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Transfer in Bond

Distillery steps in Encompass to create a Transfer in Bond (TIB) form from an invoice when shipping spirits in bond to another DSP, and save the TTB-ready PDF. Needs Setting 553 and v26.06+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 26.06

Pre-Conditions

Setting 553: Enable Manufacturing, Production Orders & Job Costing must be set to True

An invoice must be created against a customer (DSP) with all necessary products and batch assignments completed.

Steps

This help resources guides users through the Transfer in Bond (TIB) workflow to seamlessly log transfer records and generate standard, compliance-ready outbound documentation when shipping spirits in bond to other Distilled Spirits Producers (DSPs).

Follow this step-by-step workflow once you receive the required TTB approval and transit documentation from the receiving DSP:

  1. Navigate to the Invoice for which you want to create TIB documentation.

  2. Click the Create TIB Form button located on toolbar.

  3. Populate the fields in the Transfer Details section using the data provided by the carrier and the receiving DSP. Ensure you select the correct TTB Source Account from the dropdown.

  4. Review the auto-populated rows in the Product Details table. This information is automatically derived from the products and invoice trans on the current invoice. If proof, proof gallons, wine gallons or weight look unexpected, review the underlying Invoice Trans or related Product and Brand data for accuracy.

  5. For each row, manually enter the required Spirit Age (as applicable) and Equipment Name.

  6. Utilize the preview functionality to inspect the layout, line items, and addresses. Verify that all automatically derived values, including batch numbers, match your expectations. If any attributes look incorrect, cancel the preview and inspect the underlying data.

  7. Click Confirm to complete the workflow. The system will log a permanent record in the Transfer in Bond Logs table, save a PDF to the Documents table, and trigger a download of the finalized PDF labeled "TIB - <Invoice Number>".

Fields And Definitions

Below are the key data tables that contribute to the TIB form.

Customer:

  • Address fields

  • State License Num is where the receiving DSP should be set

Location:

  • Address fields

  • Tax Entity must be assigned to derive the sending DSP. Particularly important for multi-DSP environments.

Brand:

  • Spirit type is derived from the Brand name

  • Alcohol by Volume is used to derive Proof and Proof Gallons if a batch and proof has not been manually assigned (not recommended)

Product & Package:

  • Volume and weight attributes for calculating Wine Gallons and Estimated Weight (lbs)

Best Practices

Ensure the invoice has been completely processed, including batch assigned and invoice locked, prior to creating the Transfer in Bond form as it is not possible to create more than one form per invoice. If any attributes look wrong while reviewing the Form Preview, cancel the form and review/correct the underlying data as needed prior to submitting the form.

Ensure the Load Sheet is created on the Location the inventory is shipping from as this also determines which Tax Entity gets populated on the form.

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