Glossary, Acronyms & Questions

Back to Back Orders

Purchase or sales orders where your supplier will fulfil the order directly delivering to the customer.

Case Build

This is when the case is virtual (not a real case). Wine is supplied in cases of 12, but many customers want to sell cases with mixed types of wine in it.
This is known as case build, where multiple bottles of different wines are built into standard mixed cases.

• For example, the case build could be 4 bottles of white, 4 bottles of red and 4 bottles of rose.

Commodity Code

This is an international code assigned to all goods within the world. The code is used to establish the amount of customs duty payable.
Essentially, customs duty is payable on imports from outside the EU into the bloc, collected on behalf of the European Commission by the member state in which they arrive.

Consignment Order

A Consignment Order is an Order where payment will not be made to the Supplier until all the goods have been sold, or any remaining unsold items are returned to the Supplier.

EAN Code

EAN stands for European Article Number.
This is the barcode that can be seen on a product and is scanned when the product is purchased from a retailer.

Cases are barcoded and items in the case have a sub barcode based on the case barcode but these are generally different.

En Primeur

En Primeur is a method of purchasing wine at an early stage. Wines are offered for sale by the producer before they are even bottled.

Ex Cellar

Usually called a back to back order. Where sales to your customer related directly to a purchase where your supplier will fulfil the order directly to the customer.

Free Circulation

Goods which enter the customs territory GB from a non-GB country are referred to as ‘non-Community goods’, ie, the goods are said to be 'not in free circulation' (duty and Value Added Taxes (VAT) have not been paid yet).

Before such goods can be marketed within the GB, they should first be released into free circulation, ie, duty and Value Added Taxes (VAT) must be paid.

Up-to-date and precise definitions of goods which are considered to be 'not in free-circulation' can be found on the HMRC website.

Freight Cost / Unit

The amount that it costs to deliver an item(s) per unit. This varies depending on the Supplier's Country or Region.

Insurance Cost / Unit

The amount that it costs to insure a delivery per unit.
This may vary depending on the Country or Region being used.

Settlement Due Days

the number of days given to settle the outstanding invoice.

Surcharges

Are additional charges that can be applied to sales orders (invoiced to your customer) or purchase order (invoiced to you)

Super Group

A Super Group is a group which assembles together normal groups into one.

• For example, a super group of EUROPE could group together all suppliers from each country within Europe.

Trade Customer Reserve

Paid reserves your customer has with you in your reserve account stock can be made available for orders using this feature

Underbond Location

An approved customs location where stock is held with duty not being paid.

Excise

Excise is a duty which is raised in some countries, it is an additional tax beyond standard customs duties.

HMRC

Customs provider, and collector of duties for your country.

VAT

Value added Tax or commonly known as Sales Tax.

Custom and Excise Duty Rates – Do they vary?

Customs Rates are set by the EU and vary month to month.
Excise Rates relate to the budget set by the chancellor each year and could vary at any point during the year.

What is RHD and Rent

RHD commonly known as Good Inwards charges are the costs incurred for each item received into stock.

Rent is generally the amount of money it costs you to store each item for each week within the warehouse.

These are defined in warehouse groups where they can be changed as required.

Where can I obtain a list of pro-forma invoices

Using the navigation, select “sales orders” and in the proforma field select “true”.

The results will display a list of orders where a proforma has been generated.

How do I process an order for a stock loss

There are two methods you can use to process a stock loss:

• Using a sales order to despatch the goods, if you need to charge your warehouse then this is the easiest way, and it provides a full audit trail.

• Using the stock adjustment, very simple and basic and very little information is taken or kept other than basic details.

Raise a Credit or Return against back to back orders

Due to the complexities of where the stock goes to, this is not possible.
'Credits' on these Orders should be processed using 'Financial Only' “Credit” Orders 'Returns' are processed by landing the Stock into a Warehouse on a new Purchase Order.

How do i determine the growers allocation

The grower determines this. The availability of a particular product could be limited - for example, the grower/supplier may say you can only have 50 cases of a product, so you will never want to over sell.

How do I find out the excise or vat numbers for my warehouse

These have to be provided by the warehouse.

Can I change the options in drop down menus ?

Yes but not all the drop down menus are configurable.

Some of them are system drop down options and are not allowed to be changed.

User defined options can be changed and altered and can be accessed through the navigation menu and generally found in the system or admin groups.

Product Type for a Commodity Code

These are generally pre-defined, feel free to ask us should you need a further product type adding to the system. We try to group them by the WTO chapters.