Selling En Primeur

Sell En Primeur and manage allocations and fulfilment into Paid Reserves.

The process of selling En Primeur and managing Allocations/Options can be all be achieved in Bevica. Using standard documents, Reservations and Private Reserves functionality you can record what stock you have access to, manage your customers' requirements, sell, and store/dispatch.

Prerequisites

Set up sales, purchase and inventory processing.

Set up Private Reserves.

Bevica Reservations.

Knowledge of Prepayments.

En Primeur

Managing and selling En Primeur takes advantage of a number of Bevica features: Purchase, Sales and Transfer Orders, Paid Reserves and Prepayments. There are two primary ways of managing the En Primeur process - the primary consideration being if you receipt the stock prior to selling to a customer.

Not receipting stock - high level steps are:

1. Create a Purchase Order against the home location for the stock you have access to.
2. Create Sale into Reserve sales order lines, using Bevica Reservations allocated against the purchase line. This allocates the purchase quantity against the sales order.
3. Process a Prepayment Invoice to charge the customer for the goods. See Prepayments Invoicing.
4. Once the stock becomes available, process and receive the purchase order as normal. On receipt, the Bevica reservations allocated to the purchase lines are automatically reallocated to Item Ledger Entries.
5. Ship and Invoice the Sales Order, this posts the sale and creates Paid Reserve records. If the sale is for immediate delivery there is no need to set the sales line to Sale into Reserve in step 2, it can be considered a normal sale.

The advantages of this process is the flexibility it provides not having to commit quantities to inventory and being able to process purchase orders as normal when the goods need to be shipped. A weakness, compared to the process below, is the use of open documents to retain the requirements customers have paid for.

Receipting stock first - high level steps are:

1. Create a Purchase Order against the abroad location for the stock you have access to.
2. Receive the purchase order to create inventory.
3. Create, Ship and Invoice Sale into Reserve sales orders to create Paid Reserve records.
4. When the goods are made available abroad, process a Transfer Order to move the paid reserves to the home location.
5. Once receipted in the home location the paid reserves can remain in storage or withdrawn using a Sales Order.

This is a more robust process because you are selling directly from inventory at the outset and all the records are posted entries, but the link to the original purchase order is not as visible and managing the logistics from abroad to the home location is weaker.

The home location referred to above is the domestic location in your home country where the stock will be received into once it arrives into your country. The abroad location is a dummy location to you to purchase stock into in order to process a sales order for a sale into reserves. When the stock is made available, a transfer order can be processed to move the stock from the abroad to the home location.

Allocations/Options

Where you have access to quantities of stock not fully confirmed by your supplier or not yet receipted, Allocations and Options can be managed along similar lines to En Primeur using sales, purchase documents and Bevica Reservations.

High level steps:

1. Create a Purchase Order and add the quantities of stock you have access to or want to allocate against.
2. Record your customers' requirements against Sales Orders. Populate the Transaction Type field if the sale is an En Primeur sale.
3. The Open Sales Lines page can be filtered to display all demand. Use Bevica Reservations against selected lines to confirm quantities for specific customers. The original purchase line will keep a tally of the available quantity and the current reservation quantity. This way you can decide who is to receive the stock.
4. Once all quantities have been reserved, you can either receive the purchase and post the sales orders or create Sales Prepayment Invoices waiting for the goods to become available.

It is also possible to record demand against Sales Quotes, but it is not possible to apply Reservations against quotes.

You can use Campaigns and their Dimension Code to provide posted financial reporting for an En Primeur offer or Allocation.

Tracking En Primeur Transactions

To help with traceability on your En Primeur transactions, Bevica can apply the original Purchase Order No and the Buy From Vendor No to the Rotation No and Rotation Ref fields. This will carry through onto your Item Ledger Entries on posting.

This feature is managed at Location level, in order to set this up, navigate to 'Locations' and select the location you would be receiving the En Primeur stock to. On the Location Card you can then toggle on the option called 'Add PO No to Rotation No.' as shown below.

Once turned on, your Purchase Order Lines will attach the Purchase Order No as Rotation No and Vendor No as Rotation Ref.