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Fruit and Freight cost importer

Updated

In order to import and export fruit and/or freight costs using a CSV file, you will need the Can Adjust Costs permission.

The Fruit and Freight Cost importer allows you to add either fruit cost, freight cost or both to a fruit intake, with the cost linked to the unique intake docket/weigh tag.

IMPORTANT: the importer does not override contract information where it exists for a fruit intake. In this instance, while the importer will accept the fruit cost data without error, it will not adjust, add to, or alter the existing contract-based fruit cost in any way. The import of fruit cost in this scenario is void.

To update your fruit and/or freight costs using a CSV, you'll want to complete the following steps:

  1. [Optional but recommended] Export your Grape Delivery report from vintrace for reference
  2. Export a CSV file of your fruit and freight costs from vintrace
  3. Update the fruit and freight cost CSV to reflect the changes you want to make
  4. Import the fruit and freight cost CSV file into vintrace

Exporting Grape Delivery report

The Grape Delivery report is a recommended resource for managing cost import as it captures all fruit intakes aligned with their unique weigh tag/intake docket number. These weigh tags/dockets are required by the fruit and freight cost importer. The report also indicates existing fruit and freight costs and contract details if they are present.

To export the Grape Delivery report from vintrace:

  1. Click Default.png Reports in the sidebar
  2. Click Vintage/Harvest in the Report Category column
  3. Scroll to Grape Delivery Report
  4. Change the report Format to CSV
  5. Set any other filters you wish to refine by
  6. Click Generate...

The relevant columns in this report are:

  1. Weigh Tag #(US) or Docket # (ROW): The unique identifier of the particular parcel of fruit
  2. Fruit cost: Shows any existing fruit costs against the fruit
  3. Freight cost: Shows any existing freight costs against the fruit
  4. Contract: Shows a contract name if the fruit is tied to a contract. In this instance, only a freight cost can be imported with the Fruit and Freight Cost importer. Any changes to fruit cost will need to be made as an adjustment to the contract.

 

Exporting Fruit and Freight cost CSV

To export the fruit and freight costs CSV from vintrace:

  1. Click Default.png Fruit intake in the sidebar
  2. Click Upload
  3. From the dropdown menu, select Fruit and Freight Costs
  4. Click Download the import file format

 

Update the Fruit and Freight cost CSV

The CSV you have downloaded includes four headers

  1. Weigh Tag/Docket (location dependent)
  2. Fruit Cost
  3. Freight Cost
  4. Override

Weigh Tag/Docket needs the unique identifier for the intake you wish to assign costs to. You can use the Grape Delivery report to find this information.

Note: If you are copy/pasting from the report in bulk, only copy the data (cell A2 down) and not the header. Changing the header on the importer will invalidate the import.

Fruit Cost accepts numeric input only and is for the TOTAL value of the fruit on the intake tag/docket in your system currency.

Freight Cost accepts numeric input only and is for the TOTAL value of the freight on the intake tag/docket in your system currency.

Override can be set to yes or no (or TRUE or FALSE) and determines whether the system will override or retain existing data upon import.

For example, you have existing fruit costs in place against a tag/docket but no freight cost, and need to add the freight cost only. Setting override for that row to 'no' or 'FALSE' would only look for new information to fill an empty field - in this case the freight cost. The importer will ignore the fruit cost in the import csv as you have elected not to override this existing data.

In contrast, if you have existing costs in place against a tag/docket and need to update this existing data, entering 'yes' or 'TRUE' in the override column will replace the existing data with the costs you have included in the import CSV. You elect to override this existing data.

Blank fields will be ignored. You only need to fill in fields you wish to update.

A zero (0) in a field with override set to 'yes' will reset the cost field back to zero.

Make sure to save your CSV file once your updates have been made

Importing Fruit and Freight costs

After updating and saving your CSV file, you can import the file into vintrace to update your costs.

  1. Click Default.png Fruit intake in the sidebar
  2. Click Upload
  3. Select Fruit and Freight cost from the drop down list
  4. Click Chose file
  5. Specify the CSV file containing your updated costs
  6. Click Check import file
  7. Click Import
  8. Click OK after the import completes successfully

You can confirm the success of you cost uploads by downloading the Grape Delivery report again, by checking the completed intake, or by reviewing the resulting wine batch(es). Note that imported costs will take a moment to proliferate through vintrace and you may see the message 'costs are recalculating' against a wine batch while the changes are processing.

To check import against an individual intake:

  1. Click Default.png Fruit intake in the sidebar
  2. Search for the fruit booking of the intake you wish to check using the search options
  3. Click the down arrow next to Arrive on the appropriate booking
  4. Navigate to Completed intakes > Correct
    1. If the booking had multiple loads, select the appropriate intake from the list
  5. Click QA / Cost / Analysis tab
  6. Review costs in the Cost Details box

To check import against a wine batch:

  1. Navigate to the appropriate wine batch(es) that the intake produced
  2. Click the Costs tab
  3. Confirm costs in the Fruit and Freight tiles, and/or the Cost event history of the batch(es)
     

 

 

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