The top section contains the common wine stock information displayed above all tabs. This includes the stock count, value, stock descriptions and vintage.

Details Tab

In Bond - ticked indicates that the wine is in bond and that costs are still being accumulated – the invoice for duty is normally outstanding.

In Use - allows the user to define if the wine is available for use or not – this will affect the availability of the wine within the posting programs.

EPOS Touch Keys – if the Wine Stock system is linked to the EPOS system for sales of wine, the description of the wine which will appear on the EPOS touch screen keyboard (4 x 8 characters) is defined here.

Last Ord Date – this is maintained by the user if the Wine Stock system is not using purchase ordering. See Add a New Wine and Create Purchase Order or Re-Order an Existing Wine.

Use Market – ticked forces the selling prices to be calculated using the current market value of the wine, as entered and maintained by the user, rather than the last purchase price.

Allow Recalc – ticked will recalculate the selling prices based upon the last purchase price; un-ticked will require manual selling price updates for subsequent purchase price changes.

Transactions Tab

The transactions tab shows a summary of the transactions for the chosen record. Clicking Detail will drop the cursor into the summary grid where the user and view the entire transaction list. Double-click or Enter on any transaction line will open a window to display that transaction in more detail.

Stock Records Tab

The stock records tab shows a summary of the FIFO stock by purchase price for the chosen record. When stock is booked out of the system, the FIFO records will be reduced to zero using the oldest record first. The system will allow the final FIFO record to contain a negative stock value if required.

Purchase Orders Tab

If the Wine Stock system is utilizing Purchase Ordering, this tab is used to view, maintain and create purchase orders for the chosen wine stock record. New orders will have a status of pending until they have been emailed to the merchant. See Re-Order an Existing Wine.

Add a New Wine and Create Purchase Order

Points to note:

· Click the Add option

· The Stock Number will be automatically allocated

· Because the wine is being ordered, select ‘Not in Use’ and do not complete the bin reference

· If the wine is ‘in bond’, tick the ‘In Bond’ box

· EPOS Touch Key descriptions are only applicable if the system is linked to an EPOS touch screen till unit – they can remain as initially displayed if this is not the case

· Select the appropriate Merchant Code from whom the wine is to be ordered

· Last Order Date, Last Order Quantity, Last Order Unit Price (excluding VAT) must be completed – the Last Order Total Price will be calculated

· If a market value is to be used to calculate sale prices, tick the Use Market box, otherwise leave the Use Market box blank – a decision must be made

· If the sale prices of the wine are to be recalculated if the purchase price changes, tick the Allow Recalc box, otherwise leave the Allow Recalc box blank – a decision must be made

· The uplift percentages are set from the Wine Stock control record (see Housekeeping) but can be overridden for any individual wine if required

· All information apart from the Stock Number can be amended by clicking the Change option at any time

Re-order an Existing Wine

Points to note:

· Find the existing Wine Stock record and click the Purchase Orders tab

· Click the Change option

Tab to the Date field or Click the Date field in the grid – enter the Order Date or select the Order Date using the calendar
Enter the Merchant Code or select the Merchant Code using the look up window – please note that the system will refer to the Purchase Ledger accounts
Enter the quantity to be ordered
Enter the unit price agreed with the merchant
The system will calculate the total order line value and set the status of the order to ‘Pending’
Click OK to add the order for this wine or click Cancel to cancel

Cellars

Allows the user to maintain separate ‘cellars’ within the Wine Stock system. Examples would be:

· Main Cellar

· Storage Cellar

· SCR

· General

The user can associate a default category, colour and type with any category – these can be overridden with the Wine Stock record if required.

Wine Stock Records – shows the number of wine stock records using this cellar code - details are available by clicking Stock