Receiving creates spirit lots. TIB shipments are received exactly as documented — the sending DSP certified those quantities under penalty of perjury. Differences you measure are booked as separate gain/loss adjustments.
Open the purchase order → receive (the Distilling path is titled Receive in Bond — PO #…).
Shipment — applies to everything received below
Enter the truck once. Counted groups and bulk tank rows all read from this block.
- Receipt date.
- TTB account — Production, Storage, or Processing. Helper text explains which report the deposit hits. GNS you will bottle after a batch usually lands in Storage (or Processing if you are going straight to rectifying).
- TIB # (optional).
- Bill of lading (BOL) # (optional) — on the shipping papers that arrive with the truck, not the vendor invoice.
- Original DSP (required) — who distilled it, not the vendor you bought it from. Use Add New DSP if the plant is missing.
- Source — attest the source. This slice receives Domestic only. Imported / Puerto Rican / Virgin Islands show as not yet supported.
- Ownership — Own inventory, or Customer-owned (contract — received at $0).
Documented gauge
Each bulk row or counted group needs the documented gauge from the TIB paperwork.
- Choose Volume or Weight.
- Enter proof (or ABV) and wine gallons (or liters). Or net weight plus proof. The other quantity is derived.
- Default proof from the purchase option may pre-fill. Always confirm against the papers.
If your hydrometer disagrees with the papers, click My gauge differs from the documented TIB quantities. The lot is still received as documented; your measured difference books as a separate gain/loss adjustment.
Where the liquid lands
- Bulk — must land in an existing tank. Name the destination. An occupied tank is a special case (not Wave 1 happy path).
- Totes / buckets / drums — received as groups: count × documented gauge. Groups must total the ordered quantity. Each container becomes its own numbered vessel from Container Numbering in Spirits Settings.
- Filled barrels — same group idea, plus barrel type and fill date. Covered in the Barrels wave.
Raw materials on the same PO still receive as usual.
After receive
Each container or tank now has a spirit lot on Spirit Lots, in the TTB account you chose, costed from the PO. A bill posts the same way other receipts do. You can batch or package from those lots.
Unreceive / delete the receipt only after every downstream action on those lots has been reversed. The delete writes offsetting records.
Pro Tip: Do not “fix” a short truck by typing a smaller gauge on the TIB line. Receive the papers, then tank-adjust the difference so Storage shows a documented deposit and a separate loss.
Draft · Zendesk category: Ollie Ops — Distilling · Section: Purchasing & Receiving · Wave 1. CX adds screenshots. Do not publish until this workflow is live for customers.