Important: If you integrate with a 3rd-party system, such as a Warehouse or an Accounting system, you will need to ensure the non-inventory Vinosmith Product is mapped to an object in that system. Failure to do so may result in any Invoices with this non-inventory charge being rejected.
Contact Vinosmith Support
Contact help@vinosmith.com and request this feature to be enabled.
How It Works
For each Supplier that is enabled with the California Late Fee system, daily, Vinosmith will identify applicable Invoices. Based on the aging of the Invoice past its Delivery Date, the late fee will be calculated and applied to the Invoice.
The California Late Fee calculation is:
On the 43rd day after delivery, a 1% charge on the applicable items is added. An additional 1% is charged for each subsequent 30-day period.
Additionally, only Products of the Type in the list below are applicable for Late Fees
Wine
Sparkling Wine
Fortified Wine
Beer
Spirit
Cider
Natural
Aromatized Wine
Sake
The Fee Table
Days Past Delivery | Fee % |
42 - 73 | 1 |
74 - 104 | 2 |
105 - 135 | 3 |
136 - 166 | 4 |
167 - 197 | 5 |
198 - 228 | 6 |
229 - 259 | 7 |
260 - 290 | 8 |
291 - 321 | 9 |
322 and beyond | 10 |
Step 1: Create a Non-Inventory Item
This is the product added to invoices and customer-facing. Depending on your integration, this item may originate in your Accounting system and be synced to Vinosmith, or it may be created in Vinosmith.
Once the item is in Vinosmith, update the item with these settings:
Inventory Item = unchecked (meaning it is a non-inventory Item)
Orderable by Reps = unchecked (meaning Reps cannot add it to an Order)
Bottle size = Unit
Unit Set = 1
When displayed on invoices, the display will read "1/unit," which is more aesthetically pleasing than "1/750ml"
IMPORTANT: After creating the item, add an inventory record. The item must have an inventory record created for each warehouse you will be invoicing. Create an inventory record with an arbitrarily high quantity.
Step 2: Configure Supplier
Go to the Suppliers link from the Products page, select the supplier, and click Edit.
Locate the Late Fees: California section and check the Enabled box.
Enter the code of the non-inventory item you created in the Late Fee: Product Code field
Save your changes.
Now that the Suppliers Late Fee is set up the system will automatically calculate and apply the late fee charge.
Note: There can only be one Late Fee per Supplier
For Distributors with Multiple Suppliers (Brokers)
Please follow steps 1 and 2 for each supplier in your instance.
How to Remove an applied Late Fee
The Remove Late Fee button can assist if line items need to be removed from an existing order.
Go to the order that needs to be edited
At the bottom of the screen, click on the Remove/Apply button then on the Remove Late Fee button
Reporting
Report RI3 - Invoice Late Fees: California will surface all applications of the Late Fee across all Invoices.