Overview

The AMS Barrel Tracking System is designed to facilitate the tracking history of individual barrels in the bulk inventory system. This includes not only knowing all events that occurred for a particular barrel, but also knowing how long a particular wine was in barrels and what attributes those barrels had.  Because of the large number of individual barrels to track, an optional bar coding system can be used. Each barrel is tagged with a unique number encoded in a bar code tag. This tag is scanned with a portable bar code reader. The number, along with the work order number, is stored in the scanner. When the cellar work is completed and prior to entering the transactions into the system, the data from the portable scanner is downloaded to the (BI) program and in a transaction file until it is needed for entry.

Features

Bar Code Scanning

• The use of the scanner is optional in the system. Its use is in conjunction with the work order entry or Transaction Entry Screen to ease the entry of large amounts of data and to reduce data entry errors

Barrel Information Tags

• Printable labels with information such as intended use, blend, date barreled, etc. These can be printed and placed on each barrel or barrel group to be used to track and scan when barrels are being filled and emptied and also imported into the (BI) program to reduce keying entries on work orders.

Barrel Coordinate Tags

• Stickers with a 6 character user defined code that tracks the location for physical inventory. A tag may contain any combination of the following; room, row, elevation, position. The coordinates of each barrel can be scanned or keyed in, updating the coordinates of the barrels in the system.

Attribute Tracking

• User defined barrel attributes are associated with each barrel. Those attributes are used to determine the average-gallon-days a wine has spent in barrels with various attributes.

Empty Barrel Tracking

• Attributes of empty barrels can be changed reflecting treatments, analysis or other activity.

Inquiry and Reporting

• The barrel tracking system's reports and inquiry are intended to make the status and history of any barrel in the system available and to add the ability to analyze the effect barrels have on wines

Barrel Master

Every barrel used in the system is recorded in the barrel master. The fields that are included in the barrel master are

Barrel Type

This is the type of barrel you set up in the Code Definition screen (TTY).

Barrel Number

Using the individual barrel entry you can enter a specific barrel number (up to 6 numerical characters) or let the system find the next barrel number available.

Capacity

Enter the capacity gallons for the barrel.

Date Manufactured, Received, Disposed, Purchased Lot I.D. and Mfg's Barrel I.D.

These dates are to keep in compliance with the FDA rules and regulations.

AP vendor number

(optional)

Fixed asset number

(optional)

Barrel Attributes

There are two types of barrel attributes: static and dynamic. A barrel can have a total of 16 attributes, including static and dynamic.

Static attributes

Are assigned to the barrel in the barrel master maintenance screen and are designed to remain unchanged throughout the barrel's life (Cooper, Forest, Toast Level, Etc.).

Dynamic attributes

Are assigned to the barrel through the Maintain Dynamic Attributes screen. These attributes are designed to represent characteristics that change over time (Staves, cleaning processes to the barrel, leaker indications etc.).

The barrel attribute code is a 4 character code that is a combination of two code masters that are user defined and set up in the code definition screens. The barrel attribute "type" (BAT) and the barrel "attribute" code (BAC). (Example below WT01, the "WT" is the "type" code and stands for "wood type", the "01" indicates which wood type.) Any given barrel could only have one code representing "wood type".

Barrel Activity

For every barrel that is filled or emptied, a barrel number must be entered into the system. The numbers can be entered by hand (typed into the EIT screen) or imported from a hand held scanner.

Bar Code Scanning

A portable scanning device (laser scanner) is used to collect barrel numbers that are involved in wine movements. The scanner has the ability to store, by work order number, barrel group and or barrel number, whether the movement is "from" or "to" the barrel. The scanner can also store the barrel's coordinate and the group to which the barrels belong. The scanner has the capacity to store a full day's activity before the data must be downloaded to the system.

Barrel Coordinates

A Barrel Coordinates are up to 6 characters long and are user definable. This code might contain any combination of the following: room, row, elevation and position. The coordinates of each barrel can be scanned or keyed in, updating the coordinates of the barrels in the system. Use of barrel coordinates is optional.

Barrel Information Hold File

The day's barrel activity is downloaded from the scanner into the barrel information hold file. This file stores all barrel numbers involved in transactions by work order number. The barrel numbers stored in this file are retrieved at the time the transaction is entered in the EIT screen. These numbers can be reviewed and accepted during transaction entry.

Transaction Entry

Individual barrels involved in transactions are stored with that transaction. This allows all the barrel numbers for a transaction to be viewed or reported. Only the barrels being affected by a cellar event (transaction) need be entered or scanned. For example: for a topping transaction in which the topping wine came from the barrel group to be topped, only the barrel from which the topping wine came from must be entered.

Barrel Changes and Treatments

Changes or treatments to empty barrels are recorded using the Maintain Dynamic Attributes Screen. Changes made in this screen to barrel attributes are updated for each barrel. Transactions are created to reflect either barrel attribute changes, treatments to or analysis of barrels. This allows dynamic reporting of barrel attributes through time.

Disposing of Barrels

Barrels can be disposed of in mass quantities by scanning and then importing into the add or change barrels mass copy screen using the dispose function.

Detailed Barrel Inventory Menus

Barrel Inquiry and Reporting

Inquire Barrel Activity

The system allows for detailed look-ups on individual barrels as well as barrel groups. Some of the information available is

• Current contents and top composition items
• Current plant, location, barrel group
• Last transaction
• Manufactured, received and disposed dates
• Current attributes
• Dynamic attribute changes over the life of the barrel
• Barrel age, days full, days empty
• Content history summary: dates filled and emptied, blend information, number of days empty or full
• Transaction history: all transactions in which the barrel was used.

Wine Backtrack Report (PBR)

The Wine Backtrack report is designed to trace the lineage of wine back to its origins. It shows transactions that contributed to the target wine. It has the ability to add up all the days the wine spent in barrels and shows average days by tank type, barrel type, barrel attribute and attribute type. Select to run the report

Barrel Inventory by Blend and Barrel Inventory by location Reports (BIB)

Prints inventory that is currently in barrels and also shows empty barrels. The report is sorted by blend and barrel group and show barrel numbers grouped by coordinate. Empty barrels are shown grouped by coordinate also.

Barrel Physical Inventory by Barrel and Barrel Physical Inventory by Barrel Group (BIL)

Prints the physical inventory of a barrel or barrel group by location / coordinates. It also reports empty barrels.

Barrel Cube Reporting

Generate Barrel Attribute Cube (GAC)

Cubes are searchable and reporting tools within AMS. This cube allows you to get information from the system in relationship to the attributes of the barrel  to be specific in the layout and reporting of what you want to see. (See Working with AMS Cubes document for more detail).

Set-Up

If you are viewing this Set-Up document it is because you have already gone through the Bulk Wine Overview and Code Set-Up and are being directed to this document to finish your Detailed Barrel Tracking Set-Up. Please continue to Step #1 in this document.
For those of you that have previously set up and used the Winemaking Module and now you want to start using in conjunction the Detail Barrel Tracking Module, you will need to determine the attributes of the barrel that you wish to track, set them up in the tables, enter your barrels into the system and assign the attribute to the barrel. Then you can print the Bar Code Labels that you wish to use and apply them to the barrels. This document will walk you through that process.
Then we will show you how to use the scanner and how to import the details and use them when entering the work order information in the EIT Transaction Entry Screen.  

Step #1 - Create/Change Misc. Codes – Processing Codes (BICDM.CMC)

This area controls the functionality of the system and you will need to set up some tables in order to use them within the system.

Barrel Attribute Type – Processing Codes (BAT)

(Optional) If you wish to track attribute of a barrel, you will need to set up the (BAT) code so it can be tracked and reported on when using in the Detailed Barrel Tracking Module. This allows you to set the Barrel Attributes types that you wish to track on a barrel (example Cooper, Barrel Styles, Toast Levels, Cleaning, etc.). A barrel can have a total of 16 attributes including both static and dynamic. They can be required or optional when setting up a barrel.

Example of different attributes you may want to track


Example of a Cooper Attribute Set-up


Attribute Optional/Required - Indicate if the attribute is Required or Optional for entry. Cleaning attributes are typically optional where a Cooper would be required. This is up to you and you may not want to track anything on a barrel but the number itself. The system is flexible and if tracked allows you to report on it and its history.

Attribute Static /Dynamic – There are two types of barrel attributes.

• Static attributes are assigned to a barrel and never changed over its life. Once set up in the BAT/BAC screen you can select them for use on the barrel in the barrel master maintenance screen (BIBIM.ACB). This list is alpha order, however if you wish to have them list in an order other than alpha, print this list and indicate the order you wish and send to AMS where they can change this for you in the ZZZ tables
  
  
• Dynamic attributes are assigned to a barrel with the intention that they can be changed over its life. Things such as Color or Bret are example, but you can use this for almost anything. If you wish to track a cleaning or fix for a leaker on a barrel you can use this process as well. These attributes are designed to represent characteristics that change over time.

Attribute changeable when barrel is (Empty/Full/Both) –Select when you want to be able to change the attribute of a barrel. Leave Blank for Never or indicate E for Empty, F for Full or B for Both.

May overlay codes of same type – Select Yes/No for this field. This allows mass change to replace an existing attribute with a like attribute type.

Barrel Attribute Codes - Processing Codes (BAC)

(Optional) If planning to track Barrel Attributes, this screen is the second part of the Attribute code and represents the detail of the attribute. If you want to track the Specific Cooper you would set up a (BAC) code of Seguin Moreau and then you can link it with the (BAT) Code of CO (Copper) on the Barrel Maintenance Screen (ACB). If setting up Cleaning Attributes this would be the type (So2)

Example Only (The green arrow is the BAT Code and the yellow arrow represents the BAC Code to form this code).

Attribute Type – select a type that you set up in the BAT table.

Attribute Code – Select the code that represents the different types.

Attribute Description – enter the Attribute Code Description. 

Barrel Attribute Transaction Codes - (BTN)

(Optional) This screen is used to identify the type of Transaction you wish to enter in the (BIBIM.MDA Dynamic Attribute/barrel transaction screen).If you plan to assign Dynamic Attributes to a barrel through a transaction that took place such as (Example: Inter-Staves, Repairs, and Sanitize, Cleaning, etc.) you will need to establish the transaction type to be used.

Transaction Code – Indicate the abbreviated code for the method (COLR)

Description – Indicate what the code represents (Color Change)

Step # 2 Bulk Inventory – Detailed Barrel Inventory – Add or Change Barrels (BIBIM.ACB)

  (Required) This screen is used to enter your individual barrels in the system. You can also assign Static Attributes to each barrel so you can keep track of and report in detail by barrel and attribute. You can enter the barrels one at a time or if you have several barrels with the same attributes, you can enter them in ranges using the Mass Maintenance button on this screen.

Barrel Number – Using the individual barrel entry you can enter a specific barrel number or let the system find the next barrel number available

Barrel Type – This is the type of barrel you set up in the Code Definition screen (TTY)

Capacity – Enter the capacity gallons for the barrel.

Date Manufactured, Received, Disposed, Purchased Lot I.D. and Mfg's Barrel I.D. – these dates are to keep in compliance with the FDA rules and regulations.

AP vendor number (optional)

Fixed asset number (optional) This does not link to anything in accounting, informational only.

Static Attribute The Attribute Type (BAT) code will display and you will need to complete the 4 character code by selecting the Attribute code (BAC) that is specific to the barrel (the last 2 codes display in the drop down list). Example is Cooper Name, Year of the barrel, Toast Level of the barrel, etc. if previously set up.

Mass Maintenance Button – This screen is to help enter, change or copy in ranges

Step #3 Bulk Inventory – Detailed Barrel Inventory – Inquire Barrel Activity (BIIBA)

This screen has multiple functions. You can use it to search or inquire on a barrel and then double click to see the detail of that barrel. It also is a gateway to add new barrels by selecting the
Add New Barrel Button on the right of this screen and it will take you to the (BIBIM.ACB) Add or Change barrels screen. You can export this information to excel or print to a PDF.

By Double clicking on a barrel the detail screen below will display.


By selecting a radio button you can see more information related to your selection.
You can also Edit this barrel master record or Backtrack this group.

Detailed Barrel Inventory – Print Barrel Master (BIBIM.PBM)

You can also print the Barrel Master if you wish to have a hard copy list of the barrels entered into the system.

Step #4 Bulk Inventory – Detailed Barrel Inventory – Maintain and Print Barrel Labels (BIBIM.MPL)

(Optional) This screen allows you to design and print your labels to be used in conjunction with the bar code scanner. You will not be able to work with the scanner until you complete Step #3.

You can design, maintain and print the following labels

• Permanent – Identifies the Barrel
• Status – Identifies what is in the Barrel
• Coordinate – Identifies the room, build, etc. of where the barrel is located.
• Manual – A manual label is based on your own information typed into a format.

Barrel Labels

Sample Barrel Labels

Permanent Labels

This label reports information based on Permanent details of the barrel such as Capacity, Cooper, toast etc. The design of the label is user defined and you will need to tell the system using this screen what those parameters are. Example Barrel Manufactures, Brand or Stamp, and Barrel Attributes from the factory. If your barrel already comes pre-branded with this information, you may not see a need for the label.

When the screen displays, select the button at the bottom of the screen "To Perm Maint" or F2. This will take you to the Label Format Maintenance screen (below) where you can design your label.

Select the Help Button or (F1) to get the label format information

Label Format Information

This screen helps you to know what to enter on the screen above so it prints the information you were expecting. It is code driven so the codes to the left represent the descriptions to the right and that will print on your label. You may want to print your BAT and BAC codes to see what you previously entered.

Winery Name – Enter your winery name or if you have custom crush clients, you can enter Owner and the system will go to the table maintenance and get that information and print it on the label. If the labels are only for your winery, you can use other descriptions in this line instead of your winery name if needed.

User defined information from the Help menu can go into either line. You also can split the line by indicating a code on the left with spaces between and a code on the right. (Example, if you want an attribute of Cooper to print on the label, line 2, left side – and then Capacity Line 2 right side. You will need to use the Axx code and replace the xx with the Attribute Type (Example ACO on the left side of line #2, enter your spaces and then CAP on the right side of line #2 ). You are replacing the xx with the actual attributes you established in the Type Master "CO" for Cooper. Be sure to leave enough spaces for the attribute name to print. If Cooper is 10 characters, be sure 11 spaces or more and then type CAP for Capacity on the right side of line 2.

Barrel Attribute Type (BAT) – example only

Barrel Attribute Code (BAC)

 Example Only (The Green Arrow represents the first 2 character which is the BAT stated above. The yellow arrow represents the second 2 character such as the Manufacture and the combination is the CODE itself in AMS.

Once your label is designed, you will select the Select Type Button and this will take you to the Label Type Screen where you will enter a "P" for Permanent. This will display the screen below and you will fill in the information needed for those labels you wish to print.

Barrel numbers range – You can design, enter and print labels one at a time or in ranges.

Plant and Barrel Group – You can select a plant and Barrel Group

Blend Number – You can enter the Blend Number that you wish to print on the label.

Barrel Attributes – Enter the Attributes code you wish to print on the label.

Empty/Full/Both – Select one or both for the type you wish to print.

Labels Per Barrel – How many you wish to print

Full/Half Height - This is where you indicate if you wish to have a full or half label. All of the same information will print on both size of labels, however the font and bar code are smaller on the half label.

To print the labels – select Print Label button and your labels will print on your bar code printer.

Barrel Status

This label reports information based on the Barrel Status - contents within the barrel. (Example: Blend Number, Barrel Group, Barrel Number, Capacity etc.).

When the screen displays, select the button at the bottom of the screen "To Stat Maint" or F2. This will take you to the Label Format Maintenance screen (below) where you can design your label.

Select the Help Button or (F1) to get the label format information

Label Format Information

This screen helps you to know what to enter on the screen above so it prints the information you were expecting. It is code driven so the codes to the left represent the descriptions to the right and that will print on your label.

Determine what you want to see on the Barrel status label from the above list and enter them on the Status Label Format Maintenance Screen.

Once your label is designed, you will select the Select Type Button and this will take you to the Label Type Screen where you will enter an "S" for Status. This will display the screen below and you will fill in the information needed for those labels you wish to print.

Barrel Number Range – This would be the range of barrels you wish to print labels for.

Plant Code – optional by Plant 

Barrel Group – optional by Group 

Number to print – Optional number to print

Print one label per – (Barrel, Barrel Location)

To print the labels – select Print Label button and your labels will print on your bar code printer.
Note: You can also print from the work order screen when printing new labels for those being filled

Coordinate Label

 Identifies the room, building, etc. of where the barrel is located. Can print and sticker the wall to be scanned as a coordinate when using the scanner to indicate where the barrel is.

COORD for Barcode – indicate the coordinate that you want for the bar code

COORD for Text – Indicate the text that you want to display that describes that coordinate.

# of Labels – Indicate the number of labels you want to print

Select the Print Labels button to print them.

Manual label

A manual label is based on your own information typed into a format.

Line #1 drop down box - is asking if the label code (B) for bar Code (T) for Text

Line 3-8 - enter information you wish to print on the label.

Step #5 Bulk Inventory – Detailed Barrel Inventory -Dynamic Attribute/Barrel transactions (BIBIM.MDA)

(optional) This screen is used to enter and change the Dynamic attributes on a barrel through a transaction for items such as (Example: Inter-staves, Repairs, and Sanitize etc.)

 Step #6 System Administration – Sub-System Controls – Change Central Table Data Base (SYACTL.CCT)

There codes are specific to how the system functions, not your data. AMS will need to review them with you and then set your system up accordingly.

(ZZZ) Miscellaneous Tables

• "BRLSTART": This entry contains the date (MDY) on which the barrels start to be required in transaction entry. You can run your system with no date and most do while they are in set up mode. The date requires the screen to load asking for the barrel numbers. Until this date is entered, it is up to you to manually select the Add Barrels Button when entering the transaction of the barrel group and you can indicate the actual barrels. Otherwise the transaction will only require that you indicate the number of barrels in the group and you will not get the detail tracking of the barrels.
  
  
• "BRLCTL": This entry stores the active attribute type codes. The order in which the type codes appear in the entry determines the order in most entry screens and reports. Send the list and order you wish to view to AMS and we will fix for you.
  
  
• "BRLPRINTER": This entry contains the name of the bar-code printer attached to the system. The printers supported are: "BLAZER", "PINACLE".
  
  
• "BRLPORT": Contains the information that allows switching between the bar-code and normal printers attached to the PC.
  
  

Detail Barrel Inventory Set-Up is now complete - You will find some helpful information below in regards to Inquiry, Reports and Scanners. However, if you are a new set up for the full Wine Making System, you will need to refer back to the Wine Making Overview and Set-up guide and resume on Step #7.
Once your scanner and printer are received, you will be able to install it and print the bar code labels that you wish to use and sticker all the barrels. (Contact your IT department or the AMS Hardware Department, if you need some help).

Additional Information

Delete Physical Inventory upload data(BIBIM.DPI)

This is an older feature in the system and only functions for those clients that have Percon PT2000 Top Gun Scanners.

Handheld Computer menu options (Scanner) – Upload /download data to/from handheld (BIBIM.PDP)

This is optional and can be used to import your scanner files from the cellar, so the barrels used and grouped will be available to select at entry time and not keyed in by hand from the work order. See the Winemaking Transaction Entry Guide for more details on how to use this.

Inquiry and Reports

Bulk Inventory – detailed Barrel Inventory – Print barrel Transaction Verification (BIBIM.BVR)

This report should be run at least once a month or weekly if you have a lot of barrel activity. It will display if there are any barrels that are in error and need to be fixed due to out of order entry, etc. If something shows up on this report, you will need to investigate it and typically it will require a re-compute and then the report can be run with no error's and that determines that your system is completely up to date. Below you will find a report with errors displayed.

Wine Backtrack Report (BIBIM.PBR)

The Wine Backtrack report is designed to trace the lineage of wine back to its origins. It shows transactions that contributed to the target wine. It has the ability to add up all the days the wine spent in barrels and shows average days by tank type, barrel type, barrel attribute and attribute type. Select to run the report

Enter the date and sequence or the plant and tank that you wish to report on. If you do not know the vessel, you can fill in the plant and select the down arrow button on the Tank field and this will display a grid,below, of all vessels in the system and you can select one to report on. Select the button Stream and Exit for your report.

Barrel Inventory by Blend (BIBIM.BIB)

Prints inventory that is currently in barrels and also shows empty barrels. The report is sorted by blend and barrel group and will show barrel numbers grouped by coordinate. Empty barrels are shown grouped by coordinate also.

Barrel Inventory by Location (BIBIM.BIL)

Prints inventory that is currently in barrels. The report is sorted by location and coordinates.