Reporting: Initialize Books Checklist

Initializing your Books (Federal Reporting) in Dx5 is best done at month-end when your distillery processes have completed for the given month. Before the Fx5 Support Team initializes your reports, users must ensure that their physical Proof Gallon inventories align with the Proof Gallon inventories entered into DISTILL x 5.

The three operational areas users need to certify Proof Gallons within for Initialization of Dx5 Books are:

• Vessel/Container Levels in Production, Storage and Processing
• Barrels
• Finished Products

If after entering the above data into Dx5 the details of these areas match the users physical inventories exactly, please alert Fx5 Support Team to have us Initialize Books!

To enter physical Vessel/Container, Barrel and Finished Product data into your system after your Dx5 Setup is complete, follow the below checklist: 

1. 1. Set up active Batches in your Vessels/Containers
      • Active Production, Storage or Processing account Batches can be brought into Dx5 during Setup by following the steps in our Set Up Existing Batch help article.
        • Note: Users entering Batches which should be considered On-Hand Beginning of Month (OHBOM) for Dx5 Books Initialization should date these Batches within the month prior to the desired date of Initialization. For example: if January is the desired Initialization month, users should date their Set Up Batches within the month of December or earlier. 
          
          
   2. Prepare the Barrel CSV Worksheet and notify the Support Team when complete:
      • Users should refer back to Tab 7 - Barrels of their Dx5 Custom Setup Workbooks to locate the Barrel CSV Worksheet. Notes on completing this Worksheet:
        • Column A: Barrel Date requests the original date of Barrel Fill; if the Barrel was sourced from a Supplier this field requests the date the Supplier Filled the Barrel. 
        • Batch Type Names users will enter into Column C: Spirit Name (Batch Type) must match Dx5 Batch Type build Names exactly. Users are encouraged to copy and paste their Batch Type Names from Operations > Setup > Batch Types directly into Column C to ensure accuracy! 
        • Barrel Profile details entered into Column F: Barrel Profile must match Dx5 Barrel Profile build Names exactly. Users are encouraged to copy and paste their Barrel Profile Names and Size details from Operations > Setup > Barrel Profiles directly into Column F to ensure accuracy! 
      • Notify the Fx5 Support Team upon completion of this Worksheet by emailing support@fx5solutions.com or by using the blue Support widget in the bottom right corner of Dx5 systems. Fx5 Support must upload Barrels from the CSV Worksheet on the users behalf to enter this data into DISTILL x 5. 
        
        
   3. Update Dx5 Finished Product quantities to align with physical inventory counts:
      • Review our Support article on adjusting Finished Product quantities: Inventory: Adjust Quantity of Finished Product.
        • Feel welcome to use the Inventory Shortages/Overages Reason for this adjustment. Users aligning Dx5 to OHBOM values as prescribed in the Note section of Step 1 above will use a Date/Time from the prior month for this transaction which negates Federal Reportability for Dx5 Initialization.
      • Note: If a Finished Product is missing from your Dx5 Inventory completely, please follow the instructions in our Support article to add it: Inventory: Add New Finished Product (Read Time: 5 mins).

Once the steps above have been completed, please contact the Fx5 Support Team to Initialize your Books at support@fx5solutions.com! After Fx5 Support confirms that your Books have been initialized, please double-check that Dx5 Federal Report OHBOM values match exactly with On-Hand End of Month (OHEOM) values. Let Fx5 Support know of any found discrepancies before Dx5 Transactions are entered for the current month.