Owner

U

Untitled

U

Untitled

Verification

Verified

Department

Operations

Type

Standard Procedure

Use Cases

OrdersCredit

SOP Overview

Bill and Hold is a process for NY Customers to purchase wine and spirits on terms. The Customer owns the product and TEW storages at WC for them. Most Customers do not have the space and this allows the customers to take advantage of case discounts

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Terminology

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Training Videos

Table of Contents

• Training Videos
• Step-By-Step Instructions
• Bill and Hold Set Up
• Bill & Hold Policy:
• Expirations
• Bill and Hold Do Nots
• Bill and Holds cannot be transferred across accounts
• Bill and Holds are NOT allowed on closeout items
• If customer has a Temp License, they will have to ACH the BH before a new BH-Sale can be created
• Bill and Hold Credit Process & Reversals
• BILL AND HOLD STORAGE FEES
• Orders Process
• How to release from Bill and Hold

Documentation and Resources

Add/Upload Documentation and resources related to this SOP

Bill & Hold Billing - Jet.xlsx111.1KB

Include Step-by-Step Instructions below

Step-By-Step Instructions

Bill and Hold Set Up

Two WC (Western Carriers) locations are set up

1. For where the product is being stored (Example: WC= Western Carriers)
2. A virtual location for bill and hold quantities (Example: WC-BH)

1. Customer or Sales Rep requests a Bill and Hold Sale to the TEW Orders Team
2. Orders Team will check to see if the customer is set up with a Bill and Hold Bin code(you will receive an error when posting a BH sale when the customer does not have a B&H Bin)
3. If it is the first time, Orders Team will go to the Location Card → WC-BH → Go To Bins and create a new code. We use the Customer No. as the Bin Code.
4. Once the Bin is created in the Location WC-BH → Go to the Customer Card → Go to the 365WineTrade Fast Tab and select the Bill and Hold Bin Code that matches the customer number

1. Once the Bin code is connected to the Customer Card → you can process a Bill and Hold Sales Order. This means the virtual location is set for this customer to hold their purchased inventory
2. A Bill and Hold will only be created by the Orders Team is it meets the minimum 10 case per item or $1000 (policy attached below in resources)
3. To create a Bill and Hold Sales Order → Open a new sales order→ enter Customer Name → Update Order Type Code to “BH-SALES” (it will have a default order type, you must update it)
4. Enter line items and Post. Posting will transfer the line items you entered to the WC-BH location under the customer bin code.
5. To preview all the customers Bill and Holds → Go to the Customer Card → Bill and Hold Inventory Fast Tab → Filter on Quantity column and type in <>0. This will show you everything that is greater than zero.
6. Bill and Holds can also be viewed from the Item Fact box to the right of the screen. It will show you all the Bin Codes that have quantity against the item. Visible on the Item List “Bill and Holds Qty on Bin” or “Bill and Hold Qty on Sales Order”
7. Once Bill and Hold Sales Order is created, a copy of the Sales Invoice should be sent to the Customer and Sales Rep.

Please do not create a new bill and hold if the BH fees are not being paid, check with credit dept for approval.

Do not release Bill and Holds if a customer is delinquent and has not paid for the bill and hold.

All requests must be approved by credit.

Bill & Hold Fees will not be waived

After credit approval is received, proceed with processing

If credit does not approve, inform customer. if payment is not made do not process

All Bill and Holds must be shipped by their expiration date. If BH expired, call the sales rep or customer to arrange shipment immediately. Please do not delay. Customer must take the order by the expiration date.

If there is an order going out with the B&H ship order and does not meet min, the second order will go out with delivery fee.

Bill & Hold Policy:

In accordance with the NYSLA updates to Bill and Hold regulation (Advisory #2017-3) please see below the T Edward Wines current policies on Bill and Hold Procedures:

All B&H orders are subject to credit status approval from the NYSLA, item and quantity approval,

B&H Deliveries are subject to minimum delivery/delivery fee requirements for shipments.

The minimum for B&H orders is 10 cases or $1000 min of the same item. Multiple cases of different items totaling to 10cs or $1000 is not allowed. Not all items are available for B&H.

B&H orders are invoiced as of the date the order is accepted -for both price determination and payment

Terms for sales made on credit.

• Outstanding payment of B&H Invoice and COD status will prevent delivery of B&H items.
• COD status unrelated to the B&H Invoice will not affect delivery, but other items on the order will be

treated as COD

T Edward charges a market rate $1.00/Case at the end of each calendar month.

• B&H Deliveries may be held up for outstanding warehousing costs.
• B&H orders must be fully depleted within 18 months of the original order date.

Expirations

Very important we stay on top of expired Bill and Holds. Customer must take the balance of the BH must be depleted within 18 months of the ship date. Please contact the sales rep to inform them we are releasing the remainder of their BH to them. Items must be shipped by the expiration date.

You may view Bill and Hold Expiration Dates by going to Item Ledger Entries, filtering to BH-Sale and BH-Ship. And make sure that the ‘Bill and Hold Expiration Date’ is enabled/personalized. This differs from ‘Expiration Date’.

Bill and Hold Do Nots

Bill and Hold Credit Process & Reversals

To reverse or credit a bill and hold, use the “Sales Return Order”

There are 3 types: (please be sure to choose the correct one)

1. BH-RET-BH: B&H Return Goods to B&H Location- This means the products were released from a BH sales order
1. Use to “undo a shipment” (shipped or released by accident and need to move back to virtual location)
2. Impacts BH Virtual Inventory: Positive Adjustment (quantities are brought back into BH Inventory)
3. No Impact on receivable
2. BH-REVERSE: B&H Reverse Sales from BH to WC (Credit Memo$)- Sold and moved to Virtual WC-BH Bin, Has NOT shipped any product yet.
1. Used to reverse BH Sales Order- in case something was sold to the BH Inventory by mistake, or if a customer no longer wants the BH
2. Impacts BH Inventory: Negative Adjustment (quantities are depleted from BH Inventory)
3. Impacts WC Inventory: Positive adjustment (quantities are brought back to WC)
4. Impacts Receivable ($)
3. BH-RET-PHYS: B&H Return Goods to WC (Credit Memo$)- This means product was sold and shipped.
1. Use to cancel BH completely.
2. Reverses both Shipment and Sales Order at the same time.
3. It would be the same as executing BH-RET-BH first and then BH-RET-REVERSE
4. Impacts WC inventory: Positive adjustment (Quantities are brought back to WC Inventory)
5. Impacts Receivable ($)
6. 3PL in this diagram = Western Carriers

BILL AND HOLD STORAGE FEES

1. The first week of every month, bill and hold storage fees must be billed to the customer for the previous month.
2. Use attached Bill and Hold Billing -Jet excel attached above. This is not optional and is required by the New York State Liquor Authority
3. monthly storage fees are $1 per case
4. Customers who fail to make payment of their storage fees will no longer have the option to participate in Bill and Holds.

5. Update Jet Report by running with option for Month-end date. Save a copy for each month after running. (report attached)

1. Create Sales Invoice documents for each Customer listed. ENTER ALL & PERFORM REVIEW IN STEP 3 BEFORE POSTING

Suggestion: highlight/mark customers in the excel as you complete to help keep your place

1. Posting Date = EOM
2. External Document No. = MONTH YEAR … (ex. JUNE 2023)
3. Create a Sales Invoice Line to GL 4500 B&H Storage Fees for the total Cases listed on the report.
4. Enter Comment lines for the report detail by Copying & Pasting the “Invoice Description” column into the comment description.

5. Review all invoices are prepared. Once all are entered, open the Sales Invoice list in Excel (may require filtering if other SIs are unposted). Sum the Amount column, and compare to the Grand Total on the Jet report. If the numbers do not match, review for missing invoices/mistakes in Qty billed.Post Sales Invoices.

6. Post Sales Invoices.
7. Email invoices through Document Worksheet. To ‘Suggest Lines’, filter for External Document No. .

only

Orders Process

1. Customer or Sales Rep requests a Bill and Hold Sale to the TEW Orders Team
2. Orders Team will check to see if the customer is set up with a Bill and Hold Bin code
3. If it is the first time, Orders Team will go to the Location Card → WC-BH → Go To Bins and create a new code. We use the Customer No. as the Bin Code.

1. Once the Bin is created in the Location WC-BH → Go to the Customer Card → Go to the 365WineTrade Fast Tab and select the Bill and Hold Bin Code that matches the customer number

1. Once the Bin code is connected to the Customer Card → you can process a Bill and Hold Sales Order. This means the virtual location is set for this customer to hold their purchased inventory
2. A Bill and Hold will only be created by the Orders Team is it meets the minimum 10 case per item or $1000 (policy attached below in resources)
3. To create a Bill and Hold Sales Order → Open a new sales order→ enter Customer Name → Update Order Type Code to “BH-SALES” (it will have a default order type, you must update it)
4. Enter line items and Post. Posting will transfer the line items you entered to the WC-BH location under the customer bin code.
5. To preview all the customers Bill and Holds → Go to the Customer Card → Bill and Hold Inventory Fast Tab → Filter on Quantity column and type in <>0. This will show you everything that is greater than zero.
6. Bill and Holds can also be viewed from the Item Fact box to the right of the screen. It will show you all the Bin Codes that have quantity against the item. Visible on the Item List “Bill and Holds Qty on Bin” or “Bill and Hold Qty on Sales Order”
7. Once Bill and Hold Sales Order is created and posted (to prevent transmission), a copy of the Sales Invoice should be sent to the Customer and Sales Rep.

How to release from Bill and Hold

1. Create a new sales order
2. Enter customer information
3. **Important: Select Order Type “BH-SHIP”
4. Go to Lines→ manage→ select bill and hold items (you can select as many items that are being requested for release and see what is available)
5. you can click on the 3 dots to select more and check the ones you want on the line and click ok at the bottom right

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