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Brutos User Guide

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Published: 10/30/2024/6:06 pm

 

 

Introduction

Brutos by Vision33 is a cloud-based, end-to-end business management system designed for brewers and distillers who want to scale and streamline operations. It delivers 360-degree visibility, unrivaled efficiency, and complete control over your business.

 

Brutos is available for SAP HANA and MS SQL platforms. The illustrations in this guide could be on either platform. SAP also has “localisations” for multiple countries, which can change the terminology used (e.g., "inventory" in the US and "stock" in Europe).

 

Please report any issues, inaccuracies or omissions in this documentation to bruce.holden@vision33.co.uk.

 

This guide is for Brutos v1.4.

 

Terminology Used in This Guide

BOM	Bill of materials (packaging or recipe)
PdO	Production order
MPN	Master production number (from Production Master)
MRP	Materials requirements planning
Backflush	Materials issued automatically in line with the receipt quantity
B1Up	Business One Usability Package from Boyum for advanced customisations
WMS	Warehouse management system
PO	Purchase order

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Key Features

Modules/Feature	Description
Brand Management	Allows you to create and manage brands, efficiently turning your ideas into finished products.
BOM Versioning	Allows alternate recipes based on locations or equipment and can track brand changes over time.
Production Master	Generates all production orders for a production run based on the processes set up in Brand Management. This feature allows you to track and manage your production orders seamlessly.
Packaging Master	Generates packaging orders for liquids at the ready-to-pack stage defined in Brand Master. Lists existing batches in current stock and lets you plan and execute packaging runs. Also has a blending function.
Web Portal	Provides web-based processing screens for recording production order transactions and receipt of goods. It does this using fully user-definable dashboards tailored to customer needs.
Production Status Update	Allows you to see and update the planned and released production status. The ability to select multiple orders in the grid for updates makes the process fast and efficient.
Production Plan Imports	Allows the production planner to set up multiple production runs in one step. Offers a simple, streamlined interface that accepts inputs copied from Excel for quick plan imports.
Cask Management Dashboard	Cask management caters to processing beverages that need to be stored in casks for aging purposes, from filling to disgorging and packaging. All processes are automated, and users have full visibility of the beverage's current status and history.   Also provides an overview of aging casked product batches with options to filter and select batches for regauging, re-racking, and disgorging.
Batch Master Data	Enables detailed tracking and management of each batch's information, providing historical data, transaction records, and notes for comprehensive traceability and compliance.
Regauging	The following are features of the cask management module. Updates information on casked products during aging, supports inspections, adds tasting notes, and adjusts volumes for evaporation losses.
Re-Racking	Facilitates transferring contents between casks, maintaining detailed traceability, and rolling up the costs of losses into newly filled casks.
Disgorging	Manages emptying casked products into a tank for blending into a single batch for further processing or packaging.
Ready to Cask Dashboard	Lists batches ready for casking, allowing users to select single batch fills or blend multiple batches.
Fillsheet	Manages the filling process of empty casks with the ability to handle multiple cask types and specify cask usage history.
Cask Selection	Manages and maintains filling details such as volumes, ABV (alcohol by volume), and LPA (liquid proof alcohol).

 

 

 

How-To Guides

Brand Master

Brand Master is where you create and manage your brands by defining their properties, processes, and pack types.

 

 

Brand Master Quick Steps

1. Navigate to the 'Brand Master' module in the inventory section of the main menu.
2. Click on the 'New' icon in the toolbar (or 'CTRL+A')
3. Fill out a unique brand code, short code, and name.
4. Select all relevant production processes in the 'Processes' tab.
5. Select all relevant packaging types in the 'Pack Types' tab.
6. Fill out and review all remaining details and click 'Add'.
   • All needed items and BOMs will be generated automatically based on the process template setup.
7. Review the BOM versions generated by clicking the golden arrow in the grids.
8. Make changes needed for each process/pack type.

 

Brand Header Data

The brand code is the primary identifier used to create unique item codes for each process and pack type. A brand code can be alpha, numeric, or both, but we recommend using a numeric coding structure for tidiness and to ensure that brands are presented logically versus an alphabetic sort.

 

For example, start with 1001 or 10001, depending on how many brand codes you expect to need. Then, you might use the 1001+ range for beers, 2001+ for RTDs, 3001+ for guest beers, 4001+ for spirits, etc.

 

The short code is used where there is limited display space (e.g., the Brutos Scheduler or, optionally, batch number prefixes).

 

Status values are:

• Active – Will display in lists and can be used to generate production orders.
• Draft – Reserves a brand code without generating items and BOMs.
• Inactive – Will not display in lists.

 

Batch size defines the default volume for the first brand process (e.g., wort). If you leave it blank, it will default to the tank size used by the first process (e.g., Brewhouse), but you can modify it to any volume.

 

Groups are for analysis requirements. The duty group defines beverage type (beer, spirits, cider, etc.) to identify the correct duty rates for the brand by referencing a duty rates table. This is currently only used for UK/EU countries.

 

The owner links to SAP Business Partners.

 

Brand Processes

 

The temp. code refers to process templates. These describe a process to be used in brand creation and are covered in detail in their own section. See the illustration for examples, but you will define templates to cover your exact requirements. Selecting a template defines the line item to be created.

 

The sequence number defaults from the template value but can be modified for a specific brand. You must ensure that the sequence displayed follows the order in which you will be processing. You can change the default sequence number to reorder the list when updated.

 

The default stage value is 'Default' and, if not used, doesn't need to be changed. A user doesn't always want to generate all production orders for a brand at the same time.

 

For example, if an aging process is involved, production orders up to the aging stage must be generated first. Production orders for processes after the aging process can be generated later, when the aged product is ready for packaging.

 

Define the stages in Brand Master, then select the stage required when generating orders in Production Master.

 

 

Proc item is the item code and BOM to be created. If the default code isn't suitable, users can manually create a custom code (item and BOM) and enter it here. The default warehouse is used when creating the item and BOM for the line. A warehouse defines storage locations and tanks. The value defaults from the template; it will often be a dummy default tank so a BOM can be created before production starts.

 

Yield defines losses and is used to calculate expected volumes throughout the production process. If you have a 60HL brewhouse and a 58HL batch size, Brutos will generate production orders for wort 58HL and fermentation 55.1 HL, etc. Using yields means you can define 1HL green beer as consuming 1HL wort. The BOM 1:1 relationship is adjusted by the yield when generating the production orders. Only the wort must be defined for the batch size volume, but later processes only need to define the ratio between what's consumed and what's produced.

 

Lead days are how long you expect the liquid to be in the tank between processes and is used by Brutos to schedule production orders. Updating this in Brand Master also updates the item master, which can then be used by MRP. Maintaining accurate lead times is essential for meaningful scheduling.

 

Dflt BOM is the default BOM version. Brutos creates a default BOM version for all production and packaging items. Additional details are in the BOM versions section.
 

Ready to pack will default to the warehouse type defined as 'Ready to Pack' if one is set. Otherwise, you'll define packaging points as required. Often, this will be in the last process, but you can set more than one (e.g., if you package green beer into casks but also bright beer into cans for the same brand). The processes set this way will be displayed in Packaging Master.

 

Brand Pack Types

 

Template, item, and BOM version are as above.

 

The default item group for operational and financial analysis is defined in the template. It can be modified here for situations where it needs to vary from the template (e.g., the template defines a group for canned beer, but you want analysis by main brands and seasonals).

 

Brand Specifications

 

The user can record basic specification data in this tab.

 

Managing BOM Versions

BOM versioning allows users to define alternative recipes because of variations introduced by brewery location, size, customer, or other reasons. It could be a recipe or brewhouse/batch size difference. BOM versioning can also be used for version tracking over time.

The default BOM version is synchronised with the SAP BOM. You can't save changes to the SAP BOM directly, and all maintenance must be actioned using the linked BOM version.

 

 

 

BOM Versions Quick Steps

• Step 1: Initial BOM versions are automatically generated in Brand Master.
• Step 2: Versions are maintained manually by accessing the 'BOM Version Module' from the menu and using 'Find' or linking from Brand Master, Production Master, or production order.
• Step 3: Right-click on the BOM version screen and select 'Duplicate'.
• Step 4: Make necessary adjustments to the version name and other details, including ingredients, warehouses, or volumes.
• Step 5: Save changes.
• Step 6: Set the new version to default when prompted or return to Brand Master to amend the default version manually.

 

Using BOM Versions in Production

Users can select the required BOM version(s) when generating production orders in Production Master and the BOM version used for the production order is recorded against it. This is discussed further in the Production Master section.

 

To change a BOM version on an existing production order, first select the required BOM version and then click 'Update Production'.

 

 

By default, all lines are checked. Select those you want to update and click the update button to confirm; the version and BOM/recipe details will be updated. You can't change the version on the order after transactions have been processed on the order.

 

You can change the version applied to an order by clicking the 'Select BOM' version button.

 

 

Production Master

Production Master generates new production orders for a particular brand and date, based on the processes set up in Brand Master.

 

 

After production orders have been generated, Production Master can also manage the run of orders generated by changing editable fields, such as dates, versions, tanks, and volumes. Editing the data here dynamically updates the associated production orders. It does not affect brand master data.

 

If multiple BOM versions are available for a process step, you can select an alternative version in the BOM version column.

 

After users make a change and click 'Update', Brutos will update the linked orders and display the message 'Production Orders Generated Successfully' for new and updated orders. You can't change details after transactions have been processed on the order.

 

The overview tab shows the orders generated in this run.

 

 

 

Production Master Quick Steps

• Step 1: Access Production Master from the production section of the main menu.
  • This will open Production Master's interface, where you can manage your production orders.
• Step 2: Select a brand.
• Step 3: Set a start date.
• Step 4: Review process information, such as turns, quantities, start dates, and warehouses.
• Step 5: Add Production Master and wait for order generation to complete.
• Step 6: Review production orders in the overview tab.

 

Production Master Header

The prod # is the MPN, or master production number, for this production run. It links all orders, including packaging orders, when they're created in Packaging Master.

 

Select or enter your brand code.

 

You can manually enter the batch number or leave the field blank for auto-generation. Batch numbers can be based on the brewhouse location – user-definable prefixes or the brand – using the user-defined brand short code. See the Brutos Configuration section for setup details. A batch number is constant throughout the production process, but may be changed for packaging orders.

 

The start date is the start date of the first production order in this run. Subsequent production orders will be dated according to lead times from Brand Master, but can be over-ridden in Production Master. (See below.)

 

The status is not currently functional.

 

Select the stage, if required. For example, , 'Default' for all processes up to aging, then 'Post Cask' for processes following the emptying of a cask. See the Brand Master section for further details).

 

A new checkbox has been added to remove all PdO updates from Production Manager, including warehouses and batch numbers, so users have total manual control of production order setup. This can be set at any time and does not affect production order generation. If it is set, you cannot rely on MPN values for warehouses and batch numbers.

 

Production Master Processes

After selecting your brand, the list of processes associated with that brand will load automatically.

 

The default BOM version will load initially but may be altered by blanking out the BOM version number and tabbing off the field for a list. Choose from the list to select an alternative version.

 

'Turns' functionality can be used at any stage and is a multiplier of the standard batch size. It is usually used for the first process. The classic example is multiple turns of wort in a brewhouse feeding a larger fermenter. Production volume changes will ripple through the subsequent processes.

 

Changing the number of turns isn't the same as amending the turn quantity only. Each defined turn will generate its own production order, whereas adjusting only the turn quantity will change the batch size of order(s) generated.

 

The yield, lead times, and start dates can be varied for this run.

 

You can also use Production Master to allocate the tanks to be used for each process and the linked production order. The alternative is to update production orders manually (not recommended) or drag and drop the orders in the Brutos scheduler to change dates and tanks.

 

Use Manual Warehouse Function

When the Brutos Configuration option “Use Manual Warehouse Function” is ticked it is possible to update the warehouse for each PdO displayed in the Overview list of orders tab:

 

 

This setting updates a checkbox on the production order for visibility. If an order warehouse is changed manually in SAP then a warning is displayed and the checkbox is updated automatically.

 

Note that the following order “from warehouse” will not be updated automatically and must also  be amended manually if that is required.

Production Plan Import

Instead of creating production runs one by one, it's possible to import multiple runs in a single step. The output is the creation of multiple production masters, which can be maintained in the same way.

 

 

Production requirements can be typed in manually or pasted from your Excel spreadsheet (or other source) using the standard SAP functionality. Batch number entry is optional. You can revisit this routine to update your production requirements rather than changing the individual runs.

Production Disassembly

Processing mistakes are not uncommon so we need a routine to make corrections as required. Disassembly orders are used to reverse production transactions from a previous order. These can be created manually in SAP but we need to be sure that it is an exact reversal including batch and quantity details and also to ensure that we have an easily accessible audit trail of what we have done. To facilitate this and automate the entire process a Brutos disassembly routine is available from the PdO to be reversed.

 

Select “Disassemble” from the right-click menu on the PdO to be reversed:

 

You will next be prompted to select the date to be used for the disassembly.

 

Ideally the Production Date should be used so that the disassembly is in the same period but if the period is closed you may need to select “today”.

 

You will see a progress message at the bottom of the screen then a completion message on screen.

 

To see what it has done select User Defined Fields from the View menu.

 

The UDFs will be displayed in a panel on the right hand side of your PdO.

 

So here we can see that this order has been disassembled and the disassembly order number with a link to view it. The number displayed is a key and not necessarily the same as the number you will see on screen. Clicking the link will take you to the disassembly order.

 

The disassembly order created is a mirror image of the source order but in reverse.

 

Both the original order and the disassembly have been closed for you.

 

Because after disassembly you will usually need to repeat the order transactions it has also created a new PdO for you which will be an exact copy of your original order but without transactions. This will be the first order after the disassembly order.

 

 

The new orders have also been added to the source Production Master, if there is one, for a detailed audit trail.

 

Process the new order as normal when you are ready.

 

Packaging Master

Production requirements can be typed in manually or pasted from your Excel spreadsheet (or other source) using the standard SAP functionality. Batch number entry is optional. You can revisit this routine to update your production requirements rather than changing the individual runs.

 

 

Packaging Master Quick Steps

• Step 1: Access Packaging Master from the production section of the main menu.
• Step 2: In the top grid, you'll find a list of batches currently in stock. These are your ready-to-pack products. You can review planned orders by checking 'Include Planned', then 'Refresh'.
• Step 3: To generate packaging orders, select the batches you want to pack in the top grid, then fill out the quantities by pack type.
• Step 4: Once you've filled in the quantities for specific pack types, you can fill in the remaining volume to the pack type of choice by right-clicking on the quantity column and selecting 'Copy remaining balance'. The maximum quantity that can be packaged will be calculated based on the pack type and unallocated volume.
• Step 5: Click 'Generate Orders'.
• Step 6: Review and update existing packaging orders from the bottom grid.

 

Packaging Master Header

 

Enter filters as required for a display of the available batches.

 

When checked, the 'Include Planned' checkbox displays orders that haven't been completed. 'Planned' in this context means not finished; it's not the same as production order status. Otherwise, the default is to display only orders with a currently available volume.

 

If you enter a pack date, it's used as the default for the packaging order dates. This can be left until after you've selected your batch.

 

MRP is discussed separately.

 

The 'Quantity' column shows you what's remaining in the tank. 'Allocated' is the volume allocated to unprocessed packaging orders, and 'remaining' is the balance that can be allocated to new packaging orders.

Packaging Order Generation

Once you've selected your batch for packaging, the pack types defined for the brand are displayed, ready for you to define your packaging order requirements.

 

 

The 'S. Type' column is the source type. It will say 'INV' if the inventory is available now and was received on the 'produced on date' (PdO) if it's on a production order and expected to become available on the PdO.

 

With a batch line selected, the packaging options for the brand are displayed, and quantities required can be entered against these. You can use the 'Copy Remaining Balance' option to calculate the maximum quantity possible for the pack types, given the remaining volume available after entering other packaging quantities. Once you've selected a new pack type, it's added back as a new line, so other quantities can be entered for different dates.

 

The date of the packaging orders typically comes from the date entered on the header. If that isn't entered, it will default to the day after the batch is, or is expected to be, available. These can also be changed manually.

 

Batch numbers are inherited from the production batch but can be manually edited at this stage.

 

You can change any details here, before or after the initial generation. If changes are required, the production orders will be updated accordingly.

 

After you click 'Generate Orders', they'll be displayed on the left-hand side after a brief message.

 

In the illustration above, the full list of potential pack types is displayed for selection after the orders were generated. This allows the user to generate a further order for the same pack type but with a different date when it needs to be spread over multiple days.

Blending

Liquids displayed in Packaging Master can be blended into a new tank and batch from this screen without the need to raise a manual production order as described in the Blending Orders section.

 

Select the batches required for the blend by holding down the CTRL key and clicking on individual lines or the shift key and clicking for a range of lines. You can blend any lines displayed, regardless of brand or tank.

 

As soon as you've selected more than one line, the blending dialogue opens at the bottom of the form. Enter details as required and click the 'Blend' button. The blending order will be created and closed automatically and the packaging batch panel refreshed with the new batch details.

 

 

You cannot blend a batch with an active packaging order.

 

The source batches must be received and available for blending (i.e., S.Type = INV, not PdO).

 

Empty Tank

After processing a packaging run, there may be some liquid remaining in the source tank that needs to be “emptied”. You can quickly empty the remaining volume (quantity column) of any tank listed in the top grid by selecting it and clicking 'Empty Tank'. This will generate a goods issue using the default empty tank reason code set up in the configuration screen. This is a fully automated transaction and needs no further user input.

 

Open Goods Issue

This opens a blank SAP 'Goods Issue' screen for the user to record further waste materials that must be written off at the same time. Other methods of dealing with packaging waste are discussed later.

 

 

Using MRP to Drive Production and Packaging Plans

This isn't a guide on how to run MRP and only covers additional functionality provided for a Brutos integration.

 

Run MRP through to the 'MRP Results' screen.

 

 

 

There are two new buttons on the bottom left-hand side. But first, save the recommendation.

 

Click 'Generate Production', and the 'Production Plan Import' screen will be displayed with MRP recommendations added and rounded up to your defined batch sizes. You can make modifications (now or later) before clicking add, which will generate a production master for each line.

 

 

You must run production before proceeding to packaging; otherwise, sufficient ready-to-pack orders may not exist to satisfy packaging demand and so cannot be displayed for packaging order generation.

 

Click 'Generate Packaging', and Packaging Master will be displayed, populated with all orders (ready to pack, planned, and completed), but now also including data from MRP results. Selecting a line will display details.

 

 

 

Because MRP can look at all the demand included in your MRP run, you can now see the total packaging demand and raise packaging orders to meet that demand.

 

The MRP data can be included in Packaging Master at any time by selecting the MRP run from the drop-down list.

 

You can include forecasts in the MRP run, so it needn't be solely reliant on orders received.

 

Using the Brutos Portal

The Brutos Portal serves as a centralised platform where you can access customisable production dashboards, organised by process type or other criteria, and process your production orders on any device with a web browser.

 

The illustration below shows all processes on four dashboards on a single screen.

 

 

 

Alternatively, you may want a larger display for a single process, along with a dashboard showing the tank status.

 

 

 

These and others are out-of-the-box defaults, but you can create new ones and organise them any way you want. They are fully customisable and driven by soft SAP queries and the dashboard layout designer.

 

User access is managed by matching user and dashboard roles.

 

Brutos Portal Quick Steps

• Step 1: Access the Brutos Portal from your browser. (The implementation team gave you the link and credentials.)
  • You can also access the portal from the SAP menu, a specific production order, or the scheduler application.
• Step 2: Once logged in, you'll see the dashboards relevant to your responsibilities and/or access.
  • Each dashboard lists the pending production/packaging orders.
• Step 3: Click the order's hyperlink to open the Brutos production screen.
• Step 4: Use Brutos Production to receive and issue goods and (optionally) close the order.

 

Receipts and issues can be recorded as many times as required before the order is closed.

 

The default sequence is to display receipts first then issues but this is a soft setting. If you need to amend the receiving warehouse then you must process receipts first or it will not be possible to change the warehouse after other transactions have been posted. But this can be configured to display issues first, followed by receipts, if that better suits your business process. If this is required please contact Vision33 support for assistance.

 

Web Application Links in SAP

To see the Brutos web application links in SAP, your HR employee record must be linked to an SAP user. This includes the scheduler, production dashboards, and the process button on the production order.

 

 

 

This will add the following to the menu.

 

 

Launching web applications from the SAP menu will display the app in an internal browser window, so the display will be smaller than if you access these from within a web browser.

 

The 'Process' button will also display on the production order, which will take you directly to the Brutos production processing screen.

 

 

 

Receiving

We will start from the 4 dashboard 'All Processes' display and click into an order.

 

 

Clicking it opens the receiving screen.

 

 

 

Receiving is equivalent to filling the tank. The user in the above screenshot has assumed the planned quantity at this stage. The date defaults from the PdO start date, but you should enter the actual date for historical accuracy. The date entered here will be the default in the issuing routine.

 

A future posting date is not allowed and if one is entered an error message will be displayed "Posting date is in the future, please amend". This is regardless of the SAP setting in Document Settings>Allow Future Posting Date. It also applies to issues.

 

If you want to change the destination tank in the receipt screen then the receipt must be processed first. This will not be possible after processing any transactions including issues.

 

The list of warehouses displayed are those allowed for the item as set in the item master.

 

At this stage, we'll accept the default brewhouse BH01.

 

Click 'Receive' to proceed.

 

Issuing

 

The user can expand the header for further order details by clicking on it. 

 

A future date is not allowed, as in receipts.

 

You can also edit the start and due dates displayed on the PdO dark blue header by clicking on the pencil icon next to the date.

 

 

You can edit the start and due dates displayed on the PdO dark blue header by clicking on the pencil icon next to the date.

 

After processing a receipt the issues screen is automatically displayed.

 

You can expand the lines for batch details, one line at a time, by clicking on the line or for all lines, by clicking the three-line icon at the top. Quantities in the 'Issued' column are SAP backflush items (assumed issues) processed automatically by the receipt. If there are quantities in the 'Selected' column, Brutos has been configured to auto-select batches.

 

 

If a line isn't an SAP backflush item and needs to be manually issued, batch quantities for issue can be entered.

 

In the above illustration, the optional auto-selection function (in Process Type Groups) has selected batches in FIFO order, but you can manually override this. If a line doesn't expand, there's no available inventory. If the item is not batch managed but can be issued a blank batch line is displayed for entry of a quantity.

 

Batches not set to released (usually the default status) will not be displayed. Possible settings are:

 

 

It is also possible for a user to add new lines to the production order by clicking the + button on the top right of the page.

 

 

This opens a new line at the bottom for you to edit. If you know an item code then just type it in or you can search by partial name or code to display a list of matches.

 

 

Once selected the code and description are displayed, then confirm or amend the warehouse and enter the quantity required in the planned column. Batch details are also displayed at this point. Tab off this field or click away from it and a message will be displayed:

 

 

This adds the line to the PdO and it can now be processed as normal. Alternatively click the X at the end of the line to remove it – this is only available a for a new unsaved line.

 

Click the 'Issue' button to proceed.

 

Actual Volume and Tank Change

In the next process, we're recording an actual receipt volume (maybe measured from the wort process) and changing the destination tank. Previously, it was a default tank F99.

 

 

Changing the tank here in the portal is appropriate when the brewery selects the tank to be used, either as a regular procedure or if there's a last-minute change. It is not possible to change the receiving warehouse after any transactions have been processed such as issues.

 

Otherwise, use the production master or scheduler. You can update the PdO manually, but since it won't update related orders, we don't recommend it.

 

In this example, the next process is 'Dry Hopping'. We know it will take place in the same tank, so the next PdO was updated automatically.

 

 

The next PdO (for BB) will also have a line for the issue of dry hop beer, and this line warehouse/tank has been updated. The same will apply later when we confirm the bright tank, and packaging orders will be updated with the issuing bright tank, as long as they've been generated in Packaging Master.

 

Beer Batch Selection

On the issues screen below, it shows what was produced in the previous process as the sole ingredient. The correct beer batch has been auto-selected.

 

 

 

It knows it's beer (or whatever liquid) because it's being issued from a tank, and it knows which beer batch to select because it has come from the same Production Master MPN. A warehouse is defined as a tank in 'Warehouse Types'.

 

The planned quantity can't be the same as the volume actually in the tank, but we must consume the full volume available for accurate costing and to ensure we don’t leave small volumes unissued. So, the default behaviour is to consume the entire tank's contents. It will select a lower volume if less is available. You'll need to change this volume if only a partial issue is required.

 

Packaging Orders

Packaging orders can be processed exactly as above. However, there's a further option that makes recording packaging orders fast, safe, and simple. The choice is user-configurable and there are good reasons for selecting one method or another. This is discussed further in the Special Topics section.
 

Packaging orders can be configured to provide a recording of receipts only (i.e., no separate issues). This is defined in Brutos Process Groups, Backflush option. This could also be used in other processes, but we don't recommend it.

 

 

No issues page is displayed, and all materials are backflushed.

 

We have previously discussed SAP backflush. This can be set on the BOM and PdO lines for any item that's not batch-managed and is mandatory for any item that's not an inventory item. The latter must also be set to a standard costing method. These items will always be issued when receipts are recorded in ratio to the PdO quantities.

 

Brutos introduces another type of backflush that works the same way but can be applied to stocked and batch-managed items.

 

The potential advantage of this approach is that the packaging team needs to record only what has been completed/received. Batch managed items are selected on a FIFO basis. Issues are automatically transacted in line with the receipts. No separate issue is required, and multiple receipts can be recorded until the run has been completed. (See the Packaging Waste section.)

 

Receipts and Issues Sequence

The default sequence of processing is receiving followed by issues, as above. It is this way around so that the user is able to change the receiving warehouse (tank) in the receiving screen which is not possible after any transactions have been processed. However, it is possible to reverse that with a configuration setting that can be implemented by Vision33. This will affect all processes. If this is required please raise a support ticket to request this change.There is also an option to set whether or not the user is issued with a warning if a different sequence is followed. This is set on by default.

 

Portal User Traceability

When a portal user is logged in and posts an issue or receipt it uses a system user for the posting for all portal users so it is not possible to see the actual posting user in the normal way. To find the portal employee who made the posting the employee code is posted to Ref 2 on the header and the name as text in the remarks box on the footer.

 

Production Status Update

The 'Mass Production Update' module provides a consolidated view of all planned and released production orders, allowing you to quickly update their statuses.

 

 

 

Production Status Update Quick Steps

• Step 1: Access Production Status Update in the production section of the main menu.
  • Click 'Production Status Update'.
• Step 2: Review production orders on the production status update screen.
  • You'll see a grid listing all planned and released production orders. Review this list for the current status of your production.
• Step 3: Use the filters to limit results and find the orders you wish to update.
• Step 4: Select the production orders you want to update by checking the box beside each order. You can select multiple orders at once.
• Step 5: Planned orders can be released this way and released orders can be closed.

 

 

Production Status Update Header

Enter filters as required to display orders with matching criteria.

 

Selecting planned orders will display a 'Release Orders' button. Selecting released orders will display a 'Close Orders' button.

 

The default status is set in Brutos Configuration as the default status for new orders generated in Production Master.

 

 

Selecting the 'Received' checkbox (available on released orders only) will display only orders that have been received.

 

The closing date defaults to today. This sets the financial journal posting date if there are any variances in batches that are no longer in stock. See the  Special Topics section for further information on variances.

 

Production Status Update Lines

 

The above screenshot is set for closing released orders. The 'Received' checkbox has been ticked, so only received orders are displayed.

 

The volume variance is the received versus planned variance.

 

Issued codes are:

• N            No issues
• P             Partially issued
• C             Completely issued

 

The above two columns should give a good idea of why a variance is displayed. If the variance is significant, you may want to investigate before closing.

 

Tick the orders you want to update, then click the 'Release Orders' or 'Close Orders' button to update the order status, depending on your order status selection.

 

Orders should be closed before the produced batch has been consumed by a later process to avoid costing inaccuracies. See the discussion of variances in the Special Topics section for further information.

 

 

Brutos Scheduler

Overview

The Brutos Scheduler displays production orders in a graphical calendar format for visibility and scheduling purposes. You can drag and drop orders to different dates and tanks.

 

Because this is a portable web application that doesn't need an SAP licence or local SAP client application, it can be used to display the schedule on any screen in the brewery.

 

 

This is the calendar view.

 

You can access the scheduler using a URL that will be provided by Vision33.

 

Or you can launch it from the production dashboards using the icon, as seen below.

 

 

Alternatively, you can launch the scheduler from the SAP menu.

 

 

The latter will display the scheduler in an internal browser window, so the display will be smaller.

 

Further Details and Links to Brutos Production

Click on an order to see further details.

 

 

Click the 'Process' button to take you to the processing screen for that order.

 

 

Backspace to return to the scheduler or click the scheduler icon on the home page.

 

Scheduler Colours

Colours can be defined for processes, brands and brand groups. The user can select which to use in the scheduler. Process colour is the default but a configuration change can be made to set the default to brand or brand group. Please raise a ticket with support if this change is required.

 

 

The colours are defined in the setup table for each of these.

 

The following is from the processes table:

 

Code	Name	Sequence	Active	Group	ProcBGColor
Aging	Aging	4	Y	Production	#FA8072
Brewing	Brewing	1	Y	Production	#8E5C2F
Dry Hopping	Dry Hopping	4	Y	Production	#FF8C00
Fermentation	Fermentation	2	Y	Production	#32CD32
Filtration	Filtration	10	Y	Production	#FFD700
Packaging	Packaging	90	Y	Packaging	#DDA0DD

 

 

You can find your own by using something like https://htmlcolorcodes.com/ and selecting the HEX code.

 

Brand colours:

 

 

Brand Group Colours:

 

 

 

Calendar View

 

Use it to drag and drop orders to new dates. It defaults to current month view.

 

Drag-&-Drop Scheduling

Click and hold an order, then drag it to a new date. If you change the production start date of an order, all orders that follow will be moved by the same number of days.

 

You can also extend or reduce the duration of the order by dragging the side of the order box.

 

At this stage, nothing has been committed. You can cancel or save the changes using the icons, as seen below. 'Refresh' and 'full screen' icons are also provided.

 

 

The update to SAP after clicking "save events" is in real-time, so updates after you save will be immediate.

 

For moving an order to a different tank, see Resources View below.

 

Resources View

This provides views by tanks or processes. It defaults to a date range of current week. Change this by clicking on the date picker, click on the first date required and then select the end date. .

 

 

Tank view is what you'll use to drag orders to new tanks, which will update the current order and any orders in the same MPN that also use that tank.

 

 

Processes are similar, but without the drag and drop to new tanks.

 

 

Filters

These are at the top of the screen. They accept wildcard searches (e.g., IPA finds all brands with IPA in the name).

 

 

Tick the boxes as required. You can select several filters and save your favourites.

 

 

If you filter by tank type in the 'Tanks' view, it will reduce the tank list on the left.

 

 

The same applies to Location filters, only tanks belonging to the selected location will be displayed.

Brutos Warehouse Applications

Brutos provides several warehouse functions in the portal for mobile and other users. Three of these are dashboard-based, like production orders, and the functionality is very similar. Select the warehouse dashboard to see these.

 

Shipping Orders

Select an order from the dashboard to display and process details.

 

 

Header and line details can be expanded as required. Batch details are displayed for batch-managed items. There is only sufficient batch stock on the first line above. Enter the shipment quantity and click 'Add Delivery'.

 

Inventory Transfer Requests

Select an order from the dashboard to display and process details.

 

 

Header and line details can be expanded as required. Batch details are displayed for batch-managed items. Enter the actual transfer quantity and click submit.

 

Purchase Receipts

Select an order from the dashboard to display and process details.

 

 

This time, new batches are being created (for batch-managed items), so they'll need to be entered.

 

Inventory Transfers

This transaction isn't based on a source document, so it's not a dashboard. All details must be entered. To access inventory transfers, click on the two arrows icon displayed at the top of the portal next to the scheduler icon.

 

 

 

Once you've completed header details, click into the empty box on the lines and enter any part of an item code or description to see a filtered list. Or just enter an item code if known. Then complete the line, including batch details if applicable. Click submit to post the transfer.

 

 

Cask Management

Cask management refers to beverages aged in wooden casks. Production Master runs are generated for processes before and after aging, whilst all processes for liquids in casks during aging are processed in cask management. All cask and content data are stored in standard SAP tables, so data integrity is ensured and immediately available in standard reports.

 

Cask Management Quick Steps

• Step 1: Set up your brands in the 'Brand Master' module found in the inventory section of the main menu.
  • Define by stage for pre- and post-casking steps.
• Step 2: Use Production Master to generate production orders up to the 'Ready to Cask' step and process the orders using the Brutos Portal.
• Step 4: Go to the 'Ready to Cask' option on the production menu to see available batches and generate fill sheets.
  • Use the fill sheet to issue liquid from inventory and fill the casks.
• Step 5: The cask management dashboard provides full visibility and details of your filled casks and contents.
  • You can also access regauging, re-racking, disgorging, and transfers to different locations directly from the dashboard.
• Step 6: Disgorging empties cask contents into a tank for final processing.
• Step 7: Complete any remaining production steps in the post-casking stage.
• Step 8: Proceed to Packaging Master.

 

Imperial & Metric

The US uses imperial measures such as BBL, gallons, proof, and proof gallons. Most other countries use metric measures, such as hectolitres, litres, ABV, and LPA (same as LAA). You will see illustrations of both systems in this guide.

 

Brutos deals with both by allowing users to set their preferred measurement system in Brutos Configuration. Vision33 will configure this for you at the start of a new project.

 

Brand Master Setup

Brand Master is covered in full above, but some specific features are provided for producing a beverage to be casked.

 

 

After casking, there will be a pause while the product matures in the cask. Initially, only orders up to the casking stage are required; this is defined as a "stage" in Brand Master.

 

In Production Master, you select the stage of the brand for the steps for which you need to generate orders. Pre-casking here defines steps from mash to maturation that generate a batch of MA-2005, which will fill the casks.

 

You'll generate orders for post-casking when you want to disgorge for packaging. Blending steps may also be introduced as needed.

 

There's a checkbox to indicate the ready-to-cask step and batches for this step will be displayed in the 'Ready to Cask' application described below.

 

Cask Data Basics

Although the cask management applications shield users from underlying data structures, it will help you understand how the data is organised in SAP.

• Liquids are batch-managed items and cask details are stored in standard batch details.
• Pool casks (not yet assigned a unique ID) are batch-managed items.
• Casks assigned a unique ID are serial-managed items and the serial number is the cask ID.
• Pool casks and cask ID items are set as 'Cask' in the item master production tab.
  • Cask type, UOM, and 'Finish Type' are stored in other item master UDFs.

 

Purchasing Casks

You can create purchase orders for pool casks using the fill count as batch number (by default), or ID’d casks (used) to skip the pool casks step using the next generated serial number in the series. Pooled and ID’d casks have their own separate item codes.

 

 

The 'Fill Count' column on the rows defaults to F1 for new casks (pool) and F2 for used casks (with CaskIDs), but you can change this.

 

When the PO is received, the cask details are recorded.

 

 

 

Production Master

This is described in full elsewhere in this guide, but the illustration below illustrates the pre-casking steps.

 

 

Notice that the volume loss from distillation has been defined using yields. It could also be done by defining the actual volumes expected on the BOM version.

 

Process these orders through to maturation, then continue to 'Ready to Cask'.

 

 

 

Ready to Cask

The 'Ready to Cask' screen displays all batches at this stage, as defined in Brand Master, with filters at the top of the form. The filters are the same as Packaging Master and are described in full in that section.

 

 

Select the batch to be casked, and click the 'New Fillsheet' button.

 

The selected batch details are displayed, so add the cask details. Select the cask type, quantity of casks, and the average fill volume (which can be modified later).

 

 

Select a fill level, if required, and it will be stored against the cask record when generated. The 'Cask Availability' form is optionally displayed from the 'Cask Whs' column to assist with your warehouse selection.

 

Click add to save, and the form is redisplayed.

 

The 'Base Doc' reference on the header shows the source document, and the PdO number on the line is a special PdO generated by the fillsheet 

after Add.

 

 

You can exit and return later by selecting 'Fillsheets' from the menu or the 'Open Fillsheets' tab in Ready to Cask. You can also continue immediately by clicking the process button on the fillsheet. (The process button won't work before the new fillsheet has been added and will display an error.)

 

This takes you into the cask selection screen.

 

 

CaskIDs are flagged as NEW at this point because specific casks haven't been selected. The CustomID column is optional, in addition to an automatically generated CaskID. The initial list of values is what will be generated if you're creating new cask IDs from the cask pool, but you may instead select a quantity of existing CaskIDs from stock. This will depend on how you work.

 

In the top panel, 135 existing CaskIDs are available for selection and 48 pool casks. You can select existing CaskID(s) and/or create new one(s) from the pool.

 

To generate new CaskIDs from the pool, first select the cask type line you wish to update, then enter a number in the 'Generate Cask IDs' box and click the + sign.

 

 

A message will be displayed:

 

 

This reduces the pool quantity and increases the available quantity of ID’d casks.

 

To select CaskIDs, including those just created, click the link arrow from the available quantity and you can select specific CaskIDs.

 

 

Select the required casks and click the select button.

 

The list is updated on the cask selection screen:

 

 

You can enter volume, proof/ABV, PG/LPA line by line or enter average values in the cells above the list and click the V button to copy down to the rows.

 

 

The fill volumes don't need to total to the source volume. Enter the volume consumed (or click 'All for All'), and click the process button to issue the source volume and fill the casks. When this has finished, you have the option to close the fillsheet or leave it for further processing.

 

This creates and processes a special PdO automatically in the background, as seen below:

 

 

The liquid is consumed, and the cask is transferred to the warehouse set on the header, so the cask and liquid batch are now both in CA01.

 

 

Blending

You can cask only one batch at a time, so if you want to use two or more different batches for the same fill operation, you must blend first. This can be done very easily from the 'Ready to Cask' screen. Select the batches to be blended.

 

 

This immediately opens the blending fields at the bottom of the screen. Enter details and click the blending button. As you can see in the above screenshot, source batches can be in different tanks and the blending operation will move the blended batches to the blended tank.

 

 

Cask Management Dashboard

The cask management dashboard is a consolidated view of filled casks.

 

 

Columns can be customised by changing the supporting SAP query. Filters at the top allow the user to focus on casks of interest. Drill-downs provide further information.

 

CaskID drill-down:

 

 

Batch no. drill-down:

 

 

 

 

The cask management dashboard also provides access to other routines that can be applied to filled casks, as per the buttons below:

 

 

These are now described in detail.

 

Cask Regauging

Regauging allows the user to create a regauging document for recording changes to cask batch details, including volume changes due to “Angel’s Share” losses.  

 

Select the batches to be regauged, and click the regauge button.

 

 

The regauge sheet is displayed. Enter details as required, or leave it blank for now and update it later. Click add.

 

 

The details are stored on the sheet only until it's been completed. Click process to update cask batch records.

 

Tasting notes and general comments added to a regauging sheet will display in batch details.

 

 

The processed column is ticked when the update has been completed.

 

Cask Re-Racking

Cask re-racking transfers cask contents to new casks. Volume transfers allow for one-to-many and many-to-one scenarios. Always fully empty a cask if no usable liquid remains, but you can edit destination volumes to reflect true volumes transferred, taking into account losses due to evaporation or wastage.

 

Select cask batches to be processed, as above, and click the 'Re-Racking' button to display the re-racking sheet.

 

 

The casks you selected to empty are on the right-hand panel. Select the casks you want filled by selecting the cask type and clicking the 'List Casks' button. This will display a list of empty casks for you to choose from. You can create new IDs casks from the pool by entering the quantity required and clicking the + button next to it. (As illustrated in the fill sheet.) The casks you want filled are displayed in the left-hand panel.

 

The volume defaults to the full volume available; above, we're emptying 3 x 200L casks and filling 4 x 150L casks. If the casks are the same size, selecting left- and right-hand casks will copy the full volume to the new cask when you click the >> button. You can undo this action by selecting the cask on the right and clicking the << button. You'll be prompted to confirm emptying the cask.

 

If the volumes are different, enter the required volume to empty in the 'Used Inv' column, select the cask to fill on the right, and click >>. The volume is transferred, and the remaining volume is updated in 'Pend Inv' (i.e., remaining and not allocated to a new cask). The new fill volume defaults to the volume transferred, but can be changed manually. This is how you fill a new cask with multiple source batches, in which case the 'SrcCasks' number represents the number of batches used. Double-clicking the line will display a list.

 

 

The same technique lets you transfer from one cask to several casks.

 

You can leave a volume in a source cask if not all liquid has been consumed.

 

When all source cask volumes are allocated, click the process button to update cask details, which you can view in the 'Filled Casks' panel.

 

 

Cask Disgorging

Disgorging is emptying cask contents into another container, usually a tank or IBC. Multiple cask batches disgorged are received as a single batch into the new container.

 

Select the casks you want to empty (as before) and click the 'Disgorge' button.

 

 

You need to confirm the item code for the disgorged liquid. It may be the same as before, or you may have different codes for different ages (for example). Also, confirm the container/tank used for the disgorged liquid, final stock volume, batch number, and which warehouse the empty casks should be returned to. Click the add button to save and the process button to complete.

 

Cask Warehouse Transfer

Select the cask batches you want to be transferred to a different warehouse, click the 'Warehouse Transfer' button, and Brutos will populate a stock/inventory transfer request document with the corresponding batches automatically selected. You can print the request document.

 

When the transfer has been completed and the request is copied to a transfer, it creates two transfers: one for the liquid batch and one for the cask. This preserves integrity.

 

 

Ready for Packaging

Complete any remaining steps required to convert the disgorged liquid to the ready-to-pack step. Either use Production Master, using the final stage defined in Brand Master, or raise the production order manually.

 

 

When complete, move on to Packaging Master.

 

Goods Issue & Receipt Reversals

Brutos adds a reversal function to the SAP Goods Issue and Receipt screens. Right click on the source document to select.

 

 

The user is asked whether they want to create the reversal with the original posting date or today.

Once posted both transactions are cross-referenced using the SAP Referenced Document function and also a UDF is updated to indicate which document is the reversal.

 

 

The reversal uses the same items, quantities and batches as the reversed document. A receipt reversing an issue can use exactly the same cost as the issue, but an issue reversing a receipt will use the current average or standard item cost. When this occurs a stock/inventory revaluation is also posted to account for the difference. So the reversal is always an exact match to the source document.

 

 

The revaluation adds a comment and updates the linked documents using SAP Referenced Documents.

It is not possible to reverse a document that has already been reversed or if it is itself a reversal.

 

 

 

Setup & Configuration

Brutos Configuration

 

Production Tab

Production and packaging process groups will be set as above by default. These are currently the only supported process groups. Brand Master uses them to filter the process templates displayed on the process and pack type tabs.

 

Default production order status is the status of new orders generated from Production Master. It also sets the default status displayed in the production status update.

 

The default pallet type is not yet in full use.

 

'Use Manual Warehouse Function' lets users modify the header warehouse code on a production order header without being overridden by a warehouse change on Production Master Update. This allows different warehouses to be defined on different orders for the same step in a process. It also makes the warehouse codes on the PdO lines editable on the Overview tab of the Production Master so that they can be modified for each PdO without the need to open them.

 

'Stop Batch Validation on Man. Prod.' allows the user to change the batch number defined on the production order header without it being overridden by the default batch number on a Production Master Update.

 

'Unique Batch per Turn' generates unique batch numbers for each turn by adding a numeric suffix (e.g., 2 turns of wort for default batch 1001 will generate 1001-1 and 1001-2 for each turn).

 

'Item Generation', 'Process Separator', and 'Packaging Separator' define the structure of new item codes generated by Brand Master. The default setting is as above and for brand 1001, process item codes will have no separator (e.g., W1001, GB1001). However, the pack type item codes will add a hyphen (–) as a separator (e.g., 1001-C12440, 1001-K20).

 

'Empty Tank Reason' defines the reason code to be applied automatically to the stock/inventory issue transaction created by the empty tank function in Packaging Master.

 

Batch config settings define the structure of the batch number generated automatically in Production Master. Values as below.

 

Brewhouse prefix	Finds the location of the 1st process line (usually 'Brewhouse' in a brewery), and uses the settings in the location record for the next number and prefix.
Brand prefix	Looks in the Brand Master record for the short code to use as a prefix.
Brand suffix	Looks in the Brand Master record for the short code to use as a suffix.
Brewhouse suffix	Finds the location of the 1st process line, and uses the settings in the location record for the next number and short code suffix.
None	No suffix.
Add BOM version	Adds a numeric BOM version as a suffix.

 

Portal Tab

 

'Auto-Close Production' is not implemented.

 

'Show close PdO in Receive' displays a checkbox for users to select 'Close' to close the production order on update. This is now on the issue screen.

 

'Allow Batch update on Receipt' displays the batch number on the receipt screen, which the user can change.

 

'Allow batch selection of alternate warehouses' displays all batches from all warehouses belonging to the same location as the original warehouse for the same line item code in the issues screen. 

 

Cask Management

 

'Turn On Cask Management' exposes these features to the Brutos system. Restart the add-on after changing this setting.

 

'Casking Process Type' sets the process type to be used when cask management generates special production orders.

 

'Consume Cask in Filling' issues the empty cask and doesn't return it when the cask is emptied, so the cask is removed from inventory and fully costed in the batch value. Otherwise, the cask is returned to inventory when emptied and is not costed in the batch.

 

Cube

 

Specialist topic, consult development. Required for US TTB reporting.

 

Other

Some new configuration options do not yet have a user interface but are stored in a Configuration UDF. We strongly recommend that if any of these need to be applied to your system then you should request assistance. However some description is provided below for reference only.

 

The UDF @V33_B_SETUP.U_SystemConfig is a JSON field and can be manually populated. The default is blank.

 

The string:

{"colorsby": "ProcessType","SeqOrder":"Issue-Receipt","ProdAlert":"Y"}

 

amends the form loading sequence in the Brutos portal so that Issues are presented before receipts.

 

It is also setting the dimension used for colour coding in the Brutos Scheduler. Options are:

ProcessType

Brand

BrandGroup

 

A colour code UDF exists in each of the respective setup screens. Setup for colour by process type is illustrated in this guide.

Warehouses

Warehouses are storage locations and can be actual warehouses used for any material or product, or they can be defined as tanks for holding liquids.

 

 

 

A warehouse should always be assigned to a location.

 

A warehouse should always be assigned to a warehouse type. The listed types below are the defaults, but the user can modify them.

 

 

Tank capacity is memo-only, except that it becomes the default batch size for a new brand using the warehouse on the first line (e.g., Brewhouse).

 

Duty status and business partner are used by the EU Duty Solution, which has its own guide.

 

Locations

Locations are attached to the warehouse record, and a warehouse must always have a location set. Otherwise, it won't be displayed in routines that filter by location.

 

 

It can also be used to set batch numbers as above. This is effective when the Brutos Configuration for batch numbers is set to use the brewhouse prefix. This means taking the location of the first warehouse line in Production Master (e.g., wort).

 

Warehouse Types

The warehouse type “Is a Tank?” column must be set correctly or batch selection for liquid issues will be incorrect. This tells the system which tank types to look for when selecting a liquid batch.
 

When the 'Ready for Packaging' column is ticked, this tank type will always be displayed for source liquid batches in Packaging Master. It's optional, and you shouldn't select it unless you always want to see all liquids in that warehouse type. It works in conjunction with the 'Ready to Pack' flag in Brand Master, which has the same functionality and provides a more flexible definition.

 

 

 

Process Types

Your Brutos installation includes multiple standard process types that are configurable by users. You should define a process for any event where there is a tank transfer, batch number change and/or additional data recording is required (e.g., issue of additional ingredients, QC records).

 

 

 

New ones can be added as required for use in templates and Brand Master. The sequence here is for display order.

 

ProcGBColor sets the process colours in the Brutos Scheduler.

 

Process Groups

Two process groups are created by default. Additional groups are not currently supported.

 

 

'Auto-Select Batches' is for the Brutos production dashboards. Auto-selection selects batches to be issued as follows:

1. Raw materials are selected based on FIFO, using the batch "InDate".
2. Liquid items (beer, etc.) are selected by MPN or batch number. A liquid batch is recognised by the warehouse types setting “Is a Tank?”
   • If it's in a tank, it's a liquid.

SAP backflush automatically issues items set to backflush on the production order line 'Issue Method'.

 

 

Brutos backflush extends this by including all items on the production order, including batch-managed items. At present, this is only useful for packaging orders. It hides the 'Issue' icon in the Brutos Production portal and allows receipt only. All issues are now backflushed. This allows the packaging team to receive completed product as it is produced, and issues will be processed automatically in line with the received quantity. So, planned orders can be generated and processed in stages before the packaging run has been completed.

 

Process Templates

A process template sets the defaults for creating items and BOMs in Brand Manager for each process and pack type. These are displayed in Brand Master in Seq order for easy selection.

 

 

This is what is selected under the temp. code column in Brand Master.

 

We recommend creating templates for recurring variations. That will include all processes and pack types. So, as well as C24330 for 24x330ml cans, you may also have C24330-EU for EU labelling purposes. Both can use the same pack type.

 

Sometimes, you may need a one-off variation and decide it's not worth creating a template. For example, a one-off promotion with a different can label. In this case, you can manually create the packaging items, copying from a similar item so you get all the correct defaults. Then, in Brand Master, enter the standard template code (e.g., C24330), which will prompt the system to propose a new item code (e.g., for brand 1012 it will propose 1012-24330). Instead, enter the item code you created (e.g., 1012-24330-EU).

 

 

The BOMs tab allows you to specify default BOM line items.

 

The illustration above shows a dummy item line for the wort in the BOMs tab. You must create the item manually; it can be any item you like, but we recommend setting it to non-stock/inventory and clearly labelling it. It's only necessary for the first process in any brand because SAP can't create a BOM without lines and the first process has no predecessors.

 

You can add any further items you like. For example, in the template for a 30L keg, you might add the keg and keg cap so you don't have to add them later.

 

Pack type will be a real pack type; for example, a case of 24 x 330ml cans (C24330). For liquids, it's a UOM (e.g., L, HL). You can then use this for volume calculations in any unit.

 

Warehouse types set here will add all warehouses belonging to that warehouse type to new items.

 

 

Right click and select 'Add Line' to add a new line.

 

You can define several process templates for a single process. For example:

 

• Process Type = Dry Hop, used in both the following templates.
• Process Template = Dry Hop 1
• Process Template = Dry Hop 2

 

Then, in Brand Master, you can select Dry Hop 1 and Dry Hop 2 where required.

 

Stock Reasons

Stock reasons are a way to analyse your miscellaneous stock/inventory movements. The column 'Reason Code' is displayed on item lines in all marketing documents (sales invoice, goods issue, etc.) and inventory/stock counting and posting.

 

 

If a GL account is entered on the reason code line, it will also update the row GL account code. This automation is available in:

 

• Goods issue
• Goods receipt
• Stock/inventory counting/posting

 

Other columns are for regional tax reporting and are described separately.

 

Pack Types

You must always assign a pack type to an item master if volumes need to be calculated. That means all liquids – in tanks and packaged.

 

 

Although volume calculations are the primary function, other values may be set, such as deposit values and other values required by the user.

 

Item Groups

Item groups are a standard SAP feature and are for analysis and, often, GL account posting codes for different transactions. The system offers a standard set, but users can change them.

 

 

 

Cask Types

Cask types are used in cask management only.

 

 

Code and name are defined according to choice. You must manually define item codes before they can be applied here.

 

Unidentified casks are pool casks that don't have a CaskID. They're batch-managed.

 

CaskID items are casks that have been assigned an ID. They're serial-managed.

 

Cask UoM defines the capacity and size of the cask.

 

 

Finish type is usually the type of wood.

 

 

'Cask Series' defines the 'Cask ID Prefix' and ID number for when IDs are generated.

 

 

Items & Coding Structures

Item codes can be anything the user wants to define and are used for all materials and products.

 

Brand items such as wort, green beer, etc. are created automatically by Brand Master to provide a consistent experience.

 

Other items, such as raw materials and packaging items, are wholly user-defined, but we recommend structuring them consistently with standard prefixes. For example:

 

• RH2001          Raw material hops
• RM2001         Raw material malts
• RC2001          Brewery chemicals

 

 

 

 

Managing Brutos Portal Users

This is fully documented in the Brutos User Set-up Guide.

 

Special Topics

This is an expanding section; you may find titles without details for some topics. They'll be marked as “to be added”.

 

Production Orders

SAP production orders (PdO) are used for all production processing and can be automatically generated from Production Master or Packaging Master. They can also be created manually by users. In all cases, Brutos fields on the PdO header need to be populated for effective management:

 

These values should be automatically populated in all cases.

 

Production orders are usually created from a predefined BOM but can also be one-off definitions by selecting 'Special' in the PdO header.

 

 

Disassembly is automated and described in its own section.

 

Batch Automatic Allocation

The SAP Batch Number Selection screen is displayed whenever batches need to be selected for issue from any issuing document. The default SPA behaviour is to process one line at a time but Brutos enhances this to operate for all lines on the document, using the standard SAP button.

 

 

You may see the following message the first time you use this - tick the remember box to set your answer as the default.

 

 

This can be undone later if required in SAP Message Preferences:

 

Understanding Production Variances

When a receipt is processed in an SAP production order, it's booked in at an estimated cost based on planned production (i.e., received/planned quantity x total planned issue value [at the current cost on the item master]). Issues are processed at the current inventory cost per unit.

 

In practice, there will be differences between planned and actual quantities in receipts and issues. The difference in value between what's planned and recorded as actuals creates a variance on the production order, which you can see on the order summary tab.

 

 

At this point, SAP doesn't know that we have completed the recording of receipts and issues, which is why the difference between issue and receipt value still shows as a variance. What we need now is for the variance to adjust the product receipt cost so it absorbs the full issued cost. You can do this by closing the production order, after which further transactions cannot be processed. This makes the required adjustment to the product completed cost and zeros the variance.

 

 

We now have an adjusted and accurate costing for the green beer above. But for this to work, it's essential that the order is closed BEFORE it is issued to the next process. You cannot revalue a batch like this if it's already been consumed by another process. If an order is closed after the batch has been issued elsewhere, the remaining variance will post to a financial variance expense account and the processed cost of your batch may be incorrect.

 

Blending Orders

For blending batches for packaging, see the Packaging Master section above.

 

For blending batches for cask filling, see the Ready to Cask section above.

 

Blending different beers may be part of a standard brand recipe. It may also be an ad hoc blend of the same or different liquids. This section describes the latter.

 

An ad hoc blend needs a manual production order to be raised.

 

 

Enter the final product in the header, the receiving tank, and the final volume to be received. You could change the process type to 'Blending' to make it obvious what it is, but that's not mandatory. Enter the batch number to be used for the receipt. Change the start date if needed.

 

Add source line items and click/tab in the warehouse column, then CTRL-TAB to see a list of volumes of the stock in tanks. Select your warehouses and set the line volumes as required.

 

When you add the order, it will be set to 'Planned' status. Go back and set this to 'Released' if you want to process it immediately, or use the Production Status Update routine to set it to 'Released' when you're ready.

 

The order can now be processed normally, via Brutos Dashboards. Batch numbers can also be selected here. If you set the order's process type as 'Blending', remember you'll need a dashboard that displays blending orders.

 

Default Order Status Choice

Production orders can be generated at planned or released status. By default, only released orders appear in Brutos dashboards, although you can change this by modifying the query. Generating orders at planned status means the orders can be generated early and modified (dates, quantities, etc.) before release to production. This reduces clutter and hides orders that aren't fully confirmed. They can be released later using Production Status Update.

 

Mixed Packs

We recommend defining mixed packs as a separate brand. This ensures history and visibility in reports and allows BOM management from Brand Master. Only the ratios matter in defining BOMs, so you can define 4 cases of the mixed pack to one case each of 4 child brands for example.

 

Packaging Variants

It is common for users to need a packaging variant for specific countries and/or customers. For example, you may have a brand 1001 with pack type C12440 but a variant of C12440-US which has different labelling requirements. You can define this manually and manually add it to Brand Master, but we recommend defining a C12440-US process template for this purpose. It means the pack type template can be selected in Brand Master in the normal way, without setting up the new variant manually. This ensures consistency in definition, coding and streamlines your processes.

 

Production From a Common Base

You can produce multiple beverages from a common base. For example, you can use GB1001 (green beer) to produce several bright beers, such as BB2003, BB2004, etc. Or for the RTD producers you might produce a base blend that's used for multiple flavourings in the final blend.

 

In both cases, it works best in Brand Master and Production Master if you define the base as one brand and the final beers/blends as different brands. This might use a brand code suffix; for example, base brand 4001 (RTD), variant brands 4001-BL (blackcurrant), 4001-LI (lime), 4001-COP (coconut and pineapple). This provides a clear path for your brands and clarity in reporting. Note that you can't define multiple blends within one brand because that doesn't provide a single, unambiguous production path for Production Master.

 

Defining Yields

You should manage your yields so realistic production order volumes are created.

 

If you produce 50HL of green beer, you might expect that would be enough to make 50HL of bright beer, but you actually produce less, say, 49 HL. This can be defined as a 98% yield in Brand Master on the BB line. Whilst the recipe (BOM) will still be based on the theoretical 1:1 ratio (i.e., 50HL bright beer consumes 50HL green beer). This makes it easier to see and manage the brand and should be your first choice when setting up new brands. Production Master will adjust the production order quantities based on the specified yield.

 

But an alternative method is to define the yields in the BOM, adjusting the ratio here instead of defining a % yield. So the BB BOM is for 49HL of bright beer consuming 50HL green beer. This works just as well, and you may already have legacy data defined this way. And in some scenarios, this approach may be preferred. For example, you can have large yield variations in distilleries when you're distilling. So you may prefer to define your fermented mash yield in the BOM because it makes more sense here. 3000L of fermented mash may only produce 950L from the 1^st distillation. That’s not really a yield, it is an expected consequence of distillation.

 

Dealing With Overheads

If you need to produce costed product that includes overheads and materials, you need to create overhead items that can be added to BOM lines.

These must be set to non-inventory and standard cost. On a BoM line it must be set to backflush.

 

 

You can then add this to your BOM lines in proportion to the batch size defined on the BoM header.

 

The value of the overhead will be added to the finished item, which updates stock value. The double entry is definable by the user in 'GL Account Determination' settings, usually by item group. This can be to any GL account, but we recommend posting it to a 'Recovery' account (absorbed into product cost). Then, postings can be measured against the actual costs breakdown. The example above may represent costs consolidated from salaries, clothing, training, insurance, and other overheads.

 

Only the expense accounts need to be defined, and these may vary based on your localisation:

 

 

The cost of overheads defined and processed this way is shown as 'Actual Additional Cost' on the PdO summary tab. It will be added to the total variance until the order is closed.

 

 

 

Tank Transfers

Use the standard SAP stock/inventory transfer document to transfer liquid from tank to tank. Tank is a warehouse code. Mobile users can process inventory transfer requests or create transfers in the Brutos Portal.

 

If the transfer is intended for blending purposes and is defined as 'Ready to Pack' in Brand Master, the blend can be be actioned in Packaging Master. See that section for details.

 

Packaging Waste Recording

Managing and recording packaging waste isn't always easy, so Brutos offers multiple options to provide a best fit for your business.

These are:

1. If the packaging process group is defined as 'Backflush', all materials are backflushed in line with received quantities according to the production order, including batch-managed items. This means only production receipts will be processed with all issues automated. It also means that, by default, packaging waste costs aren't being accounted for on the production order, so actual production costs are understated.
   It also means that stock levels in the production warehouse must be counted periodically and variances representing packaging waste will be posted to stock variance accounts in the financials. It may also leave some “unused” liquid in the tank, which must be adjusted using the 'Empty Tank' function in Packaging Master. The 'Goods Issue' button here can be used for recording other packaging waste.
   This method has the advantage that costed receipts can be recorded on multiple occasions at any time before order closure and goods can be dispatched before order completion. It has the disadvantage that product costs may be understated.
    
2. To absorb packaging waste costs into product cost, you must change the production order line quantities to include all materials used before it's processed. This usually means that packaging orders can't be processed until the end of the day when remaining materials can be counted and actual usage calculated and updated on the PdO lines. You can still use the Brutos backflush setting unless you need to adjust the batch numbers selected and/or quantities consumed in the Brutos issues screen.
   The advantage of this approach is that the product will be fully costed. The disadvantage is that goods cannot be dispatched until the order has been completed. Separating packaging orders for different days can assist in this process.

It may simplify the process required if materials are picked into a production staging warehouse before issue to the PdO. See below for details.

 

Production Staging Configuration

 

Materials are usually picked from storage warehouses and delivered to a production staging area prior to actual production. This pick doesn't have to be recorded, and many users issue to the PdO directly from storage. But defining a staging area provides better visibility and picks can be raised as stock transfer requests. Stock in the staging warehouse will need to be managed.

 

A common approach to support this approach is to run a user-defined query to list the pick required and then to copy it to a transfer request. The ideal way to do this is to define a B1Up button on the transfer request that can automatically populate the lines. A workaround is to define a standard query and manually copy results to the request. The query may be to cover a number of days or for a specified PdO. You may also need to take existing staging area stock levels into account.

 

If you use a production staging warehouse to issue to PdOs, you will also need to set the line warehouse on BOMs in line with that and add the warehouse to the allowed list in item master. Also, update any affected process template BoM lines.

 

This approach also allows the user to define bin locations in the storage warehouses with no impact on production issues to production orders in Brutos. For ease-of-use reasons, Brutos does not support any direct interface to bin locations, but in this scenario it doesn't need to. So, if bin locations are required for storage, you'll need to set up a non-bin managed staging warehouse.

 

If production picking and transfer to staging is required, it would be advisable to first discuss this with a Vision33 consultant for optimum setup.

 

Warehouse Management Solutions

Vision33 provides several warehouse management solutions that will interface seamlessly with Brutos production functions. In all cases, a production staging warehouse is a prerequisite. Please contact the consulting team to discuss this further.

 

Contact & Support

Should you need further assistance, our support team is available to assist you. Contact us at support@vision33.com, or speak to your Customer Relationship Manager.

 

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Last modified: 06/04/2025/3:07 pm