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This page contains information on the following topics
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Currency
The Currency
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option is used to create a new currency, or view and edit the existing Currencies. These currencies are used throughout the system.
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To quickly and easily update exchange rates for multiple currencies, please visit https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/662077545/System+Group#Currency-Rate |
Once you have successfully set a unique Currency Name and a Currency Sign you can
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add Exchange Rates and the date the new rate will be effective from.
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The currency sign should be the three-digit ISO code for the currency e.g. USD, ZAR, EUR, AUD etc. |
When the rates change
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, you can enter a new rate and
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effective date, it will only work from that date onwards.
An audit log of the previous changes for auditing purposes will be available in Currency Maintenance.
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The Currency Name must be unique |
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You can add Exchange Rates to a new Currency straight away but you should NOT try to add new exchange rates to existing currency. |
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| title | Commodity Codes |
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Commodity Codes are used by the system to categorized Products into the correct Duty types to comply with Customs regulations.
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Frozen Reason
If you need to freeze stock you will be asked to input the reason, the system comes with a number of “system” reasons which are used for quality, receipting, and governmental controls.
This screen is used to create, edit, or view
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Tax Code, Currency and Commodity Category Codes all need to be set up before you create a new Commodity Code.
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DT - CFSP Customs Declaration Type
IR - Trader who is authorised for CFSP as an indirect representative and submitting the declaration on behalf of the importer
ECU Indicator - This is a legacy field relating to Agriculture and Industrial rates, this is no longer used
No. Of Products - This is a legacy field that used to calculate the number of products using this commodity code, however, this is no longer used.
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All the fields in red are mandatory to save the order
Speak to the Vision Support Team if you would like to turn on Shipping Notes.
The fields that are greyed out will be in a future release.
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 Commodity Category Codes indicate the general product type for (S would be a sprit, B would be a beer). This category codes are used on the Commodity Code screen and in other places (to show what types of products are allowed for use by individual Customers for example and on System Delivery Addresses). |
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This screen is used to create, edit, or view the Frozen Reason.  This is used to show the Reason for freezing stock. This is mandatory when freezing stock If the Reason Code is to be used for Quarantine purposes, you will need to check the QA Held. This field defaults to unticked. Any Stock Frozen using the QA Held field will not show up when searching for Frozen Stock. The Code should be unique |
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| title | Tax Certificate |
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This is used for the small brewery tax certificates, these are issued to small breweries when they are producing limited quantities of beer and allow tax to be reduced for the products they produce.
As a brewery can supply multiple customers within the warehouse a single certificate is needed which can then be applied to the products that this brewery produce which can be in any customer's account.
This screen allows you to create or edit a Tax Certificate, and an audit trail is provided to show changes to the tax certificate.
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This screen is used to create a new tax-free form for tracking order usage  Orders being processed which are Type D (Diplomatic) or Type V (Visiting Forces) require C426/C197 forms to allow those orders to be processed. This reference is used on the orders in the UB info |
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| title | Packaging Type |
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the Frozen Reason. Each code needs to be unique.
You can specify an internal reason as well as a more comprehensive reason for the customer.
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Be aware that setting an option on creation may make that option fixed with no way to modify it. These options are used by items which are inserted at the time of system creation you would not normally use those options afterwards. |
Options Name | Function and Notes | ||
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QA Held | This operates a QA sub-system and generally setup for use with production/bottling goods which are held in QA until either released by the system or manually released.
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Prevent Stock Maintenance | Generally used where stock is booked on without a value when it is needed, you need to use the Goods In feature for adding the value and releasing the stock. | ||
Excise Duty Bulk Payment Permitted | This is used for WOWGR related stock landing, if the customer does not have a WOWGR then the stock is frozen until the payment of duties is made through the excise bulk payment system.
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Prevent User Unfreeze | This options stops the user from unfreezing stocks using this code. |
Special Codes
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WOWGR | This is used in the following conditions are met
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REVCHECK | Same as above except the customer is set to Duty Representative of “NA” | ||
QA | When goods arrive and the receipt delivery type is set to mark all goods as QA upon receipt e.g. Manufacturing. | ||
VALUES | If you marke a receipt as Receipt without values then the stock is frozen and you must enter the values to unfreeze the stock. There is a menu option on Goods Inward to allow you to find this stock and to unfreeze it. |
Packaging Type
Packaging types are stored for each stock as it arrives and is used on paperwork for many things including environmental reporting, exports, government documents, and clearances.
This screen is used to create, edit, or view the Packaging Types. This is used in the Pre-Advices when receipting the stock.
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The Packaging Code should be unique
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Pallet Type
You can maintain different pallet types in the system and use this to record the usage of pallets during the goods inwards and goods outwards processes.
This screen is used to create, edit or view the Pallet Types.
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This is used in the Customer Maintenance screen.
Default Inwards Charge
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→ The values that you are adding in this type, can be overridden when you are using this type
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for a specific customer. When used on a Pre-Advice, this generates charges which can then be invoiced in Vision Invoicing 'Goods In' invoices.
Default Outwards Charge
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→ Charges are not generated for using this currently but Goods Out Pallet use can be seen using the 'Goods Out Pallet Usage' Report in VW Business Intelligence Reports.
Default Rental
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→ The changes for the rental of the pallets.
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The Pallet Code should be unique |
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This screen is used to maintain the excise duty codes and rates of excise duty.  Small Brewery OptionThis option makes the rates auto calculated the duty based on the sliding scale and is based on the small brewery certificate you enter and then apply against the product. Rate for < 5000 hectolitres - DO NOT TICK THE SMALL BREWERY option. The rate you put in is the rate which is charged. Rate for 5000-60000 hectolitres - Enter the FULL Rate into the field and tick the option “Small Brewery” this activates the sliding scale. General SetupCalculation Methodology - The system needs to know which method it will be using for this tax code. Only one can be selected and you should enter this first.
Duty Stamps Applicable - Is this a tax code where you may require a duty stamp on the item ? If it is then set the option by clicking the check box. When adding a new rate in you insert this into the Details section where you state the date/time this rate would apply and you enter the figure you need into the correct box for this product excise category, once finished press the +ADD button and ensure it is added to the list. |
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| title | UnPick Reasons |
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You can find existing Pallet Types by searching in the Navigation Panel under Maintenance. Double-click one of the Pallet Types in the list to Edit the details (using the screen shown above).
Unpick Reasons
This is used as additional security controls on warehouse operations when goods are picked a pick note is produced if they are unpicked and re-picked a new note can be produced, without adequate controls it is possible to double pick.
So to control this, if you unpick, you have to enter an unpick reason.
It is a simple form that requires a code and a narrative for the code.
This was added to aid warehouses keep a record of who was carrying this function out and why, it helps theft prevention because if you are using paper pick notes, this is still in the warehouse when you unpick and you need to remember to recall it and destroy it, otherwise there is a potential for duplicate picking.
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It is a simple form that requires a code and a narrative for the code.
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Warehouse Vehicle
If you are using Vision Flex for warehouse picking, we need to know which vehicle you are using in the warehouse, what its capabilities are, and its maximum capacities.
You will be requested to specify the warehouse vehicle on the flex system.
This screen is used to create, edit, or view Warehouse Vehicles.
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This is used when using the Vision Flex application for picking and
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put away.
🔗 For more information regarding the Vision Flex application, please click on the link 📟 Flex for WMS
The maximum you can enter in the Reaches Location Height field is 32767
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| title | Brand |
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Brand
This is in addition to the description field for a product. You can enter the brand which can be the manufacturer/producer, etc. This is a single input field, if it exists we will not duplicate the record.
The below-shown screen is used to create, edit, or view the Brand.
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This is used when creating a product to be used in the system
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You will not be able to have a duplicate of the Brand Name, the name should be unique
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This screen is used to create, edit or view the Warehouse Locations to an existing Warehouse  You would need to have a Warehouse and Sites created for you to create a Warehouse Location You are able to create a Warehouse Location manually using the above screen or you are able to upload (import) multiple Locations using a excel spreadsheet.  Location Name - If using barcodes and scanning it is advised that the minimum name length for a location is at least 4 characters long, anything less than this MAY scan but the magnification required to keep the barcode minimum width is outside the tolerances usually allowed for barcode creation, this can lead to erratic results when scanning, If you are using check digits for the locations then this takes up 2 characters, so the name in this instance can be a length of 2 Configuration Section
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| title | Transport |
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This screen is used to create, edit or view a Transporter (Haulier) account.
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If you do not select Inbound (Pre-advice) or Outbound (Sale orders) or both the Transporters will not show for use
Transport Contacts
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and to try to avoid duplicates you can use the similar type search facility.
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This is generally not used for entry of new Brands/Producers as entering on the pre-advice allows the generic creation of the brand on the fly. |
If you have entered a Tax Certificate for this brand then you should tick the “TAX CERTIFICATE” field as this will highlight to a user that there is a possible certificate for the brand setup which could allow access to a reduction of duties.