the GL invoice line created.
This will usually have the General Product Posting Group set up for 'duty' and a standard VAT Product Posting Group.
Full VAT Account should be your full VAT GL account which is used for the usual combination of the VAT posting. This should have a General Product Posting Group (see below) and a VAT Product Posting Group which is your Full VAT setup.
Prepayments
Where you may be using prepayments for Duty and VAT withdrawal invoices the following setup is advised. Please refer to this article Prepayment Invoicing for further information.
Paid Reserve Withdrawal VAT Account
Create a new General Product Posting Group for 'FULLVAT'
In General Posting Setup create the posting combinations for this Product posting group and the Business posting groups.
Set the Sales Prepayment Account to be your full VAT GL account which is used for the Paid Reserve Withdrawal VAT Account.
Paid Reserve Withdrawal Duty Account
In General Posting Setup set the Sales Prepayment Account to be your normal Customer Prepayments account.
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