Warehouses

BrewOS stock accounting covers two things:

ingredient stock, i.e. purchases of raw materials and their consumption in production, and
finished goods stock, i.e. the balances, transfers, removals and releases of packaged products.

Besides internal reporting, the finished goods stock is used for reporting to the authorities: the packaging report, Valvira's delivery report and the excise duty return are generated from the stock entries and shipments (see Valvira reports and excise duty).

You can manage warehouses under warehouses in the main menu.

Principles of stock accounting

Each warehouse is handled separately. The balance of the same product is kept separately in each warehouse.
Balances are kept at batch level: every packaging of a production batch, manual entry or transfer creates a batch of its own in the warehouse, whose balance is tracked separately.
Every change is saved as a row of its own, and old rows are not changed. Errors are corrected with new, opposite entries. This way all balance changes can be traced later.

When products are picked for a shipment, the user chooses from which batches the products are taken.

Creating a warehouse

Open warehouses and press Create new warehouse.
Give the warehouse a name by which it is identified, and press Create warehouse.

The new warehouse is shown as a card of its own on the warehouses page. The card shows the warehouse's value of finished products at sales and purchase prices and the value of ingredients at purchase prices. Clicking a value or the card's Finished products or Ingredients link takes you to the warehouse's finished products or ingredient view. With the Finished products / Ingredients switch at the top of the warehouse's page you can move from one view to the other. A passive warehouse is marked passive.

Warehouse settings

The warehouse settings can be found with the settings link on the warehouse's card or on the Settings tab of the finished products view. Changes are saved with the Save changes button, and each changed detail leaves an entry in the event log.

Warehouse name: an internal name. It does not affect any functions, but it is shown in documents produced by BrewOS, such as transfer notes.
Valvira: the warehouse ID issued by Valvira for the warehouse, typically a 9-digit number.
Tax Administration: the warehouse number of the Finnish Tax Administration (Vero) in the form FIxxxxxxxxYYY, where x is the company's Business ID and YYY the part that identifies the warehouse, given by Vero.
Warehouse status: Active or Passive. Active warehouses are shown in the product catalogue and in the products' stock details. Passive warehouses are not shown in the product catalogue, but products can still be recorded and stored in them.

The Valvira and Vero IDs are printed on, among other things, transfer notes and removal entries, so fill them in for all your bonded warehouses.

Finished products

The warehouse's finished products view has the tabs Home, Entries, Changes, Transfers, Removals, Export sales and Settings.

Home – balances

The Home tab shows the warehouse's products and their balances (In stock), and their value at purchase and sales prices, with the whole warehouse's total quantity and values at the top. A ! marking next to the balance tells that the best-before date of the product's oldest batch is less than 30 days away or has already passed. By clicking the balance you see which batches the balance consists of. From a batch's row you get to the batch's details. The product's name takes you to the product's Warehouse tab (see Products).

Each product's row has the buttons:

correct balance: recording a stock count, see Stock count.
repackage: changing the balance into another package type, see below. The button is shown when the product is in stock.

Historical balance: Choose a date under Show balances on date: and you see the warehouse's balances at that point in time. The up to date button restores the current balances. Note that the historical balance is calculated according to the time the entries were saved, and it shows the situation at the end of the chosen day, i.e. the chosen day's entries are also included. Balances cannot be corrected in the historical view.

Entries – recording products manually

The packaging of production batches is recorded into stock automatically from the production batch's packaging. On the Entries tab you can also record products into stock manually, for example opening balances or products acquired elsewhere.

Open the warehouse's Entries tab.
Choose the date and the product, and enter the Quantity in units (at least 1).
If you wish, enter the Cost (the purchase cost excluding VAT for the whole batch) and an Explanation (e.g. where the products come from).
Choose Include this batch in the packaging report if the batch is one that must be reported in Valvira's packaging report (e.g. a batch you brewed and packaged yourself). Leave it unchosen if the products have already been reported elsewhere, for example products from another warehouse or products already taxed.
If the batch is not included in the packaging report (e.g. bought-in beer or an opening balance), choose under Small brewery discount the tier in which the beer is declared on the excise duty return, and record the Producer and evidence. A batch included in the packaging report is own production and gets its tier from the small brewery ledger. See Excise duty.
Press Record.

The entry creates a new batch. If a best-before period in months has been defined in the product's details, the batch's best-before date is calculated automatically from the date of the entry. A manual entry does not create a tax event, but it is shown in the event log.

The tab shows the most recent entries. With the Show all entries button you can search all entries and limit the view to batches that still have a balance.

Batch details

Clicking a batch takes you to the batch's details. You can edit:

Date: the day to which the batch is assigned in the packaging report. (Recorded tells when the batch was saved in the system.)
Best before
Purchase cost (excluding VAT)
Explanation
Include this batch in the packaging report

Save the changes with the Save changes button. The batch's page also shows the product, the quantity, the time of recording and the production batch, if any.

For a batch of beer, the Small brewery discount section tells where the batch comes from and in which reduction tier it is declared. A batch created by a transfer or repackaging inherits its tier from the batches it was made from (Made from batches). For stock that is not own production (bought-in beer, an opening balance, a correction) you can choose a tier under Reduction tier or enter the producer's previous year's production in litres, and save with the Save tier button.

Under Files you can attach files to the batch, for example a consignment note or a laboratory certificate: choose the file under Add file and press Upload. The Stock accounting table shows all balance changes of the batch.

Changes

The Changes tab lists all of the warehouse's balance changes with timestamps. You can filter the list with a search term and by type (Entries only, Transfers only, Removals only, Shipments only).

Repackaging and multipacks

repackage moves a product's balance into another package type of the same beer, for example from kegs into bottles or from single cans into multipacks. For this, at least one other package type must first be created for the product in products.

On the Home tab, choose repackage on the product's row.
On each target package's row, enter how many source products are repackaged into it. The page shows the number of packages that will result and, in the Loss column, the quantity left over if the volumes do not divide evenly.
Press Confirm.

The source product's balance is reduced starting from the oldest batches, and a new batch is created for the target package. If the actual number of packages produced falls short of the calculation, record the extra loss on the new package type's balance with a separate removal.

Assembling a multipack from single products (and breaking it back up) is done with the same function. In that case the batch's purchase cost, earliest best-before date and production batch carry over to the new batch. In ordinary repackaging the new batch is created without a cost or a best-before date, so complete them in the batch's details if necessary.

Repackaging has no excise duty effect, and it does not create a tax event.

Transfers between warehouses

If you have several duty-suspension warehouses, you can transfer products from one warehouse to another. A transfer note is saved of the transfer for a possible inspection by the authorities.

A transfer is always recorded through the receiving warehouse:

Open the finished products view of the warehouse to which the products are transferred, and choose the Transfers tab.
Press Record a new transfer.
The page Transfer to this warehouse shows the products of the other warehouses by batch. Enter the quantities to transfer in the Transferring column (clicking the balance fills in the whole batch's balance). One transfer entry can contain products from only one source warehouse.
Press Confirm transfer.

The products are deducted from the chosen batches in the source warehouse, and in the receiving warehouse a new batch of its own is created for each transferred batch, to which the original batch's purchase cost and best-before date carry over. Transferred batches are not included in the packaging report, because they have already been reported in the original warehouse. A transfer between your own warehouses does not create a tax event.

After confirmation, a printable Transfer note opens, with the company's details, the date, the transaction number, the source and target warehouses' Vero and Valvira warehouse IDs, and the transferred products in litres and units. You can see earlier transfers on the Transfers tab under Transfers to this warehouse.

There is no ready-made user interface for transferring ingredients between warehouses. Ingredients can be transferred through the AI assistant.

Removals

On the Removals tab you record products leaving stock that are not related to customer shipments, such as broken, destroyed or products taken for own use. Removals are included in the excise duty return data.

Press Record a new removal.
Choose the basis for the removal on the tab Tax-free removal or Taxable removal (see the codes below).
Enter the quantities to remove by batch in the Removing column.
Write the Removal explanation and choose the Removal date. The date determines which reporting period the removal belongs to.
Press Record removal.

The balance is reduced from the chosen batches, and a printable removal entry is created of the removal. Removals do not create tax events; the excise duty return reads them directly from the removal entries.

Tax-free bases:

9H1 Destruction of products under the temporary tax-free system: the products have been destroyed or irretrievably lost due to the nature of the products (e.g. ageing or evaporation), force majeure or an unforeseeable event (e.g. fire, breakage). If the products have been reported with code 9H1, they are not reported again with code 10H1.
10H1 Disposal of products: disposal of products with the authority's permission, under the authority's supervision or in a manner it has approved.
811 Use in the production of alcohol, alcoholic beverages or vinegar: products used by the authorised warehousekeeper itself in production. The code can also be used for use necessary for production, such as quality control or product development.
KVK Entry error correction: the products were originally recorded into stock incorrectly. The quantity is not reported on the excise duty return.

Taxable bases (release for consumption):

8§7mom Unexplained consumption: an unexplained shortage found in a bonded warehouse. A shortage found in a stock count is also recorded with this code.
8§8mom Withdrawal for own use: for example hospitality use. Hospitality use must comply with the alcohol advertising rules, and it must not be retail-like in nature.

If an 8§7mom entry was actually caused by an original entry error, you can change it to an entry error correction within two months of the removal date: open the removal entry and press Change to entry error (KVK). Update the explanation at the same time and save with the Save entry error correction button. After the change, the quantity is no longer reported on the excise duty return.

Export sales

On the Export sales tab you can record a sale abroad directly from the warehouse without an ordinary shipment. This is a light alternative for individual export batches. If you sell to the same foreign customer regularly, invoice in BrewOS or need shipping documents, use an export customer and an ordinary shipment.

Press Make new export sale.
Enter the Date and, if you wish, the Invoice number.
Choose the Destination country. The menu shows earlier export sales customers of that country. Choose the customer or Create new customer.
Fill in the Customer ID (VAT number or company ID), Customer name and Delivery address.
Enter the quantities by batch in the To ship column and press Create export sale.

The entry reduces the balance from the chosen batches and creates a tax event for each batch with Valvira's special sales ID code 03 (for export) and the chosen export country. An export sale consumes BrewOS licence litres in the same way as a shipment. If the litres are not sufficient, the entry is not made.

Export sales customers are saved in their own light register, and they are not shown on the customers page. An invoice number can be marked for an export sale, but no invoice is created in BrewOS.

Ingredients

The warehouse's ingredient view has the tabs Home and Purchases.

Home – balances

Home shows the warehouse's ingredients, their balance, the remaining value at purchase prices and the unit cost. The marking estimate tells that the value is based on an estimated price, and price missing that no price has been recorded.

Purchases – receiving ingredients

Open the warehouse's Purchases tab (or press Record ingredient purchase on the Home tab).
Choose the Date and the Ingredient, and enter the Quantity in the ingredient's unit. If you like, choose the Supplier the ingredient was bought from; the ingredient's preferred supplier is filled in (see Ingredients).
Enter the Batch purchase price excluding VAT. You can also enter the price including VAT and the VAT %, in which case the price excluding VAT is calculated automatically.
If the invoice has not arrived yet, enter your best estimate and choose The price is an estimate, not the actual purchase price. Once the ingredient and the quantity are chosen, the form shows a price suggestion based on earlier purchases. The use link fills in the suggested price and marks it as an estimate.
Press Record.

The purchase creates a new purchase batch, from which production batches consume ingredients starting from the oldest batch. You can see the purchases in the Recorded batches list. Batches with estimated prices are marked, and you can filter them into view with the option Only estimated prices. The batches with estimated prices of all warehouses can also be found on the estimated price list of ingredients.

A Consumed in advance batch is created when an ingredient that is not in stock is recorded for a production batch. It is consumption that has already been recorded in production. Record the actual purchase quantity and price for such a batch when the purchase is known.

Correcting a purchase batch

Click the batch in the Recorded batches list. On the batch's page you can:

correct quantity: correct the purchased quantity. The correction does not succeed if it would make the batch's balance negative at some point.
correct price: correct the purchase price. When the invoice arrives, record the actual price and deselect The price is an estimate, not the actual purchase price. A price suggestion is shown here too, and you can take it into use with the use link. The new price is also updated in the ingredient costs of the production batches that have consumed from the batch.

The Purchase batch usage history shows what the batch has been used for.

Correcting an ingredient balance

On the Home tab, choose correct balance on the ingredient's row, enter the Checked balance and press update entered balances. If the balance decreases, the difference is deducted from the oldest batches as loss. If the balance increases, the addition creates a new batch that is priced at the ingredient's average price (if known) and marked as an estimated price. Ingredient balance corrections have no tax effect.

Best-before date

A best-before date can be defined for a batch. If a best-before period in months has been defined for the product, the system calculates the batch's best-before date from it based on the batch's date (packaging or entry date). You can later correct the date in the batch's details. The best-before date is shown in picking, so that you can choose the oldest batches for the shipment first.

Stock count files

With the buttons at the top of the warehouses page you can download the balances of all warehouses by batch as Excel files:

Ingredient stock count: the ingredients in the warehouses by purchase batch, with purchase prices and residual values.
Finished goods stock count: the finished products in the warehouses by batch, with costs, residual values and best-before dates.