This is the form which should allow individuals to add transactions I will take it through each individual field.<\/p>\n\n\n\n

Person – the person paying for a transaction or who needs to be invoiced maybe different from the person that is for instance the primary cask owner. Provided the person is in the database list of persons then they can be selected here.<\/p>\n\n\n\n

Organisation – likewise casks may be owned by organisations and not individuals so if the organisation is listed then you can immediately select if they are not presently listed simply add them through the CRM menu and then come back.<\/p>\n\n\n\n

Invoice Requested – This is a drop down for which there are really only two options Y or or blank. Y indicates that you would like an invoice to be sent out for this particular transaction. There is a separate form that your finance team should have access too that has all the invoices that need to be invoiced. They or yourself can raise the invoice and when the invoice number is placed in the invoice no field it will disappear from that list.<\/p>\n\n\n\n

Amount – we place the amount that is going to be invoiced.<\/p>\n\n\n\n

Direction – in rare instances you may need to refund moneys against a cask in that situation you can change IN to OUT normally it will be defaulted to IN. IN represents money coming into your distillery as opposed to money going out of your distillery.<\/p>\n\n\n\n

Method of Payment – probably not know initially but you or your finance team can record the method of payment. This may be useful for tracking and auditing purposes.<\/p>\n\n\n\n

Pending – This is another useful field. Until your distillery has received moneys the database considers it as pending. Setting this to Y produces a list of all those things that are imminent to be received and will allow your finance team to watch the bank accounts to identify whether moneys have been received on receipt this Y should be chanced to N and the trans date should be set to the DATE OF RECEIPT. <\/p>\n\n\n\n

Trans Ref Credit – On the rare occasion that you need to refund moneys it and that refund relates to a former transaction you can link the two by setting this field to the transaction referenced (which is a straight index on the transaction table) here.<\/p>\n\n\n\n

Ledger LK013 – here set it to Sales this field is not presently completely used. <\/p>\n\n\n\n

Transact Cat LK016 – allows you to further categorise the receipt. If you wish to alter the items in this list then go to the Sys Admin LK016 list and adjust.<\/p>\n\n\n\n

Description – Can be useful later on <\/p>\n\n\n\n

Invoice No and Invoice Date are two fields you may not initially leave blank initially and they can be set later.<\/p>\n\n\n\n

Here is an example of a completed form.<\/p>\n\n\n\n

<\/figure>\n\n\n\n

If you hit save this dialog will close and you will go back to the former screen. Hitting F5 will update the header record and it will show you how much has been received.<\/p>\n\n\n\n

<\/figure>\n\n\n\n

For demonstration purposes I will add a further transaction as the remaining payment and go through the same process.<\/p>\n\n\n\n

<\/figure>\n\n\n\n

Here we see that there is one transaction recorded against the cask and showing that the transactions are in payment although both are pending.<\/p>\n\n\n\n

Step 4 – Following through with the finance<\/strong><\/p>\n\n\n\n

At some point the custodian will consider it appropriate to send out the invoice. There is a particular list that can be controlled by the cask custodian of all invoices that the custodian would like raised. Finance can access this through the following button. <\/p>\n\n\n\n

<\/figure><\/div>\n\n\n\n

These menu options allow for some important things<\/p>\n\n\n\n

All Transactions<\/strong> – this gives a list of all the transactions pending or otherwise that have occurred in the distillery. This is the best place if you the entire table for an invoice in particular where you have less information.<\/p>\n\n\n\n

<\/figure>\n\n\n\n

<\/p>\n\n\n\n

Invoices to be raised<\/strong> – List of all transactions that require an invoice. Placing an invoice number in the transaction removes a record from this list. Importantly to add a record to the list simply add a transaction to a cask in the Prefill list but omit the invoice no.<\/p>\n\n\n\n

<\/figure>\n\n\n\n

It is important that finance are given access to this screen which will allow them to know what invoices need to be raised and where they are to be sent. This screen will allow them to indicate an organisation or alternatively an individual. Hit the crayon symbol to edit the record. To remove the item from the list of things that need to be invoiced simply place an invoice no in the invoice no. The transaction will continue to appear in the invoice list while invoice list field is ticked.<\/p>\n\n\n\n

<\/figure>\n\n\n\n

Cask Sales & Bank Receipts <\/strong>– gives an indication of sales of casks and transactions banked. <\/p>\n\n\n\n

<\/figure><\/div>\n\n\n\n

Step 5 – Notifying production that a prefill is required.<\/p>\n\n\n\n

Provided that within the Prefill list against the cask fill the date of fill value is either in the future beyond todays date OR blank then the distillery manager can go into see all the prefills by clicking on the following button.<\/p>\n\n\n\n

<\/figure><\/div>\n\n\n\n

This should reveal a list of all the pre-fills about to happen.<\/p>\n\n\n\n

eg<\/p>\n\n\n\n

<\/figure>\n\n\n\n

Now either the cask custodian or the distillery manager can enter a date of fill and provided that is in the future this will still show in this screen.<\/p>\n\n\n\n

For an alternative explanation of invoices and some subtle features of how to control what is raised or not go here -> link<\/strong><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

The following sets out one possible method of arranging a cask sale and how the different information can be passed from a cask custodian to the distillery manager and to finance as well. Let us remind ourselves. The Cask Custodian needs to record all casks that will be sold along with the details of those… Continue reading 0080 New Cask Customer Process<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[17],"tags":[],"_links":{"self":[{"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/posts\/296"}],"collection":[{"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/comments?post=296"}],"version-history":[{"count":37,"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/posts\/296\/revisions"}],"predecessor-version":[{"id":722,"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/posts\/296\/revisions\/722"}],"wp:attachment":[{"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/media?parent=296"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/categories?post=296"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/instructions.whiskyzulu.net\/index.php\/wp-json\/wp\/v2\/tags?post=296"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}