Wine and Spirits Distribution System

The SCI Wine and Spirits Distribution System (WSDS) is an integrated, computer-based business system. It has been designed to support all transactions related to the sale and distribution of wine, liquor, and other beverages in a simple, easy-to-use way. WSDSwas designed to utilize a relational database management system and to run on a large number of hardware platforms, from large multi-user systems to single-user PC’s.

In addition to the standard features that are found in ANY distribution package, theWSDS includes the following unique extras:

• Thoroughly tracks the receipt and sale of all goods by the piece, and by the case as well as in gallons and liters. All sales and purchasing history reports required by regulation can be accessed at the touch of a button. Sales can be traced and monitored by virtually any characteristic of the vendor, part, customer, order, or invoice! Report generator allows creation of reports in virtually any format with whatever data YOU choose.

• Inquires are easily answered with multi-level cross-referencing to aid in accessing customers or parts without knowing the customer numbers or part numbers. Direct access between all of the inquiry modules in built-in so you don’t have to jump between several menus before you get to the information that you need. While the uses of the inquiry system are endless, you will find it of particular value when dealing with a customer or salesman who wants an answer fast! The automatic on-line update routines ensure that the information you are looking at is always current and accurate.

• A comprehensive pricing module is included. It is designed to handle multiple states, several discount categories, variable commissions, and case lots as well as individual pieces. In addition, different products can be grouped together with discounts based on purchases within the group. Price lists, with or without discounts, can be printed directly from the computer.

• Co-operative ordering is accommodated with the ability to track all or part of an order. Group discounting within the co-op can be combined with individual customer orders.

As you would expect, the SCI Wine and Spirits Distribution System can also provide the following features:

• Inventory Control - including substitutions, sales and purchasing activity, sales and purchasing history, physical count entry and update.

• Sales Order Maintenance - including packing lists, invoicing, and complete interface with accounts receivable.

• Accounts Payable/Purchasing - including comprehensive vendor information with payment and purchasing history, individual or batch control, auto pay, on-account payments, and manual check control, purchase order matching, goods-received reports, automatic ordering. Fully integrated into inventory module.

• Accounts Receivable - complete customer information including payment and sales history, cash receipts, Notices of Obligation, cash forecast, statements, and aging reports. Handles COD, regular on-account shipments, or combination of both.

• Detailed Historical Information kept is so comparisons can easily be made.

• General Ledger - tied in to all other modules. Custom financial report generator. Handles multiple companies.
   

WSDS has been designed as a modular system as follows:

1. Library Module
2. Inventory Module
3. Purchasing Module
4. Order Entry/Invoicing Module
5. Accounts Receivable/Customer Module
6. Sales History/Analysis Module
7. End-of-Month Module
8. Accounts Payable Module
9. General Ledger Module

Additionally, the Fixed Assets Module and the Payroll Module can be purchased.

Overviews of some of the modules follows. These features are only the beginning. To fully appreciate how WSDS can improve your operation and increase your profits, let us show you the system in operation.

There are many types of information that are used in several places throughout theWSDS. Information like product types, brands, warehouse numbers, customer types, etc. It is important that this data be kept accurate no matter which part of the system accesses it. Therefore, we have established the Library Module where all of this type of information is stored. Whenever a modification or addition has to be made to this type of data, it is done through the Library Module. In this way, you only have to make the change in one place, and you know that wherever it is needed it will be accurate and consistent.

Cross-Referencing is maintained on several files in the WSDS. For those items that do have cross-references, the operator only needs to enter the first three (3) characters of any word within the description any time that item is needed. For example, if the operator wanted to reference the wine type “White Zinfandel”, he/she can enter either ‘WHI”, or “IN” or the actual wine type code for White Zinfandel. If several options are available for the entered characters, all possible choices are listed and the operator is asked to choose the correct item from the list.

1.1 STATE ENTRY
State abbreviations are entered and the associated Name and method of reporting. (E.g., Gallons or Liters).

1.2 COMPANY ENTRY
WSDS is a multi-company system. Each company that will be using the system is entered here. Additionally the following information is entered about each company: Name, Address, Remit to, Licensed state, License/Permits, and telephone. Up to 99 companies can be entered.

1.3 WAREHOUSE ENTRY
WSDS is a multi-warehouse system. Any of the companies that are entered in the Company Entry can ship from up to 99 different warehouses. Additional information entered is Company #, Name, Address, and State (needed for tax purposes).

1.4 DEFAULT GL CODES
WSDS is fully integrated and includes a General Ledger interface. All General Ledger codes (E.g., Chart of Accounts) for purchases and sales are entered. Specifically GL codes for the following: Purchases - Beer, Liquor, Wine, Vermouth, Sparkling Wine, Non-Alcohol, Freight-in, Sales Tax Paid, Customs & Duty, Currency Adjustments, Bank Account 1, Bank Account 2, Bank Account 3, Accounts Payable, Purchases Discounts; Sales - Beer, Liquor, Still Wine, Vermouth, Sparking Wine, Non-alcohol, Freight-out, Sales Tax Payable, Gallonage Tax, Bank Account 1, Bank Account 2, Bank Account 3, Accounts Receivable, Discounts and Allowances, A/C Writeoffs. This table is used to automatically update the proper GL Accounts for any transaction on the system. In the cases when a special GL code needs to be entered in the WSDS will prompt the operator to enter it at the time of the transaction.

1.5 INVOICE NUMBER SEQUENCE
Invoice numbers are automatically assigned by the WSDS. In order to maintain clear records, separate invoice number sequences are maintained for each company. Beginning and ending invoice numbers of each company’s sequence are displayed as well as the next available number.

1.6 TAXES ENTRY
Maintaining proper records for state and federal taxation is a key features of the WSDS. All pertinent tax information is maintained from the Taxes Entry screen. The following information in included: Company, State (of receipt), Customer Type (if necessary), Sales Tax by product type (both alcohol and non-alcohol), Gallons/Liters tax by product type, and determination by customer type whether sales tax records should be kept, whether gallons/litters tax records should be kept, and whether gallons/liters tax should be charged to the customer. The information that is entered on this screen is used to calculate the proper taxes for each invoice, and later, to be printed on the taxation reports.

1.7 - SALESMAN ENTRY
Information about each salesman in maintained from this screen. Information includes: Salesman name, address, phone number, social security number, employee number (if the salesman is paid through Payroll) or vendor number (if salesman is paid as a vendor). Also, a commission rate can be entered if this rate applies to all sales. A cross-reference is maintained for the Salesman.

1.8 OPERATOR ENTRY
There are several sections of the WSDS where it is important to know which operator is entering information. (E.g., Cash Receipts Entry). The Operator Entry Screen maintains operator numbers and names.

1.9 CUSTOMER TYPE ENTRY
Up to 99 customer types can be entered. Examples would be Wholesale, Retail, Mass Merchant, Restaurant, etc.

1.10 MISC CHARGE
Many companies sell certain products that are non-alcoholic and non-beverage, and therefore, do not fit into the normal parts file. The Misc Charge Entry Screen maintains the information about these parts. This information includes: Misc Charge Code, Description, Price, Unit-of-Measure, and General Ledger Code to which a sale of this product should be applied. Note: The use of Misc Charge is strictly for invoicing only. Although sales history is retained, no inventory levels or purchases history is kept. (E.g., An example of a Misc Charge is pallets.)

The purpose of the next few categories is to segment the parts file in several different ways. This is useful when generating ad hoc sales and inventory reports.

1.13 BRAND/GROUP ENTRY
Brand/Group Codes are maintained. A cross-reference is maintained for Brand/Group.

1.14 COUNTRY/STATE ENTRY
Country/State codes are maintained. This field is referenced by the Wine District Entry. States should be entered in this category if there are several districts within that state. (E.g., California, New York). A cross-reference is maintained for Country/State.

1.15 WINE DISTRICT ENTRY
Wine Districts are entered to further categorize the parts. A Country/State is required for each Wine District. (E.g., Sonoma Valley-California, or Burgandy-France.) A cross-reference is maintained for Wine District.

1.16 WINE TYPE
Up to 999 different types of wine can be designed in the WSDS. This information is especially useful when inquiring about sales or inventory for a particular type of wine. (E.g., White Zinfandel). A cross-reference is maintained for Wine Type.

LISTINGS - 1.21 THROUGH 1.36
All items that are entered in any of the above entry screens (except GL Codes and Invoice Number Sequence) can be displayed on the screen or printed. In each case, the Code and the corresponding description are displayed as well as any additional information that has been entered. (E.g., For Company Listing, all of the entered company information is displayed. For Wine Type entry, only the Wine Type Code and the description are displayed sine that is all that is maintained.)

One of the main reasons for using a computer is to keep track of your inventory. Not just how much you have, but also pertinent sales, purchasing, pricing, costing and miscellaneous information that goes into generating the reports that can help you better administer your business. All purchasing and sales information in continually maintained, therefore, either LIFO, FIFO or weighted average inventory values can be chosen.

1.1 PARTS ENTRY/MAINTENANCE
This is the main information screen within the Inventory and Purchasing Module. In keeping with the WSDS design philosophy, virtually any information about a given part can be accessed through this screen. Much information can be viewed at a glance (E.g., YTD-SALES or ON-HAND), however, detail screens can be accessed with just a keystroke. (E.g., Detailed Sales History).

On the WSDS both bottles and cases for a given product of a given size are maintained in the same Part file record. Separate records are maintained for same products in a different size. (E.g., 750 ml Seagrams Crown 7 and 375 ml Seagrams Crown 7 are different parts.)

The parts file is cross-referenced, so whenever you want to access a particular part you simply enter the first three characters of any word in the description. (E.g., if you want to access Part # 123456 - Gallo Red Burgandy enter either “123456” to access it directly or enter “GAL” or “RED” or “BUR” to view the possible choices.)

The following information about each part is maintained and displayed:

* These items can be displayed either for a specific warehouse or as a total for all warehouses.

Rather than a year-to-date sales figure, a prior 12 months figure is displayed. Of course detailed sales information by month can also be viewed.

A certain quantity of a product can be set aside as “priority” inventory. This inventory ca then only be used in priority orders.
The reorder point is used in purchasing to determine which products must be purchased.

In addition to this information that is automatically displayed, the following detail information above the given part can be accessed directly from the Parts Information screen. More detail about each screen is listed below:

• Costing
• Pricing/Group Discounting
• Open Sales Orders
• Sales History
• Purchases History

The following screens are accessed directly from the Parts Information Screen. The information displayed, therefore, is about the specific part that was called.

Costing
FOB Cost, Bulk and Bottling cost (if necessary), Freight-in, Duty and Federal Tax, and total cost are maintained.

Pricing/Group Discounting
Selling prices can be established for a given part by company, customer type, and state. Additionally, pricing is separately maintained for bottles and cases.

The following pricing information is maintained for the given product: List Price, Commission (default), Cost, Price change and effective date. Discount quantity, Discount Amount or Discount Percentage, Commission amount or Commission percentage.

Group Discounting
Allows you to put the given product in a group with other products for group discounting purposes. Therefore, when products within the same group are ordered, the discount quantity used for any of the parts is the total quantity for the group.

Open Sales Orders
All open sales orders for the given product are displayed. Information includes: Order number, Customer, UOM, Original Quantity Ordered, Quantity Shipped so far, Balance Due, Unit Price, Extended Price, and Order Status (OK, Hold, etc.). The listing is displayed oldest order first.

Sales History
The Sales Summary lists total sales figures for the given product by month. Information includes: Quantity, $ Sales, $ Cost, and $ Gross Profit for both bottle and case sales. The Sales Detail lists every sale of the given part. With the detail, you have the option of displaying only for a given salesman and starting from any previous month. The detail listing includes: Invoice number, Customer, UOM, Quantity, Unit Price, Extended Price, Extended Cost, Gross Profit. The detail is listed by month with totals at the end of each month.

Open Purchase Orders
All open purchase orders for the given product are displayed. Information includes: PO Number, Vendor, UOM, Original Quantity Ordered, Quantity already received, Balance Due, Due Date, Unit Cost, and Total Cost.

Purchases History
Detail listing of all purchases made for the given part. Information includes: Month, PO Number, Vendor UOM, Date Received, Quantity, Unit Cost, and Extended Cost.

Finally, a part can be made “inactive”. This will retain all sales and purchases history, but will not allow an order to be entered for it.

2.2 WINE INQUIRY
The WSDS was designed not only to benefit your distribution company, but also to offer assistance to your customers. The Wine Inquiry does just that. Through it you can list all the parts on your system that fit into any of four different categories. (E.g., Brand/Group - List all parts that have a specific brand.) Information listed includes: Part Number, Description, UOM, Quantity On-hand and Available in each warehouse. The different categories that you can choose for the display are Brand/Group. Country/State, Wine District, and Type of Wine. With the Wine Inquiry you can get answers to questions like “Which Sonoma Valley White Burgandy’s do you carry?” within just a few seconds.

2.3 INVENTORY ADJUSTMENTS
Also critical to keeping track of your inventory are the miscellaneous adjustments that can effect an accurate inventory. The WSDS provides a simple way of entering and categorizing these adjustments. Categories include: Samples taken (and by whom), Samples returned, Broken Goods, Unsaleable, Returned to Vendor, Error Correction, Inventory Count, and Unknown change.

2.4 PHYSICAL INVENTORY FORMS
The WSDS prints the forms that you will need when doing your physical inventory. This makes the process of taking inventory more efficient as well as a more accurate count.

2.5 PHYSICAL INVENTORY ENTRY
Once the physical inventory count is made, the numbers can be quickly entered through the Physical Inventory Entry.

2.6 PHYSICAL INVENTORY REPORT
The Physical Inventory Report gives a detailed listing of each part (by product group) along with the following information: Size, UOM, FOB Cost, Freight-in, Duty, and Total Cost (uses most recent cost figures), Computer Count, Physical Count, and Variance. You can see, at a glance which items were inaccurate on the computer and by how much.

2.8 CYCLE COUNTING
One frequently used method of maintaining an accurate inventory count on the computer without having the tedious chore of full inventory counts, is to count the inventory in cycles. The WSDS chooses the parts to be counted based on those parts that have not recently been counted and that have the most activity. Once the whole inventory has been counted, the cycle starts right over again. The cycle counting system also allows you to choose the number of items that you want to count at any given time.

2.9 REORDER POINT REPORT
A report can be generated which lists all of the parts whose on-hand inventory is less than the reorder point that is entered in the parts file.

2.21 PRICE LIST PRINT
Several different price lists can be printed from the data that is stored on the system. You can choose whether you want a salesman’s (all discounts for all customer types) or a customer’s price list (just list and postoff price), all or just a selected product category, effective date, customer type, and state for which the price sheet applies. In this way, you can customize the price sheet based on who will be using it.

2.22 INVENTORY MAINTENANCE ACTIVITY REPORT
This report lists pertinent information about the parts that have had a recent change of status. Changes of status include newly added as a part, deleted, made inactive, and reactivated.

2.23 INVENTORY MASTER REPORT
This report lists pertinent information about your current active inventory for a given warehouse (or totals for all warehouses). This report can be run for either a selected class of products or for all classes. Information listed includes Part number, Description, Size, UOM, Gallons, Quantity On-hand, Quantity On-order, Costs (using the latest cost figures), Month-to-date unit and dollar sales, and 12-prior-month unit and dollar sales.

2.24 PRODUCT ACTIVITY REPORT
This report lists Month-to-date sales and profits and 12-prior-month sales and profit sorted by Unit sales, Dollar Sales, or Total Profit.

2.25 COSTED INVENTORY REPORT
This report lists the cost for each item of your inventory for a selected warehouse (or totals for all warehouses). The cost figures used in this report are the most recent costs for each product. (See LIFO report below.)

2.26 WEEKLY ADJUSTMENTS REPORT
This report is a weekly log of inventory adjustments. Of course the Part number and description are listed as well as the quantity and reason for the adjustment.

2.29 PRICE VS. COST COMPARISON
One of the most important reports that can be generated is the Price vs. Cost report. The WSDS provides this to give you a quick look at the percent gross profit for all of your parts using the most recent landed cost and the lowest selling price. You can see at a glance which products might be priced too low.

2.34 LIFO INVENTORY REPORT
The LIFO Inventory Report gives you an accurate cost for your inventory based on the Last-in, First-out method. All relevant costing information is listed. The report includes a listing of the quantity of any part available at each cost. Note: Because all pertinent information is already maintained, this report can be altered to use either LIFO, FIFO, or weighted average.

The WSDS has a fully-featured integrated Purchasing system. Not only can you use it to purchase parts that you keep in inventory and resell, you can also purchase non-inventory items (like copier paper) to maintain control. The Purchasing Module has a very strong tie into the Accounts Payable Module. The systems have been setup to ensure that you pay only for parts that have been received. Additionally, because theWSDS is a “real-time” system, your customers can immediately know when product is expected as soon as the purchase order is placed. This can save what might have been a lost order.

2.10 PURCHASE ORDER ENTRY
The Purchase Order Entry was developed to be very easy to use. All vendor and part cross-referencing can be used so actually entering orders is a very simple task. Most recent pricing for the product to be purchased is also listed. For those non-inventory items that you want to purchase, all you need is the correct General Ledger code so the proper accounts can be credited. Of course, purchases can be shipped directly to other warehouses or directly to a customer (Drop Shipment).

2.11 GRS CREATION/REPRINT
Although considerable information is kept on the computer, it is important to continue to keep certain information in writing. One of these critical bits of information are received goods. Ultimately you want to be sure that you are only paying for the goods that you receive. In order to ensure the most reliable values, a ‘Goods Received Ship” or GRS is required of all incoming products. Naturally, goods are expected to be received if a purchase order is placed. Additionally, goods can be received as customer returns. In all cases, GRS’s must be filled out to maintain accuracy. The GRS Creation/Reprint creates GRS’s for items that are being received but have not gone through the normal purchase order routine.

2.12 GOODS RECEIVED ENTRY
When product is received, all pertinent information about the receipt is recorded, included whether any of the goods were damaged. At this time, if costs have changed, the new costs can be entered to keep the costing information absolutely accurate. (Of course, the cost can be entered, also, at a later time.) As soon as the goods are received through the Goods Received Entry, they are immediately put into inventory and made available for shipment.

2.14 INVENTORY WAREHOUSE TRANSFERS
For those Wine and Spirits Distributors that have multiple warehouses, the Inventory Warehouse Transfer provides you with a quick and easy way to let the computer know that you are moving goods from one warehouse to another.

LISTING AND REPORTS

2.30 OPEN PURCHASE ORDERS
A detailed listing of all open purchase orders can be printed. Information on the report includes PO Number, Vendor, PO Date, Product, Size, UOM, Quantity Ordered, Quantity Received so far, Balance not yet received, FOB cost, and Extended total cost. For the non-stock items, the associated General Ledger Code is also listed.

2.31 GRS PRINT
This routine creates GRS’s from new Purchase Orders and prints all GRS’s that have not yet been printed. NOTE: GRS’s are printed on plain white paper. Since the GRS is strictly an internal document, no special forms are needed.

2.32 WEEKLY RECEIPTS PRINT
A weekly log of goods received plus other pertinent information about the receipt can be printed. Printed information includes PO cost, Quantity originally ordered, and Quantity received, Extended total cost, GRS #, Vendor, and PO #.

2.33 PURCHASE ORDER PRINT
Although it is not necessary to the WSDS to print Purchase Orders, there are several vendors that require hard-copy Purchase Orders. The Purchase Order Print will print the entered purchase orders on preprinted forms.

A smooth running operation is the cornerstone of a successful Wine and Spirits Distribution business. An efficient flow of information from Order Entry through Cash Receipts is the key to maintaining a smooth running operation. The WSDS provides you with simple and effective systems that ensure accuracy and reliability, and enable you to achieve the high levels of service that keep your customer’s ordering from you.

The typical flow of an order is as follows. An order is placed by either a salesman or by the customer themselves. The order is entered immediately onto the computer. In fact the order can be entered onto the computer as it is taken over the phone! As each item is entered into the order, the available inventory is immediately checked. If enough inventory is available then it immediately gets “set aside” for this order. The correct pricing category is automatically found for the given type and location of the customer, the specific products ordered, and the quantity of the products ordered. At this time a picking ticket can be printed (in the warehouse, if you like), or the invoice can immediately be printed. If the quantity shipped of any product does not match the quantity that the WSDS thinks is shipped, than an adjustment can be made on the picking ticket, or, if an invoice has already been updated, a credit memo can be issued. When the invoice is updated, all appropriate files are accessed and updated, including those files that keep track of taxation and gallonage. Finally, cash is received and applied toward the invoice.

Several files are kept throughout the process. Of great importance are the “sales history” files. It is from these files that all sales and tax reports are generated. Additionally, information is maintained so that old orders and invoices can be viewed OR EVEN PRINTED at any time.

4.1 ORDER ENTRY / INQUIRY
The first screen in the daily process is the Order Entry / Inquiry Screen. It is through this screen, of course, that orders are entered. There is considerable information that is maintained for each order including Customer, Bill to (if other than the customer), Attention, Special Instructions, Comments, Salesman, Warehouse from where this order will be shipped, Order Type (Priority, Regular, Credit Hold, or Co-op), Order Date, Cancellation Date, Requested Ship Date, Terms, Who placed the order (Salesman or Customer), Pricing Type.

Some of the information on the Order comes directly from the Customer File when the customer number is entered (or cross-referenced!). This is automatically read in, however, it can be overridden if necessary. Also, as soon as the correct customer is entered, all appropriate accounting information is read and the customer’s credit profile is checked. If , in fact the customer exceeds his credit limit as the order is entered, the operator will be notified and the order can be terminated.

At the time of Order Entry, you can choose whether or not a backorder should be generated. If “NO” is chosen, then the remainder of the order will be canceled if it is not shipped.

Also available are drop shipment orders directly from your vendor to your customer. A Purchase Order can automatically be created from the order. NOTE: Only one vendors products can then be on the order.)

The body of the order can be entered very quickly. Since the part numbers are cross-referenced, there are no difficult numbers to remember or cumbersome lists to sort through. Simply enter the first three letters of any word within the parts description and choose the part number from the selections offered. All that needs to be entered then, is the UOM and the Quantity Ordered. Pricing is automatically calculated based on the computer, product, and quantity, however, that too, can be overridden. Additionally, if group discounts apply, then the price is adjusted accordingly.

Orders that have already been shipped can also be viewed, but not altered. In this case, the quantity shipped will be displayed along with the original order quantity.

4.2 OPEN ORDER REPORT
This report is a detailed listing of all orders that have not yet been completely shipped. Any items that have been shipped will appear on the listing with the quantity shipped and balance due.

4.3 INVOICE ENTRY / MAINTENANCE
On the WSDS most of the information needed for invoicing has already been entered in Order Entry. At the time of invoicing, any changes to the order that have been noted on the completed packing list can be made (E.g., change terms, add parts, delete parts) and the actual ship date, quantity shipped, and freight charges (if any) are entered. Price changes can also be entered at this time.

The important task of proper tax calculation occurs at this time. All factors that effect taxation (E.g., Customer type, Product type, State, Size, etc.) are considered and the total taxes are calculated and stored.

Old invoices are also maintained on the system. This enables you to view an invoice, JUST AS IT WAS ORIGINALLY ENTERED. Old invoices can also be reprinted through the Invoice Reprint.

4.4 CREDIT MEMO ENTRY
There can be several different reasons for issuing a credit memo to your customer. TheWSDS has one simple entry screen to handle credit memos. If the Credit Memo applies to an existing invoice, the invoice number in entered. If not, the correct customer number is entered. The credit memo type is then selected (E.g., Customer Return, Price Adjustment, Misc Credit). In order for the Credit Memo to be a Customer Return, the products must have been received through the Goods Received Entry. This ensures that correct credits are given. Additionally, the following information can be entered: Warehouse, Comments, and Freight. The body of the Credit Memo, which includes parts, Misc charge or comments is then entered. NOTE: The WSDS automatically assumes that credits are negative so their easy to enter.

4.5 PACKING LIST DELETION
The WSDS provides you with a quick way of deleting Packing List from the system. This “housekeeping” is important to keep your system running efficiently.

LISTING AND REPORTS

4.21 PACKING LIST PRINT
After orders have been entered, packing lists are printed. Since these are for internal use only, no special forms are needed. All the order information is printed on the packing list in an easy to read format so the product can be picked efficiently. Space is left on the forms for any last minute adjustments that can only be made as the order is being shipped. Additionally, an area for the packers initials is included.

4.22 PRE-UPDATE EDIT LISTING
The process of updating invoices effects several critical areas of the system. It is very important, therefore, that the invoices are completely correct before they are updated. (Of course, correction entries can always be made, but this is cumbersome and time consuming.) The Pre-update Edit listing gives you a detailed listing of all yet-to-be-updated invoices and all critical information so you can see, at a glance, if there are any errors. The corrections can then easily be made and the invoices will update correctly.

4.23 INVOICE PRINT/UPDATE
All unprinted invoices, or just selected invoices can be printed on invoice forms. Of course, all mandated taxation information is included on the invoice when it is printed.

The Update is the culmination of the ordering procedure. All sales history files (product, customer, salesman, etc.) are updated as well as all critical tax reporting files. Additionally, all accounting records (A/R, Commission, GL, etc.) are updated.

4.24 DAILY SALES REPORTS
Although there is no formal end -of-day routine needed (since all critical fields are permanently maintained), several Daily reports can be generated which are useful.

Invoice Register
List all of the invoices that have been updated since the last report was run. Sorts the invoices by day, and lists all of the day’s totals. Information listed includes Invoice #, Customer #, Net Invoice Amount, Freight, Sales Tax, Gallon/Liters Tax, Invoice Total. NOTE: If a new invoice has been updated for a date that has already has an invoice register printed, then the entire days invoice register will be reprinted. This ensures that all of your paperwork matches the data on the computer.

Profit Register
Summarizes the profit from each of the invoices updated during the day. The total cost for the invoice is calculated using the most recent costs for all of the products. Information listed includes Invoice #, Customer number, Net Sale, Net Cost, Total Profit.

Daily Activity Reports
Similar to the Invoice Register, the Daily Activity Report list pertinent sales information about all of the invoices that have been updated since the last run. This report sorts the invoices by salesman.

4.26 SALES INVOICE REPRINT
Old invoices are stored on the computer in their original form so they can be reprinted at any time.

Customers are the most important asset that you have. The information that is maintained on the WSDS helps you to keep better track of all your customers’ activities like accounts receivable, payments, and sales history.

Like many other modules in the WSDS the Accounts Receivable/Customer Module has been designed to have everything at your fingertips. Pertinent summary information is always displayed for you to see at a glance. More detail can be seen at the touch of a key. For example, from the main customer information screen, summary Month-to-date sales information is always displayed, however, you can jump to see detailed sales history by product with one keystroke.

As in the rest of the WSDS, this module also has full cross-referencing so you’ll never have to remember customer numbers or look through cumbersome lists.

4.8 CUSTOMER ENTRY / MAINTENANCE
This is the main customer information screen. All pertinent information about each of your customers is accessed from this screen. Of course, all of the important descriptive information is maintained however, you can also view pertinent accounting and sales information.

To view the information for a particular customer, you can use the easy cross-referencing that is built into the WSDS. To access customer number 123456, “ABC Wines and Liquors”, for example, simply enter “123456” to get it directly, or enter “ABC” or “WIN” or “AND” or “LIQ” to get a short listing of all the customers whose name contains those letters.

The following descriptive information is included:

Additionally, the following accounting information regarding the given customer is displayed at a glance.

Credit Limit8Sales Month-to-date
Open Accounts Receivable8Sales 12-prior-mos
Open Orders (dollars)8 Sales this mo last yr
Payments 12-prior-months8Sales for 12-prior-mos
Payments Month-to-date8 starting this mo last yr

The WSDS uses the 12-prior-months figures because they are more meaningful than just the Year-to-date figures

Finally, directly from the customer information screen, you can access additional summary and detail information about the customer’s A/R, Sales or payments history. Included are the following:

• Open Accounts Receivable
• Open Sales Orders
• Sales and Profit Summary
• Sales and Profit Detail
• Payments Summary
• Payments Detail
• Order Entry / Maintenance
• Invoice Entry / Maintenance

Open Accounts Receivable
List all invoices that have not yet been paid in full. Information listed includes Invoice Number, Invoice Date, Age, Balance Due. The listings is sorted by oldest invoice first.

Open Sales Orders
List all open sales orders and the products that were ordered. Partially shipped orders are also listed. Information listed includes Order number, Product number, Product description, UOM, Quantity ordered, Quantity shipped already (if any), Balance Due, Unit Price by product, Extended Price. NOTE: If you want to view the complete order, simply go into the Order Entry / Maintenance Screen.

Sales and Profit Summary
Lists, by month, total sales, gross profit and profit percentage for the given customer. The listing is by month in descending order. You have the option of starting the listing from any month so you don’t have to sit through months of data just to see the information from six (6) months ago.

Sales and Profit Deal
List detail information, by invoice, of sales and gross profit. Also included in the listing are the following: Invoice number, Invoice date, Product, UOM, Quantity shipped, Price, Extended Price, Total Profit.

Payments Summary
Gives a quick listing of Check number, Date received, and Check amount. This is listed by month in descending order. You can choose the starting month.

Payments Detail
Lists detailed information about each check received from a given customer. Information listed includes Accounting Period, Check number, Check amount, Date received, Invoice numbers that were paid with this check, Amount from each invoice that was paid, Invoice Date, # of days from the invoice date that the check was posted.

Order Entry / Maintenance
The Order Entry Screen can be entered directly from the Customer Information Screen. This is a handy shortcut that enables you to check the customer’s ordering history and current accounting information before entering this order. Additionally, since old orders are maintained on the WSDS you have the ability to view old orders in their entirety from this screen.

Invoice Entry / Maintenance
You can also access the Invoice Entry / Maintenance Screen. Besides the ability to enter current invoices, you can also display invoices to help answer customer service questions.

4.9 ACCOUNTS RECEIVABLE ADJUSTMENTS
There are always cases were adjustments have to be made to invoices that have already been processed. The Accounts Receivable Adjustments enable you to make these corrections quickly and efficiently. Simply enter the invoice number (A/R record) that you want to adjust. The Invoice date, Original amount, amount paid and balance due are displayed. Enter the adjustment amount and date and choose the type of adjustment (Discount/Allowance, Bad Debt writeoff, or miscellaneous adjustment.) You can then enter the General Ledger code to which this adjustment should apply. All necessary A/R changes are then made automatically by the WSDS.

4.11 CUSTOMER STATUS CHANGE
The WSDS has four (4) different payment statuses that customers fall in. They are OK, COD, Delinquent, and Inactive. The customer status has a direct bearing on the order that is generated since this status is used by the order. The Customer Status Change is a quick method of changing the status of the customer. This is not included as part of the Customer Entry / Maintenance since the status should only be accessible to those with credit authority.

4.12 ACCOUNTS RECEIVABLE ENTRY
Normally, an accounts receivable is generated when a customer is invoiced. There are times, however, when it is necessary to just enter A/R information as if an invoice had been entered but without having to go through the who billing procedure. (Normally, when the WSDS is first setup, old A/R entries are entered onto the system to have an up-to-date A/R aging.) It is through the Accounts Receivable Entry that this task can most easily be accomplished.

4.13 ACCOUNTS RECEIVABLE TRANSFER
Like many industries, there are instances where your customers may merge, go out of business, or in other ways create they need to transfer their Accounts Receivable records. This is done via the Accounts Receivable Transfer.

4.15 CASH RECEIPTS ENTRY
The culmination of the sales cycle is the receipt of cash. Proper checks and balances (no pun intended!) are absolutely necessary to ensure accurate accounting and cash flow reporting. The WSDS Cash Receipts Entry was designed to give the most possible flexibility while ensuring an easily accountable audit trail. Simply, when checks are received, a “batch” of checks are added up and kept together throughout the entry process. The batch total is entered FIRST, so any totaling errors can be detected when the entry is finished. Each batch is associated with a particular operator, so a proper audit trail is created. The WSDS also keeps track of open batches, so the operator does not need to enter the full batch in one sitting. However, the day’s cash cannot be updated until all batches are complete and balanced.

Individual checks are easy to enter even if the customer forgets to put the invoice information on the check stub. All customer receivable information is displayed when the customer number is entered (or cross-referenced). You then choose, from the list of open invoices, the ones that the customer paid. Partial payments can be applied against any of the invoices. Discounts and allowances can be entered at the time the invoices are “paid” without having to create credits, and the proper General Ledger Accounts will automatically be updated. Also, On-account payments can be entered without having to create “dummy” invoices.

4.16 MISCELLANEOUS CASH ENTRY
For those instances when cash is received which is not associated with an invoice, the Miscellaneous Cash Entry enables you to quickly enter it and update the proper General Ledger accounts. Of Course, the entry must balance and considerable space is allotted for a description of the transaction.

LISTING AND REPORTS

4.28 CUSTOMER MASTER LISTING
This report lists all pertinent descriptive information about each customer including Customer number, Name, License Number, Bill-to Address, Ship-to Address, Telephone, and Credit Limit.

4.29 CUSTOMER STATEMENTS
Statements listing all open accounts receivable for a customer can be printed on pre-printed statement forms. These statements can be printed at any time of the month. You can print statements for all of your customers, or you can only print them for a specific company, or a specific type of customer, or an individual customer. The accounts receivable are listed on the statements under the following categories: Current, 31-60 days, 61-90 days, and over 90 days.

4.30 CUSTOMER HISTORY REPORT
This report gives you either summary or detail sales information about a selected group of customers. First you are asked whether you want summary or detail information.

The summary report gives you total information, by accounting period, for $ Sales, $ Cost, $ Gross Profit, % Profit, and $ Payments for your selected group of customers. There are several different sort and select options that you have for this report. You can sort the report for all companies and all customers by customer name, for one company and all customers by company name, and for one company and all customers by salesman. You also can choose the starting and ending account periods for which the report runs.

The detail report lists all products purchased, by the selected customer group, and the associated UOM, Quantity, Unit Price, Extended Price, Unit Cost, Extended Cost and Total Gross Profit. This report allows you to select the customers by state, salesman, or individual customer. You can choose the starting and ending accounting periods for this report, also.

4.31 CASH RECEIPTS FORECAST
The WSDS keeps track of the due dates of all customer invoices. Therefore, a cash receipts forecast can be printed. Two different reports are available: 30 Day Cash Receipts Forecast - sorted by due date and 4-Week Cash Receipts Forecast - sorted by salesman. In both cases the Due Date, Customer, Invoice, and Invoice Amount are listed. In the 4-Week Forecast, the amount due for each week is listed giving you an excellent tool to determine cash flow.

4.32 ACCOUNTS RECEIVABLE AGING
One of the most often used administrative reports is the Accounts Receivable Aging. TheWSDS provides an easy-to-read report with all critical Accounts Receivable information including Customer Name and Address, Invoice number, Due Date, Amount and $ Current, 31-60 days, 61-90 days, and over 90 days. The report is sorted by company by customer type by customer name. Of course totals are also given for a quick overview.

4.34 DAILY CASH REPORT AND UPDATE
A report is generated for each cash batch that is entered. This report cannot be generated until the batch has been completely entered. The report contains the following information Batch #, Operator, Customer Name, Check Number, Check Date, Check Amount, All Invoiced Paid, Invoice #’s, Net Cash, Discounts and Allowances, Other Discounts (with General Ledger account number), Total Accounts Receivable.

When the Daily Cash Report has been correctly printed, the update process is invoked and the Accounts Receivable and Customer files are updated.

4.35 SALESMAN’S COMMISSION REPORT
Salesman’s commission can be accrued either at the time of the sale (invoice update) or at the time of receipt of cash. A salesman’s Commission Report can be printed at any time. You are asked to enter the beginning and ending date for the report. The information that is printed on the report is as follows: Salesman name, Customer name, Invoice number, Invoice date, Paid date, Allowances, Net amount, Paid in full?, Commission amount.

One of the main functions of the WSDS is to provide meaningful sales reports. The WSDS was designed to keep the data that will allow you to generate, literally, thousands of different reports that can help you sell as well as purchase your products more effectively.

The Sales Inquiry Module puts together, in one menu, many of the most often used sales reports. Many of these reports can be generated from other modules, however having them in one place is found to be helpful.

The reports available from this menu are as follows:

Screen Inquiries:

1. Sales for a Part (See Inventory Module, 2.1 Parts Entry - Sales History)
2. Sales for a Customer (See Customer Module, 4.8 Customer Entry - Sales History)
3. Sales Summary

Printed Reports:

5. Product Activity Report (See Inventory Module, 2.24 Product Activity Report)
6. Vendor History Report
7. Customer History Report (See Customer Module, 4.30 Customer History Report)
8. Sales Summary
9. Custom Report Generator

As indicated, several of the reports can be generated from other modules. The reports that cannot are described below:

5.3 SALES SUMMARY
This is a quick report displaying the total daily sales by invoice for a given period. You are asked to enter the beginning and ending date for the report. The information displayed includes Invoice #, Net Sale, Freight, Sales Tax, Gallons/Liters Tax, and Date. Totals are listed by date.

5.6 VENDOR HISTORY REPORT
This report is an analysis of vendor invoices. The information printed includes Accounting Period, Vendor, Voucher #, Vendor Invoice #, Invoice Amount, PO #, Date Paid, Check Number, Amount Paid, and Balance Due.

5.8 SALES SUMMARY
This report is a printout of the screen report described in 5.3, Sales Summary.

5.9 CUSTOMER REPORT GENERATOR
One of the most powerful facilities provided with the WSDS is the Customer Report Generator. Every Wine and Spirits business is different. It would be impossible for us to think of all of the possible reports that any one company may need. Therefore, we created the Customer Report Generator which allows you to create your own sales reports.

The WSDS keeps constant track of sales, inventory, cash receipts, and accounts payable, therefore, cumbersome end-of-month closing is not needed. However, there are parts of the systems that maintain monthly information so a month-end procedure is still needed for these minor updates.

Additionally, several informative reports are traditionally run at the end of the month to give managers and owners an good look at their companies. (In the WSDS these reports can be run at any time during the month, however they are included on the Month-end menu as a reminder.)

The WSDS was also designed to work in a “real world” environment. We understand that you might not want to close out your receivables for a prior month even though you want to still enter invoices for a subsequent month. Therefore, with the WSDS you can keep multiple accounting periods open.

Furthermore, the month-end procedure for sales, inventory, accounts payable, cash receipts and general ledger are all separate. Although we highly recommend a structured month-end procedure (and, in fact, this can be easily setup), the flexibility can be welcome.

The following reports are available in the Month-End Module:

Inventory

• Monthly Adjustments Report
• Monthly Depletion Report - (per vendor)
• Transaction Summary
• Vendor Credit Memos Due
• Gallons/Liters Report

Cash Receipts

• COD Cash Receipts Report
• A/R Cash Receipts Report
• Misc Cash Receipts Report
• A/R Adjustment Report

Sales

• Intercompany Billing
• Monthly Invoice Register
• Monthly Profit Register
• Customer Credits Due
• Product Sales Reports
• Customer Sales Reports
• Salesman Sales Reports

The Customer Report Generator helps you construct your reports based on various criteria. A report format is designed and saved so you can use it in the future. In fact, you can design several reports and run them whenever you want.

The sorting and selecting criteria is first chosen. The data to be displayed is then chosen and the report format is saved. You can at any time recall the report format and then run the report generator to create the actual report.

Sorting Criteria
You can sort the report by Brand, by Customer, by Product, by Salesman, or any combination.

Selection Criteria
You can search the sales file and just get information about individual or lists of Products, Brands, Customers, States, Salesman, or Vendors.

A range of dates for the report is also entered.

EXAMPLE:

List the sales for all the customers in Wisconsin for the Seagrams brand.

Once the specific sales are selected, you can choose what information you want on the report. This information can include the following:

The possibilities are endless.