Vinosmith can integrate with the New York State Liquor Authority (NY SLA) and manage COD postings.
To get started, contact Vinosmith Support (help@vinosmith.com) and request that this feature be enabled.
Requirements
You will need to obtain your API Token from NY SLA. You can do this by emailing Wholesale.Bureau@sla.ny.gov and providing your Wholesaler License information. In your email request a Production API Token. When granted, you can access this Token from your NY SLA COD web portal, click the profile icon in the top-right, and choose Edit Profile. On that next screen, copy the Production token and provide that value to Vinosmith.
Serial Number versus License ID
NY SLA has two versions of its system: one uses legacy Serial Numbers, and a newer version uses License IDs.
Version 1: Serial Numbers are numeric and 7 digits, such as "6013623".
Version 2: Licence IDs are alphanumeric and have the form "0267-25-131494"
Your organization will use a single version, and the Vinosmith Account ABC # field is expected to contain a value in either version 1 or version 2 for all Accounts. You cannot mix and match version 1 and version 2 values across different Accounts.
Configuration
Navigate to your Admin panel and locate the NY SLA section. Click on Settings.
Enter your API Token from NY SLA.
Choose the appropriate version for your organization, see above.
Enable email notifications if desired. Click the link for the Outbound Email key to manage recipients and additional email body content.
Choose an Alert color. This color is shown:
Account details screen if the Account is on COD
Order listing screen for an Account on COD
Order details screen if the Account is on COD
Access the COD License System in Vinosmith
In the Accounts listing, in the left navigation, there is a section titled NY SLA COD and a View link. All users, both Admins and Sales Reps, can use this link to access the COD license system.
Only Administrators can add or remove a COD license.
Administrators can also access the same system from within their admin panel.
To Report a Delinquent Account / COD
Two ways to report a new COD entry.
Method 1: From an un-paid Invoice
From the Accounts Receivable screen, listing old unpaid invoices, is a link to Add to NY COD. Clicking that link will pre-populate the COD report form with the details from the Invoice.
Method 2: Manual
Navigate to the license search system (see above) and click the Add Report link in the top left.
Removing a COD Report
As an Administrator, navigate to the license system and click on the Reports sub-tab. This screen lists your direct reports. Locate the report to remove, then click the Prepare to Remove link on the right.
Order Entry Alert
During order entry, if the Account is on COD, an alert will be displayed at the top of the screen.
Account Details Alert
When viewing an Account, if it's on COD, an alert will be displayed at the top of the screen.
Order Listing Alert
If an Account is on COD, the row of the invoice will be highlighted in your chosen alert color.
Automation: Every 1 Hour
Every 1 hour, Vinosmith will query the NY SLA system, reconcile your Accounts against the COD reports, and mark your accounts as delinquent if a report is present.
Daily Digest: Orders for a COD Account
An optional setting (see NY SLA COD settings screen) is to be alerted for orders with an upcoming delivery date. You can choose the number of days out for an order to be included in this daily email. For example, if you choose 4 days, every morning, Vinosmith will find orders with a delivery date 4 days or less from today, and send an email to the recipients. Customize the additional recipients and email content by managing the associated Outbound Email.