Wine Stocks Posting	Wine Stocks Screen Shots
Stock Posting Programs Interface into Wine Stocks Stock In & Stock Out Stock In & Stock Out by Grid – Manual Entry Stock In & Stock Out by Grid – Purchase Order Batch Posting Input and Update Batch Report Audit Report Stock Sale/Conference Price Update Stock Purchase Orders
Interface into Wine Stocks
Stock In and Stock Out This program is used to manually adjust the on-hand stock for any Wine Stock record. Click Find to load the required Wine Stock record(s) using the selection criteria available. Clicking the magnifying glass will provide look-ups on the associated fields. Click Change to enter either the Stock Movement or the New On-Hand value for this stock record. If there is already a FIFO record for this stock item, the unit movement cost will be displayed as a default. The user can enter either the Unit Movement Cost or the Total Movement Cost – the system will calculate whichever is not entered. The first time that the program is used, the following entries will also be required – thereafter, they will be retained by the program for future adjustments to other stock record, but can be overridden at any time. · Transaction Date · Transaction Reference · Transaction Description · Stock ‘’IN’ Transaction Code · Stock ‘OUT’ Transaction Code Click OK to update the new on-hand value for the stock record or click Cancel to leave the on-hand value as it was. If the on-hand value is adjusted upwards, then a stock transaction record will be created for the stock movement and either the existing FIFO record will be updated if the unit cost is the same as already on the FIFO record, or a new FIFO record will be created if the unit cost is different. If the on-hand value is adjusted downwards, then a stock transaction record will be created for the stock movement and the existing FIFO record(s) will be updated to reflect the reduction in stock. The unit cost entered in this case will NOT be used.
Stock In and Stock Out by Grid Manual Entry Click Header Date defaults to today – this can be changed by overtyping or using the calendar. This date is only the batch header date – individual transaction dates can be entered in the grid Select ‘O - Movement Out’ or ‘I’ – Movement In Enter a batch header description Enter a batch header reference Click Detail Enter the appropriate Transaction Code or select from the lookup window e.g. Sale to SCR Fellow (code entered directly would be IND) Enter the date that the transaction took place Enter the Cellar or select from the lookup window e.g. CELLAR; if there is only one cellar in use, then this field will be completed automatically Enter the appropriate Wine Type or select from the lookup window e.g. Burgundy (code entered directly would be BURG). This entry is not mandatory, but if used will filter the wines displayed in the look up list accessed via the Wine Name or part thereof to wines of this type. Enter the Wine Name or part of the Wine Name (e.g. CHASS) and click the magnifying look up icon to the right of the Wine Name box. This will open a window which, in this example, will display all of the Burgundy wines whose name contains the word CHASS. Select the appropriate wine from the available list. If the Wine Stock number is known, entry of the Wine Type and Wine Name can be skipped and the Unique Wine Number entered at this point. Enter the quantity Enter the Member Number (if known) or enter the surname or part of the surname in the Member Number box (e.g. Walker) and click the magnifying look up icon to the right of the Member Number box. This will open a window which, in this example, will display all of the Members whose surname contains the word Walker. Select the appropriate member from the available list. The Member Number is only required if the transaction code in use is linked to Fees & Charges. Enter a transaction reference or docket number if required Click OK if there are no more transactions to enter Click Detail to amend any quantities Click Update to accept the entries and create a Wine Stock posting batch for the transactions. This batch will have to be updated before the transactions are reflected in the Wine Stock records using: Mercury > Wine Stock > Posting > Batch Posting Input and Update > Find > Enter the selection criteria to find the batch or batches to be updated – entering ‘I’ in the Batch Status box and clicking OK will find all batches with a status of ‘input’ which require updating > Update – this will update the batch transactions
Purchase Order Click Header Date defaults to today – this can be changed by overtyping or using the calendar Select ‘I - Movement In’ Enter the Wine Order Number or select the order from the look up window Enter a reference for the delivery Enter the number of bottles delivered for each line of the order – a value in excess of that ordered will not be accepted Click OK Click Detail to amend any delivery quantities Click Update to accept the entries and create a Wine Stock posting batch for the order lines. This batch will have to be updated before the transactions are reflected in the Wine Stock records using: Mercury > Wine Stock > Posting > Batch Posting Input and Update > Find > Enter the selection criteria to find the batch or batches to be updated – entering ‘I’ in the Batch Status box and clicking OK will find all batches with a status of ‘input’ which require updating > Update – this will update the batch transactions
Batch Posting Input and Update Updating batches created by Stock In and Stock Out by Grid Mercury > Wine Stock > Posting > Batch Posting Input and Update > Find Enter ‘I’ in the Batch Status box and click OK – this will find all of the batches in the system with a status of ‘Input’ and which require updating Click Output > Run > View to view on screen a batch report which shows the transactions contained in the batch - do NOT print the report from Notepad or Wordpad Close the Notepad/Wordpad window Click Quit to exit the Batch Report program Make any amendments necessary via the Transaction Details tab > Change > amend required fields > OK > Back Click Update to update the transactions in the batch The batch status will change to ‘Posted’ Amendments to the transactions in the batch are now prohibited	Points to note:
Manual Entry of Wine Stock Transactions Batch Header Mercury > Wine Stock > Posting > Batch Posting Input and Update > Add Tab on the Batch Number field to use the next automatic batch number Enter the Batch Date and Batch Description as required The Batch Heading is the description which will appear on the internal system invoice which can be produced from this batch. Enter the number of transactions in the batch Enter the number of bottles of wine sold or used in the batch Enter the required Nominal Ledger period and year Click OK to add the batch header for this batch or click Cancel to cancel Batch Transaction(s) Enter the description or part thereof and use the Lookup button to identify the wine that was sold or used Enter or select the transaction code using the Lookup button – note that the ‘Use FC’ column must be set to ‘Y’ in the lookup table to allow the entry of specific member number(s) to whom the wine should be allocated Enter the transaction date – this will default to the batch date or the previous transaction date if one exists Enter the document or docket reference if applicable Enter the number of bottles of wine taken out of stock Enter the member number if all the wine is for a single member or enter ‘0’ to allocate the wine over multiple members – entering ‘0’ will open up a member input grid window (see below) Sales to Multiple Members Enter the number of glasses per bottle OR the total number of glasses from all of the bottle(s) used for this wine Click OK to continue the allocation or Cancel to cancel Enter the member number or enter ‘0’ to enter the member name If selected, enter the member surname or part thereof and use the Lookup button to identify the member to whom the wine should be allocated Enter the number of glasses for that member Enter the value of the wine apportionment for that member – the calculated value can be overridden Continue until all of the glasses and values have been allocated – completion will not be available until the required value of the wine used agrees with the entered value of the wine used Click OK to complete the allocation or Cancel to cancel Click OK to complete the transaction or Cancel to cancel Click Back when all transactions have been entered Click Update to update the completed batch – this option will only be available if the batch totals agree; click Yes to confirm that the batch is to be updated Select Invoice to print the internal invoice for this batch
Batch Report The Batch Report program prints all or selected posting batches which have been created in the Wine Stock system. · Click Report or Selection to determine the report contents
Audit Report The Audit Report program prints all posting batches which have been created AND updated in the Wine Stock system since the last audit report was printed. The user cannot select to audit specific batches. Once a batch has appeared on an audit report it is flagged as ‘audited’ and will no longer be visible in the posting program unless ‘Audited Batch’ is ticked as part of the batch selection criteria. · Click Report to determine the report sub-total options
Stock Sale/Conference Price Update Click Report · Tick Uplift Sale Price 1 and the uplift (or down-lift if negative) percentage to be applied to sale price 1 · Tick Uplift Sale Price 1 and the uplift (or down-lift if negative) percentage to be applied to sale price 2 · Tick Uplift Sale Price 1 and the uplift (or down-lift if negative) percentage to be applied to sale price 3 At least one sale price must be amended Click Selection to select the wine stock records for which the sale prices are to be amended Click Selection to select the wine stock records for which the sale prices are to be amended Click Run to update the selected wine stock records and produce the updated prices report
Stock Purchase Orders Orders Pending Click Find · Enter the Merchant Code or select the Merchant Code using the look up window and click OK Click the Orders Pending tab to view the pending orders Click Pending to ‘un-tick’ any wines which are NOT to be ordered at this time Click Order to create the Purchase Order for the selected wine or wines being bought from this merchant Click Yes to Confirm Creation of the Purchase Order Enter the email message text to accompany the Purchase Order and click OK The Order Number and Order Date will be displayed and the order information can be viewed by clicking the Order Lines tab The Order will be emailed to the Merchant if an email address is held on the system or printed if not – an example is shown to the right
Orders and Order Lines Click Find · Enter the Merchant Code or select the Merchant Code using the look up window and click OK Click the Orders tab to view the orders for this merchant Click View to access the order grids Click OK or Cancel return