Any suggestions on a best practice for managing the inventory and replacement of wine that has gone bad? If replacing a bottle that went bad, we want to track it. Is a promo code the best way? Or, perhaps somewhere on the inventory side of it? Just trying to get an idea how to track through Vin65 and if a promo code is the best way.
We have an order type called “Promo” that we use for this. We have a variety of sales attributes set up for things like “damaged in transit” “corked” etc.
We then have a promo set up that gives 100% off all orders with “Promo” order type.
This lets us track everything, but it’s really easy for staff to ring up the orders. We do this for many different reasons such as sales samples, samples poured in the tasting room, donations, etc.
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I have a somewhat similar setup to what @rmcguire described, though primarily I use it for the tracking of tasting bottles. I have a Contact that has a promo that makes everything for that Contact ring in at 100% off for inventory adjustment.
For tracking details I use the Sales Attributes which I have set up with things like “tasting sample” “donation” “corked bottle replacement” etc. so that I can run reports and pull those details later. I don’t use a special Order Type but I can see where that would be a good idea to fully separate things like these from sales reports.
I tend to prefer doing anything that depends on stuff in the Additional Info section of the POS. It’s way too easy to miss that step. For mostly historical reasons I just use a contact defined for any “bad wine” and then I download sales history to do my Federal excise taxes and stuff.
@rmcguire then who do you sell the products to. All the same “customer” or do you have several to add more distiction for records?
All the same customer. It’s just a small amount.
I was just wondering because he listed waste as well as donations and samples poured in tasting room. I was thinking that you might need several contacts: promotional, waste, tastings, and donations. Most of our donations or promotional wine gets invoiced in Quickbooks for records, but I was just thinking that through on the tasting room level for easy recording by stafff.
It’s driven by the excise tax deductions and income tax deductions. I have “customers” for bad wine, donations, outside tastings, family use. Stuff like that.
I don’t use any specific customers for these things. If the order is related to a customer (damaged replacement) I use the customer, or for sales samples, I use the sales reps information.
I used to use specific customers, but I found I never went back and used it, and our staff frequently forgot to use the customers, so I stopped that practice for simplicity.