Obviously, the specifics of work of retail and wholesale organizations assumes the existence of different business processes related to accounting of alcohol products, and therefore there are differences in working with the UGAIS. These differences are among other things on the software to work with the UGAIS, which we faced in the integration of our RTD software into industry-wide commodity accounting systems.
Operations, accounting processes, and documents are different in wholesale and retail.
To begin with, I want to sprinkle some ashes on my head and admit that we underestimated the problem. Our focus of integration DataMobile EGAIS software in a variety of product accounting came to the retail processes of mark-to-market accounting of alcohol. We made these integrations quickly and were ready for the demand of our alcohol consumers for a mobile automated solution in advance. Our software is positioned as a ready-made solution for the UGAIS, and one of our clients, an alcohol wholesaler, was counting on it. To be fair, it should be noted that our wholesaler also did not pay attention to the differences between the retail business processes from the wholesale, bought the data collection terminals and our license, installed, connected and only then realized that the wholesale functionality when exchanging data with the mobile software accounting he clearly lacked.
Now we are engaged in modifications of DataMobile EGAIS for the wholesale segment of the alcohol market, and we will definitely write about what we have implemented as a result. We do this in cooperation with the three alcohol manufacturers, who kindly consult us so that our product takes into account all the "real life" situations that are present in the daily life of a wholesaler in connection with the UGAIS 3.0.
So why are we writing this article now? When we faced the problem of our wholesalers, we jointly monitored the market of mobile (and not only)software solutions and realized that such an "ambush" can expect many alcohol consumers if they do not consider the nuances that distinguish their activities from retail processes. Therefore, when choosing an automated solution for UGAIS 3.0 accounting, they should know about these nuances now.
A brief background on the introduction of UGAIS 3.0.
30.06.2017 at FSRAP website announced that in the personal account of the portal egais.ru, in the section "test transport module" are available electronic schemes of documents of version 3. The published schematics and descriptions can be used to adapt their accounting systems to use the new format.
Initially, the introduction of the UGAIS for the accounting of alcoholic beverages began with the control of the wholesale link (producers and importers), because the main goal was to track the turnover of large batches of alcohol. Wholesalers received excise stamps for a consignment in a series or range of codes. It was for accounting such ranges of excise stamps that the data structure of the EGAIS system was adapted. It was important for the state to understand that the plant produced a certain number of bottles, and excise stamps with numbers in the range equal to the number of units produced were affixed to them.
Further, it was necessary to connect the retail link to the already working wholesale EGAIS.
To make a unified, and at the same time convenient, system for wholesale and retail somehow did not happen. Retail, because of its specific nature, can not work with a range of codes, and wholesalers can not afford lipo accounting for each bottle when shipped by truck.
To create two independent alcohol accounting systems for wholesalers and for retail, which will require synchronization of data between these systems – not a bargain. Therefore, the treatment of this proctological disease is proposed to the entrepreneurs themselves.
In the format of EGAIS documents version 3 there is a requirement that each document of receipt contains a complete list of specific excise stamps, which on it moves from the wholesaler to the retailer. In other words, the UGAIS will no longer operate with ranges of excise stamps and will begin to work with each specific stamp. And if for the retailers this innovation practically does not threaten anything, she already had to deal with scanning and accounting for each bottle (even vice versa, with EGAIS 3.0 should stop "mirror" and other misunderstandings), then for wholesalers the new version requires preparation and re-automation of most accounting processes.
Differences of EGAIS 3.0 in wholesale and retail.
So, let’s take a look at what the new operating procedure means for those and other businesses. To do this, let’s look at what business processes related to wage accounting are expected in a retail store and what a wholesale distributor of alcoholic beverages has.
Alcohol retail business processes :
- small periodic alcohol acceptances that can be checked by bottle
- processes for inventory and putting stamps on the 3rd register of the UGAIS accounting write-off of products
- retail sales (but this is where the cash register software comes into play and barcode scanner )
Business processes of an alcohol wholesale organization :
- large alcohol receipts (in pallets, trucks, etc.) which are almost impossible to check by the bottle
- processes for inventory and stamps placement on the 3rd register of the UGAIS
- Write-off of products, product transfers and returns
- Stamp aggregation for repackaging, with label printing of new group packs
- Large liquor shipments, using group packs, and batch verification
Naturally, all the processes of movement of alcoholic beverages are reflected in the specialized documents in 1C in both cases, but, because of the specifics of 1C configurations for different business processes are different. For example, such retail configurations as Dalion PRO/UNO, Head Office/Management Traktir, TREND, Shtrich-m: Trading Enterprise, 1C: Retail, have in their composition documents EGAIS, which allow you to perform it retail business processes. They do not provide for the accounting of, for example, group packages and repackaging processes. In some of them it is possible to keep records of shipments and returns of alcoholic items, but this will also be in a minimal version, with a piecemeal work and without batch.
And here’s where it’s important! When choosing mobile software for the RTD and for working with the UGAIS, which is supposed to be integrated into the commodity accounting system, the wholesaler should ask the developer which documents his mobile UGAIS program works with by default. In the case of our client-wholesaler, who was satisfied only with the description of the functions of our mobile client and, when buying, did not take into account the differences between retail and wholesale processes – this is where we broke down.
As for the wholesale configuration 1C, such as specialized configurations from company KT Alcohol (KT 2000): Distillery and Winery (Distillery), management of trade in alcoholic beverages (UTAP 10 and 11), the complex automation of trade in alcohol products (KATAP 1 and 2), then they have in their structure everything you need to work for wholesale organizations. In addition to all kinds of reports and declarations needed for work, they also have mechanisms for accounting of group packaging, maintenance of accounting registers for them, with the ability to repack products, with a check of receiving and recording shipments of group packaging.
If the wholesaler has one of these industry systems, or any other (self-written and adapted configuration), and even if in the mobile client compatibility description he sees one of these product records in the list – still worth getting detailed advice from the developer on all the data exchange loops required for wholesale operations with alcohol, taking into account the batch work.
Separately, it should be noted that until recently there was no certainty on the very principles of labeling of group packaging, but recently, various options have been proposed by the RAP and balloting has been launched
In and of itself, it’s noteworthy that EGAIS 3.0 started on March 15, 2018, and the proposal to vote came in on March 30, 2018. As of right now, the leader is The next option is which in all likelihood will be taken as the basis.
We urge alcohol wholesalers to choose data collection terminal software carefully and thoughtfully. Our DataMobile software Has open exchange formats and can be used in any business processes of the organization, including when working with non 1C systems, as well as on its own algorithms, thanks to the parametric configuration. However, we are in the process of developing a version for the wholesale accounting of alcohol, so our customers do not need to "saw" the standard wholesale processes themselves. We already have a focus group of wholesalers advising us, but we would welcome any recommendations from this segment. One head is good, but ten is even better – and our mission is to help businesses to solve their problems with the simplest and most convenient automation tools. If you have something to say on the subject, write to us in comments or by e-mail (507@Scanport.ru), we will be grateful for your ideas and suggestions.