New vintrace Quickstart Guide

Overview

This guide outlines vintrace's various features and how you can access those features during your daily activities and record keeping. 

The first page that you'll see after logging into vintrace is the Vessels page. 

Links to download the vintrace iOS and Android apps are in the banner at the top of the page. 

At the top of every page is a search bar that lets you find wines, vessels, items, and work orders. Beside the search bar is a barcode scanner for bookings, work orders, lab samples, and block samples. From the  Profile icon you can log out, access your Sandbox, and change your password.

The sidebar along the left provides you access to vintrace’s main features, while the  More Options icon provides you access to additional features. Below the sidebar are buttons for opening a new tab of vintrace and accessing help options such as the online help.

You can click the  Online Help icon to access the online help, provide our support and development teams with feedback, and share your screen.

vintrace Sidebar

The sidebar lets you access features in vintrace. The sidebar is minimized by default; you can hover over an icon to see its name. If you want to expand the sidebar so that you can see the names of the icons, click the > that's above the sidebar. 

Scanning Barcodes

Beside the search bar at the top of every page is a barcode scanner.

 

Click the  Barcode Scanner icon to scan a barcode for bookings, work orders, lab samples, and block samples. After you’ve finished working on the booking, work order, lab sample, or block sample, the focus returns to the barcode field so that you can scan the next barcode.

Dashboard/Dashlet Access

To access your Dashboard, click  Dashboard in the sidebar.

You can add dashlets and insights to your Dashboard.

Wines/Vessels

• Viewing Wines
• Viewing Barrels in a Group
• Changing Vessel and Barrel Details Displayed
• Creating New Tanks and Barrels
• Creating New Batches
• Editing Unused Batches 
• Printing QR Codes for Vessels
• Printing QR Codes for All Vessels in a Batch
• Printing Barcodes for Vessels
• Receiving Wine
• Creating New Bins and Tankers

Viewing Wines

To view wines from the Vessels page, click a batch. 

Viewing Barrels in a Barrel Group

To view barrels in a barrel group from the Vessels page, select the Barrels filter button, then check the Show Individual Barrels checkbox.

You can click a batch to view its details. 

If you'd like to view the barrels in a group while viewing a batch, click the  Barrel Group icon .  

Changing Vessel and Barrel Details Displayed

You can change the vessel and barrel columns that are displayed on the Vessels page to display the details that are important to you. 

To change the details displayed on the Vessels page:

1. Click the  Configure icon that's located to the right of the column headers. 
2. Select the vessel or barrel details you want displayed on the Vessels page.

Creating New Tanks and Barrels

You can create new tanks and barrels from either the Vessels page, or the Set Up page.

To create new tanks and barrels from the Vessels page, click the  and select Add Tanks, or Add Barrels, Kegs & Carboys.

To create new tanks and barrels from the Set Up page:

1. Click  Set Up in the sidebar. 
2. Click Vessels.
3. From the Barrels or Tanks tile, click Configure.

4. Click New Barrels or New Tanks.

Creating New Batches

To add a new batch from the Vessels page, click the  Plus icon and select New Wine Batch.

 

Editing Unused Batches

To edit unused batches, search for the batch using the search bar, then click the batch you want to edit. 

Printing QR Codes for Vessels

To print QR codes for vessels:

1. From the Vessels page, select the checkbox for each vessel you want to print a QR code.
2. From the Actions menu in the lower left, select Print QR Codes.

3. Select the option you want to use for printing. 

Printing QR Codes or Barcodes for All Vessels in a Batch

To print all QR codes for all vessels in a batch:

1. From the Vessels page, click the batch you want to print QR codes for. 
2. Click the  Reports icon. 
3. Select Print Codes for This Batch.
4. Select the option you want to use for printing. 

Refer to our QR codes article to learn more. 

Printing Barcodes for Vessels

1. From the Vessels page, select the vessels that you want to print barcodes for. 
2. From the Actions menu in the lower left, select Print Barcodes.
3. Select the option you want to use for printing. 

Receiving Wine

To receive wine from the Vessels page, click the   Plus icon and select Receive Wine. 

To receive wine from the Jobs page, click the  Operations icon, then select Bulk Intake. 

Refer to our bulk wine intake article to learn more. 

Creating New Bins and Tankers

To create new bins and tankers from the Set Up page:

1. Click  Set Up in the sidebar.
2. Click Vessels.
3. From the Bins or Tankers tile, click Configure.

 

Creating Work Orders

There are a number of ways to create work orders in vintrace.

• From the Jobs page, click the  Plus icon. 

• From the Jobs page, click the  Operations icon, then select an operation. A work order will be created after you specify the operation's details and click Scheduling Mode. 

• From the Vessels page, view a batch and click the  Plus icon.

• From the Vessels page, view a batch, then click the  Operations icon. The link to create a work order is located in the lower left.

• From the Calendar page, view jobs, then click the  Plus icon.

Refer to the following articles for more information: 

• Job management console
• Writing your first work order

Packaging

You can access packaging operation from the Vessels page and the Jobs page. 

• From the Vessels page, view a batch, click the  Operations icon, then click Packaging.

• From the Jobs page, click the  Operations icon, then click Packaging.

Refer to our Packaging Operation article to learn more.

Accessing Live Operations

You can access operations from the Vessels page and the Jobs page.

• From the Vessels page, view a batch and click the  Operations icon. 

• From the Jobs page, click the  Operations icon.

Blocks/Harvest

• Receiving Fruit
• Creating a Booking
• Printing Dockets and Labels
• Creating a Block
• Requesting Block Samples/ Printing Labels

Receiving Fruit

There are a number of ways to receive fruit in vintrace.

• From the Fruit Intake page, click New to record unplanned arrivals. You can also click Arrive for an existing booking.

• From the Calendar page, display the Harvest calendar, click the  Plus icon, then select Receive Fruit.

• From the Blocks page, click the  Plus icon, then select Receive Fruit.

• From the Vessels page, click the  Plus icon, then select Receive Fruit.

 Refer to the following articles to learn more:

• Managing fruit intakes and bookings
• Harvest calendar 

Creating a Booking

There are a number of ways to create bookings in vintrace.

• From the Blocks page, click the  Plus icon, then select Create Booking.

• From the Calendar page, display the Harvest calendar, click the  Plus icon, then click a date and time on the calendar.

• From the Calendar page, display the Harvest calendar, click the  Plus icon, then select Schedule Fruit.

• From the Fruit Intake page, click New, then select Scheduled Booking.

Printing Dockets and Labels

• From the Fruit Intake page, click Print.
• From the Calendar page, display the Harvest calendar, click the booking, then click Print.

Creating a Block

To create a block from the Blocks page, click  Plus icon, then select Add Block.

Requesting Block Samples/Printing Labels

1. Click  Set Up in the sidebar. 
2. From the Harvest tile, click Maturity Samples.

3. Click Labels.

Refer to our fruit sampling article to learn more. 

Labs

• Scheduling a Lab Request
• Requesting Labs/Printing Lab Labels for a Product
• Exporting/Importing Labs

Scheduling a Lab Request

To schedule a lab request:

1. Click Vessels in the sidebar. 
2. From the Vessels page, check the wines that you want to request lab work for.
3. From the Actions list that’s located in the lower left, select Lab Work.

Refer to our article on requesting, exporting, and importing lab jobs to learn more.  

Requesting Labs/Printing Lab Labels for a Product

You can request labs from the Vessels page and the Lab console.

To request labs from the Vessels page. 

1. Click  Vessels in the sidebar. 
2. From the Vessels page, view a batch. 
3. Click the  Plus icon.
4. Select Lab Labels. 

To request labs from the Lab console: 

1. Click  Lab in the sidebar. 
2. From the Lab Console, click Lab Labels.  

Exporting/Importing Labs

To export labs:

1. Click Lab in the sidebar. 
2. From the Lab Console, search for the labs you want to export.
3. Click Export. 
4. Select an export option. 

To import labs:

1. Click  Lab in the sidebar. 
2. From the Lab Console, select the import format.
3. Click .

Refer to our article on requesting, exporting, and importing lab jobs to learn more.  

Client Billing

To set up billing items, service orders, and price lists:

1. Click Set Up in the sidebar.
2. Click Client Billing.
3. Click the Configure button for the item you would like to set up.

Refer to our Configuring Billing Items article to learn more. 

Sparkling Options

• Creating Tirage Items/Gyros
• Sparkling Operations

Creating Tirage Items/Gyros

To set up tirage items and gyros:

1. Click Set Up in the sidebar.
2. Click Sparkling. 
3. Click the Configure button for the item you would like to set up.

Sparkling Operations

There are a number of ways to access the sparkling operations:

• From the Jobs page, click the  Operations icon, then click the sparkling operation you want to access.

• From the Vessels page, click on a tiraged batch, click the  Operations icon, then click the sparkling operation you want to access.

Refer to our sparkling wine articles to learn more. 

Inventory

• Viewing Inventory Items
• Inventory Operations
• Printing Stock Labels

Viewing Inventory Items

To view inventory items:

1. Click  Inventory in the sidebar.
2. Search for the inventory item.
3. Click the item to view its details. 

Inventory Operations

There are a number of ways to access inventory operations.

• From the Jobs page, click the  Operations icon, then click the inventory operation you want to access.

• From the Inventory page, select the operation from the Operations list located in the lower left. 

Refer to our bottling and inventory articles to learn more. 

Printing Stock Labels

To print stock labels:

1. Click  Inventory in the sidebar.
2. Search for the item. 
3. Click Item Labels. 

Setting Up New Entries

You can set up new entries (e.g., varieties, additives, metrics, etc...) from the Set Up page. To set up new entries:

1. Click Set Up in the sidebar. 
2. Click the link for the entry that you want to set up. You can also search for the entry
3. Click the Configure button for the entry you want to set up. 

You can also create entries from the relevant screens throughout vintrace. For example, you can create a new block, variety, sub AVA, or grower on a fruit intake. 

Reports

There are several ways to access reports.

• From the  Reports page, select the report category. 

• From the Vessels page, select a batch, click the  Reports icon, then select the report.

Refer to our reporting articles to learn more.

More Options

At the bottom of the sidebar is a  More Options icon.

The More Options page lets you access different vintrace features related to setup, consoles, searches, tools, and address book management. 

The tiles displayed may differ depending on your subscription and permissions. Please contact your local vintrace administrator, or support if you have any questions.

Wine Addition Impact Report

To access the Wine Addition Impact Report:

1. Click  Reports in the sidebar. The Winery Reports console displays. 
2. Click Product History. The Wine Addition Impact Report is located toward the bottom. 

Winery Set Up

From the Set Up page you can use the search option to find the category you are looking for, or select the category from the list.

Profile Icon

• Changing Your Password
• Switching Wineries
• Viewing What's New
• Using Your Sandbox 

Changing Your Password

To change your password, click the  Profile icon, then select Change Password.

Switching Wineries

To switch wineries, click the  Profile icon, then select Switch Winery. 

Viewing What's New

To learn what's new in vintrace, click the Profile icon, then select Notifications. 

Using Your Sandbox

To use your sandbox, click the Profile icon, then select Use My Sandbox. 

Refer to our Using Your Sandbox article to learn more. 

Adding a Packaging Item

To add a packaging item:

1. Click Vessels in the sidebar.
2. Select a batch.
3. Click the  Plus icon.
4. Select Packaging Item. 

Accessing Online Help

To access the online help:

1. Click the  Online Help icon located below the sidebar. A search window displays. 

2. Enter a search phrase in the field. 
3. Press the ENTER key.  

Suggesting an Idea

To suggest an idea: 

1. Click the  Online Help icon located below the sidebar. A search window displays. 
2. Click Suggest an Idea. 

Sharing Your Screen

To share your screen:

1. Click the  Online Help icon located below the sidebar. A search window displays. 
2. Click Screen Share.