Warehouse Item Reconciliation

Import warehouse stock balances and reconcile them to Bevica inventory.

Bevica has the ability to easily reconcile stock quantities reported by your third party warehouse against Bevica Inventory. Information provided by your warehouse can be imported into Bevica overnight where discrepancies are automatically highlighted ready for investigation and resolution.

Note

This service is only available with Vision managed warehouses (LCB, Vinotheque, Lanchester, EHD and Coterie Vaults)

Introduction to using Item Reconciliation batches

Prerequisites

Bevica Warehouse Integration extension installed.

Communication Engine extension installed.

Account with a Vision managed warehouse: LCB, Vinotheque, Lanchester, EHD, Coterie Vaults.

Quick page links

Vision managed warehouses.

Whse. Item Reconciliation Batches page.

Identifying Discrepancies.

Resolving discrepancies.

Vision managed warehouses

Bevica utilises the Product Stock Enhanced file provided by Vision.

Notes from the Vision Help files:

Overview	A stock snapshot can be created to provide customers with stock information at the time of day it has been run. This data can be used to run stock comparisons and reconciliations or just as a general stock sheet. The By Product version is great for customers not using rotation numbers for ordering or where they are looking to balance Product to Product.
Limitations	• This is a summary by product, there is no reference to individual rotations within this export. • Stock is considered as stock in warehouse and is not available to order quantities. • Products with ZERO stocks will not be included in this export. • The routine can be run a maximum of 2 times in a 24 hour period.

Full information here: 2103 Product Stock Enhanced

Whse. Reconciliation Setup

See Setting up Communication Engine for Vision Stock Reconciliation for details on how to complete the initial setup.

Whse. Item Reconciliation Batches page

Search for Whse. Item Reconciliation Batches and select the link.

A batch record is created every time the stock file is imported from Vision.

Field	Note
Batch No.	Automatically generated when the file is imported.
Customer Code	Your customer reference at the warehouse.
Import Date Time	Date and time the file was imported and processed.
No. Lines	The total number of lines after the file was processed.
No. Discrepancy Lines	The total number of lines for investigation after the file was processed.
Comparison Method	• Open Inventory (Inc. Frozen) • Whse. Available Inventory (Inc. Frozen) • Open Inventory (Exc. Frozen) • Whse. Available Inventory (Exc. Frozen)

Click on Related, Card or Batch No. to open details.

Identifying discrepancies

The card lists all the item lines after being processed by Bevica. The lines contain all the information provided by the warehouse via the Product Stock Enhanced file and a number of Bevica fields to aid reconciliation. Fields not directly required for reconciliation are hidden by default.

Whse. Item Reconciliation batch lines showing discrepancy status and quantities

The processing routine:

• uses Product Code to match stock lines against Bevica Item No.
• adds any Bevica items, with inventory greater than zero, not present in the file and sets the Status to Discrepancy, adding a 'Missing item' note.
• sets any product in the file that does not exist in Bevica to Discrepancy with a 'Missing Item' note.
• compares warehouse stock levels against Bevica Inventory, if these do not match sets the Status to Discrepancy, adding an 'Inventory difference' note.
• if the item has the 'Whse. Integration Default to Case' field ticked, the quantities in Vision will be in bottles but the quantities in Bevica will be in cases. The routine will account for this and set the status to Match and add a 'Case is Base' note if the base quantities match.
• if you have selected one of the 'Excl. Frozen Stock' discrepancy calculation methods and there is frozen inventory, a 'Frozen Inventory' note will be added.

Field	Note
Product Code	This displays the warehouse product code and is used to match to the Bevica Item No.
Description	This displays the warehouse product description, which is overwritten if a Bevica Item No is matched.
Total Present Singles	Value provided by the warehouse. The available stocks figures are the total available stock holdings at the time of the extract and do NOT include items which are frozen. To find your total stock you need to add the Available and Frozen case figures together.
Total Frozen Singles	Value provided by the warehouse. Frozen stocks are those where an amount of stock is being held or blocked from being used.
Total Open Singles	Warehouse Total Stock. Calculated by Bevica as Total Available Singles' + 'Total Frozen Singles'.
Open Inventory (Base)	Takes a snapshot of the Bevica open inventory for the relevant location(s).
Qty. Sent to Whse. (Base)	Quantity on sales and transfer lines where the Whse. Integration Request Status is Generated or Sent.
Whse. Avail. Inventory (Base)	Calculated: Open Inventory (Base) - Qty. Sent to Whse. (Base).
Discrepancy Qty. (Base)	• Total Open Singles - Open Inventory (Base) • Total Open Singles - Open Inventory (Base) • Qty. Sent to Whse (Base)
Status	This is set automatically to Discrepancy where there is a possible issue with the details. The field is editable, so can be used to flag lines as having been resolved or to be ignored. Field options are: Matched, Discrepancy, Ignore, Resolved.
Note	During processing this field may be populated with a clue as to any discrepancy. The field is editable so can be used for further internal notes.

Resolving discrepancies

After investigating a discrepancy, any Bevica adjustment can be made by manually creating and posting a positive or negative adjustment item journal line. The Status field can be used to manage which lines still need to be actioned.

In some cases, there may be two Vision stock reconciliation lines for one Bevica item. These lines have the same Item No. but a different Pack Description and can happen if for example, stock has been returned not in its original case.

Bevica has the option to combine these lines in your reconciliation batch if you wish. To turn this setting on, navigate to 'Warehouse Integration Setup' and under the 'Inbound' tab there is a toggle titled 'Group Item Recon. by Item No. (Vision)'. When this feature is turned on, the Compare Vision Inventory report will combine all instances of the item no in the batch onto one line.

Note

Using this feature will override packaging information provided by the Vision Managed Warehouse where multiple lines are present. If you require visibility on the different types of packaging for your items, it is advised this feature is turned off.