Learn more about the new functionality coming to Bevica in the 2023 release wave 1 update. This 30-minute webinar contains new or updated features that will most affect the user experience of Bevica.
During the webinar, Claudio Martell, Bevica Product Director covers:
- Highlights from the Business Central 2023 Wave 1 Update.
- Details of improvements to Bevica in the next few months, including Data Analysis Mode Pages (03:31), Unpaid Reserves (08:59) and Paid Reserves Bottling (19:20).
Transcript
1:23
We’ve got three things to show you today. One of them is a change that Microsoft have introduced, but I think it’s a really, really nice one.
1:41
So, I included it today. But then there two releases, things that um we’ve done in Bevica for this, for this Wave 1 update. So, the first one is, the one you can see on screen is the Data Analysis Mode Pages.
1:55
So, this basically changes a list page in the software into a pivot Table.
2:04
So, you can do some really quick and easy, nice reporting on grouping by any piece of information that you can see on the list.
2:13
At the moment, it’s in preview mode, which unfortunately means you switch it on, you can play around with it, do your reporting, but overnight it will revert back to blank and you’ve got to do it again. They will be releasing it properly, I think, once they’ve had some feedback from customers, and that hopefully will be soon.
2:32
So, you have to set it up in feature management, but, again, I’ll show you how that works in a second.
2:39
The second thing I wanted to just show you was Unpaid Reserves. So, this has been a long time coming.
2:44
We have unpaid reserves in Bevica SaaS, so effectively what you’re doing is, you’re soft reserving stock against customers or groups of customers.
2:57
So, you create your unpaid reserves groups and you assign customers to them. And I’ll explain why we’ve gone down the root of Unpaid Reserves groups, then you reserve your stock against your Unpaid Reserves Groups.
3:11
Then for those that are used to the old Unpaid Reserves, it works the similar way, you go to your Sales Orders. And then you decide which unpaid reserves you apply to that particular sales order the customer has access to.
3:25
This is in the final throes of testing and updating Fresh Desk.
3:30
So, we will be releasing it in the next 3 or 4 weeks.
3:36
Then the last thing I wanted to give you a flavour of is Paid Reserved Bottling.
3:42
So, this is where if you’re holding paid reserves for your customers, you can convert those into other items and other units of measure.
3:51
So typically, this is used in the En Primeur process where you might have sold, let’s say, 9 litre cases or 12 packs.
4:00
And then when the supplier in France or Italy decides to bottle the stock, they end up with six packs or magnums or halves. You can then easily convert those paid reserves into the actual physical items and units.
4:15
That supplier is sending over. We can manage alternative items. So, there’s a quick way of setting up what your alternative items might be for your paid reserves. It’s all managed using Paid Reserves Bottling Orders which makes sure that we don’t lose any stock, or gain any stock in the process. And then there’s a paid reserve bottling worksheet to try and make it easier to do this in bulk.
4:40
So, if you have a campaign with a set number of products and a set number of paid reserves you can move them up and work it out, what you need to convert as a whole on a worksheet before you post which then converts the old unit of measure of paid reserves into the new unit of measure Paid Reserves. So hopefully, that’s of interest. Let’s go into the first one. So, the first one is the pivot table on lists.
Data Analysis Mode Pages
5:12
So here, I’ve got my version 22. So, first thing I need to do is go into feature management.
5:20
Search on analysis.
5:25
So, this one is feature preview analysis mode.
5:31
And I just need to click on Try It Out.
5:33
So, it opens up a new tab with the feature switched on, unfortunately though, temporarily.
5:41
So now, the main difference is, if I go into, if I go into something like item ledger entries.
5:55
If I go into a list form.
6:02
We now have this analysis tab on the top. So, it opens up, as a standard list, what kind, what everyone expects.
6:13
But if you click on Analysis, it effectively turns into a screen that looks a bit like a pivot table in Excel.
6:24
So, if I open up the sidebar here, it gives me all this sort of options that you’d be used to if you’re used to pivot tables in Excel. So here, for example, what I might do is I might want to look at my stock by location.
6:40
So, to do that, I need to find the location code.
6:44
If I drag it off down onto the side, you’ll see now that immediately, it’s groups things by location.
6:52
With a nice ability of drilling down and seeing all the entries that make up each of those groups. I can decide what columns are actually being calculated.
7:04
So over here on the right-hand side, some of these might not make sense…
7:07
for the analysis that you’re doing. Quantity makes sense, Invoice makes sense, that one doesn’t. Sum of Unit Price doesn’t make sense. So, let’s remove some of these.
7:20
Target Costs.
7:21
The Cost of our actual.
7:22
So, let’s say I wanted kind of more of an inventory and costing information.
7:27
We’ll see now. I’ve got my Sum of Quantity and Sum of Invoice. Which in all cases, here is always the same.
7:35
If I scroll across, I’ve got my Sum Amount.
7:40
In the past, you could have done this by exporting it all into Excel and doing the same thing in Excel.
7:44
But I think it’s really neat that you can do it inside the software, uh, without really too much, too much hassle. Ah Claudio, someone has said, can you keep this as your own individual view, once you know exactly what pivot you want to keep? Or is it always going to default, back to all the information?
8:04
So, the idea is that you can save this view. So, you can see there’s a tab on the top here.
8:10
So, I can say, I’ll rename it.
8:13
So, let’s do ‘By location’.
8:20
So, that there, when this is released fully, that will stay there and it stays for you as an individual so it remembers it by user.
8:28
So, the idea is, that you can come back to this list tomorrow, day after, next week, click on the analysis, change it from the standard list, the analysis, and then you can have multiple tabs here, all with different types of pivot tables, already to go whenever you need.
8:47
So, what I can also do from this tab, I might then say I want to duplicate it.
8:54
So, basically, it creates a copy of this one. What I want to do is, I want to do it by location.
9:02
And duty status. So, if I…bring that one down underneath location.
9:11
So, now, if I click on blue, the first kind of indent is Duty Paid, Duty Free. Telling me how many lines are in each.
9:21
And obviously, the Sum Quantity and Sum Invoiced, relates to the actual line that I’m on.
9:27
And then I click on Duty Free and it shows me all the entries.
9:31
These columns here, you can decide if you want to see them by ticking or unticking these options here. So, I might, let’s say, I’m not interested in Cost Centre, Sales Person, so you can make it quite neat and tidy.
9:45
And one of the things that I noticed that’s not on this page, analysis page at the moment is the ability to export it to Excel, but I expect that to come before it’s released fully.
9:58
You can create your pivot and then export it to Excel in an already formatted manner.
10:04
So, I think I think this is really neat. It would have been lovely if this had been released years ago, it’s a really nice feature.
10:12
When they release it properly, I think it will become just part of our general, this is what you can do from a reporting points of view. Internal reporting yeah.
10:22
So hopefully that’s, uh, lots of interest. That’s nice.
10:27
So, the next thing I want to show you was the Unpaid Reserves.
Unpaid Reserves
10:34
So, we’ve taken the idea, that what we want to do is, we want to soft allocate stock against any type of, or any collection of customers that we want. So, we went down the route of creating these things called Unpaid Reserves Groups.
10:53
So, if I go to Unpaid Reserves Groups, it all starts by defining what your groups of customers are.
11:04
So, we did this deliberately so that you can literally create any different combination of customers you wanted to. So, in my example here, I’ve got a set that are the channel, so off trade, on trade, specialist customers. I’ve got another group that’s for salesperson. Another group that’s for tiers of customer, tier one, tier two. Another one as a House account. These are just examples.
11:27
You can decide how you want to define your group, so we’re not tied into any field that’s on the customer record itself. You can decide 100% how you want to group your Unpaid Reserves.
11:41
So, once you’ve decided on the groups themselves with a name, you then assign your customers to your groups.
11:49
So, if I click on my off-trade and click on Number of Customers.
11:57
So, these are the customers that are part of, in this case, the off-trade group. A customer can be part of as many different groups as you would like.
12:06
So, they could be part off-trade and bizarrely they could be part of the on-trade as well. It’s really up to you, how you define those groups and how you want them to have access to the items in the stock that we’re going to attached to these groups in a second.
12:19
So, to add a new customer to this list, you edit. You come down here, and basically you say…. let me quickly do that again.
12:30
And then you just pick the customer.
12:33
And then they’re now part of that group and will have access to any item reserves that are attributed to, in this case, the off-trade group.
12:43
You can do that for all your groups and your customers. So effectively, if you create a new customer, or you’re managing, you change your customer groups. Then you come in here and do the add bit. You can bulk this, bulk update this using RapidStart. So, you don’t come here and do this manually, using RapidStart’s really easy.
13:00
You can set up, you create your codes first and then using RapidStart you can add your customers to your groups.
13:08
Once you’ve done the customers against groups then I think logically the next thing is to do is add the items. So, you can see that how many items lines there are for each group.
13:16
So, if I click on the three.
13:26
These are the three sets of unpaid reserves that we have against the off-trade group. And within each of them, it’s telling us how many cases are actually reserved. So, this is where you would say, for a particular customer, group of customers, salesperson, this is what you will access to, this is what we’re putting aside for you and you can assign review date.
13:49
If there’s anyone that’s responsible for it, you’d assign user ID, and then you can just put a manual note to say maybe why is created, or if there’s anything special about the group.
14:01
As ever in the software, if I click on the filter and remove that group code, you’ll see this would be a list of all my unpaid reserves, I can then filter it on where the quantity is more than zero. Maybe review date in the next month. And then those are the ones that I thought might then be sending over to the assigned user to say, you’ve got a month to decide what’s happening with these. There’ll be deleted. That needs to be updated, or we need to share them with other people. So, you can manage the unpaid reserve, which has always been a bit of an issue.
14:32
Making sure, we don’t have unpaid reserves lying around for old stock, that can’t be sold anymore.
14:41
So, to create the unpaid reserves.
14:45
Again, I’ll go into the items again just via the tab along the top.
14:51
So, to create a new unpaid reserve for stock, I come here, create a new line.
15:02
Which products are the unpaid reserves for?
15:11
Get ready for my red leaf.
15:15
I can then put in a review date who’s assigned to, then when I edit.
15:24
I’m shown this card, and this is where I apply a reservation against my stock.
15:30
So, at the moment, we’ve just done it against … ledger entries. So physical stock that we’ve receipted. One of the plans for the future, is to be able to assign this against purchase orders or stock coming in. So that you’ll be able to create your purchase orders and pre-assign it against unpaid reserves while it’s still on a purchase order. And in the process of receipting it, it will automatically convert it into item ledger, unpaid reserves.
15:59
Then you can assign all at the same time.
16:09
Do you know roughly when that might be? In time? Um, that will probably be late summer. Thanks. I knew someone would ask that.
16:13
So here on this new unpaid Reserve actions, click on reserve, so this will show me all the item ledger entries for this particular product across locations and across duty status.
16:28
And then here I decide how many of each of these I want to reserve, so I’ll do all of those, and then two of those, and let’s say five of those.
16:40
Then when I say close, it’ll then reserve them or unpaid reserve them against that particular group.
16:49
So now any customers in that group have access to these particular, this quantity is against that stock.
16:59
So, what we’re doing in the background is we are effectively creating a reservation against, kind of a, a house accounts that’s hidden in the background. And that’s what’s managing all of this.
17:12
And it’s the sales order then determines which customers have access to which bits of unpaid reserves.
17:20
So, this is the setup, if I close this and go back to my role centre, and go to a sales order.
17:34
So, I’ll create a sales order for a customer that’s part of a couple of groups.
17:41
New.
17:46
OK.
17:50
In a second when it wakes up.
17:55
Here we go. Look for the Asado Salad Bar and Grill
18:00
Create new order in the same way as you do before.
18:06
Then you have access here against the pair button to get, to get Get Unpaid Reserves.
18:13
So, if I click on Get Unpaid Reserves, it’ll will show me those unpaid reserves that this customer has access to. So, you will see, in this case, there’s lots of items. We can add here the item descriptions to make it a bit easier. And it tells me also which group I’ve got access to because I’m this particular customer.
18:34
So then to take the stock, I edit the list and then I might say, oops, get list.
18:47
I might say, I want to take 15 of those, perhaps.
18:53
Then because there are parts of the tier one customer group, one might take.
18:58
10 things there.
19:01
And then let’s close this, and then it’ll price further reservations from this hidden customer, or house account into, onto, the sales order itself and reserved it for that particular sales order and customer. But also, to make it easier for, for auditing.
19:22
We can tell here that this particular line came from an unpaid reserve number three, and this one from 14.
19:29
And which channel the reservation has come from. So, when this is posted and the reservations get outdated and the stock has gone, we can go back.
19:37
We can see which customer or which sales order has taken a particular unpaid reserve, so that we can audit it for any queries that people might have in the future. So now this order is effectively a standard order I can add other lines to it. I can do anything I might want to do with this. I could if I wanted to, sell this into, into reserve rather than for dispatch.
20:03
It’s really just, a standard sales order now.
20:05
… that we’re going through a process, integration with the warehouse, it can …et cetera.
20:17
So, the first release of this will be in about 3 or 4 weeks. We do think we will be improving, improving it over time. So, if … purchase order, and if anyone wants to play with it, have ideas about making it easier to navigate round and find things, then please let us know, and we’ll just improve it over time. But we wanted to get something out as a first release.
20:40
So that we can then, it’s easier to improve it with people’s feedback.
20:46
That’s unpaid reserves.
20:50
Then the last thing I wanted to show you today was bottling.
Bottling
20:54
So, Paid Reserve Bottling. So, like I said before, the scenario here is that we have, we have paid reserves, that we’ve sold of a particular product and a particular unit of measure. For some reason, that needs to be changed into another product or another unit of measure.
21:12
It all revolves round paid reserve, bottling orders.
21:16
So, this is what does the work and does the management and control, before we post the conversion from one unit of measure or product into another.
21:26
So, the idea here is that we can set up bottling orders for an existing paid reserve. And using the details on that bottling order we converted into another product, another unit of measure and it will convert it and create new paid reserves. If I get into my bottling number eight, just show you what the bottled order looks like.
21:52
So, at the top of the screen, we have the details of the existing Paid Reserves. So, in this case, it’s paid reserve number 15 that belongs to Mr Coe. And it’s that product.
22:05
In this case, we only want to convert one case. One by six 75. The lines underneath is what we want to convert it into.
22:16
So, I said before that we could kind of predefined what possible products.
22:23
We wanted the existing paid reserve to be converted into. So, we’re using a bill of materials for that. So, when I create the bottling order it automatically populates the lines. In this case with the three options that are predefined, and then it would be up to the user to come in here and say this one six pack back here. In this case, I want to turn it into three magnums of Sassicaia. The system will make sure that you’re not gaining or losing any litrage when you do the conversion.
22:55
So, the equivalent case quantity on my header has to match the total equivalent cases on the lines.
23:00
So, you can convert it into more than one product just by updating the new quantity here. But the total each litrage on the before and the after have to be the same. Once it’s all correct, happy with it. You have things like document date, posting date et cetera.
23:17
You would then release the order as you do with most transactions in the system.
23:24
And then you post. And posting will remove the existing paid reserve or the wine case and convert it with a new paid reserve number into the new case.
23:40
It will go through and do all of that automatically. And it won’t lose any liquid, it won’t lose any volume and it won’t lose any cost.
23:48
Everything is like for like, just apportionment across all the new paid reserves it’s creating.
23:56
So, this is just showing you one bottling order. But I appreciate that people will need to do this in bulk. So as soon as the posting has gone through, it’s finished. It’s deleted that particular bottling order.
24:08
If I want to do this in bulk, I create New at the top. So here, effectively I’m using an existing bottling order to create multiple bottling orders. So, I have to select Location and the Duty Status that I want to pick my paid reserves from.
24:30
So, let say, blue and duty free.
24:33
And then I do actions and Get Paid Reserves.
24:38
So, this will now show me all the paid reserves in the blue location that are duty free.
24:44
This, you can filter. You can search, so.
24:50
You can also filter and search it by campaign. So, if you’ve got a campaign against the products, you can then say, I want to attach all products from a particular campaign and do the bottling in bulk.
25:03
I can populate here. So, if I edit this now, I can now say, I want all of those four, that five. I only need to convert maybe part of those, all of those. So, you select which ones you can populate the quantity selected in bulk for all of them if you wanted to.
25:25
Then say, OK.
25:29
It’ll tell you that multiple bottling orders have been be created. You say yes.
25:35
Not all quantities available. That’s good.
25:38
Let’s try that again.
25:40
Let’s be a little bit less ambitious with the number of products.
25:52
Let’s do 10 of those, 15 of those and two of those. Let’s try that again.
26:06
Yes. So now if I go back to my list, you will see it’s created all these new bottling orders for me then to go in…
26:18
And tell the system how I want to convert the existing paid reserves into one of these new possible paid reserves by modifying the new quantity.
26:30
I also said that you could do this in bulk from a managing point to view. So, this is how you create the bottling orders that we want to convert.
26:41
If I go to.
26:44
Paid Reserves worksheets.
26:54
The advantage of creating those potential new items when I create the bottling order, is that they automatically appear on the worksheet waiting for me to go in and fill the quantities in. So, this list here, might obviously be for lots of campaigns, lots of items, lots of dates, so you can filter down to create a subset maybe for a campaign or for a particular product that we want to bottle, and then you would go through and…
27:24
Type in the new quantities, and it’ll work out the cost, and the equivalent case, um, given the cost on the original paid reserve that’s in the system.
27:37
So, the details of the top here give you the existing paid reserve that relates to the one we’re trying to change at the bottom.
27:43
So, if I click on here. Bottling order 14, you’ll see that bottling order 14 has changed at the top.
27:51
If I click on 13, it’ll become 13 at the top. To try to just give you the information about where the stock is coming from.
27:58
This, you can manage here, you can export it to Excel, and using RapidStart, you could populated back in, in bulk, so you do in your calculations in, um, in Excel, import them back in.
28:13
Then the system will check, that all the calculations are correct, and you can post it in bulk. From here if you need to do that same posting I did before. From the bottling order, you can do that in bulk.
28:27
So, like I said, typically this is probably En Primeur process.
28:31
But in any situation, maybe the stocks arrived at the warehouse and the warehouse tells you that the units of measure are slightly different to what you expected, you could use this to convert it easily.
28:40
Or if the customer changed their mind, and they want to convert it from one unit of measure to another, you can use the bottling order for that as well.
28:47
So hopefully again, that’s useful bit for those that have lots of paid reserves and not familiar with the En Primeur process.
28:58
So that was the overview of the three things I wanted to show you. So, hopefully, the Microsoft one is really good, and they will definitely be improving that.
29:08
The paid reserves is kind of a first release, hopefully will be useful, but please give us feedback on things that we can improve. And then the bottling order is ready to go with that ability to change paid reserves.
29:23
Do we have any questions? No, no more questions at the moment. I just wanted to remind people that we had the ‘What’s new in Business Central’ webinar last week, so there’s a lot of focus in there around inventory and finance as well. So, if they have time, that session will be available on demand, as will this one be. And links will be sent out in the newsletter and on LinkedIn et cetera. So, no more questions from us for now. Claudio, is that all from you. That’s all I wanted to show, yes. Brilliant. Thank you so much everybody for joining us, and as I said, everything will be available on demand. If you do have any further questions, get in touch and I’ll be able to pass that information across to the you, across to the Bevica team. For joining us today. Thank you, Claudio.
