# How To: Record An Ullage _By Brandon Munn · Dec 20, 2024_ ### Ullage Labels We recommend printing **Ullages Labels** in advance rather than when actually needed. You can print as many **Ullage Labels** as you like and have them available at your site to be picked up as required. The primary use of an **Ullage Label** is to designate an item as an ullage so that it is not accidentally cleaned out before it is tested. Go **Ullages** → **Ullage List**, then click **Print Ullage Labels.** You can then select the number of labels you would like to print. These labels are unique but they are not tied to a specific **Ullage** until they are scanned. ![](https://vault.featureos.app/uploads/attachment/upload/7431cf2f73b514b96dcc1eb27564b59f.png) ### Creating a new **Ullage** Go to **Ullages** → **Ullage List**, then click **Create Ullage.** ![](https://vault.featureos.app/uploads/attachment/upload/58d44e6afcae748a1552d7aa1f336770.png) ### **Ullages Setup** If the Ullage is **Not Sold Stock**, select the **Stock Location** and add a **Reference.** Once completing this type of **Ullage** a **Stock Movement** will alter the stock levels in the **Stock Location** specified. If the Ullage is **Sold Stock:** - Select the **Outlet** which has reported the **Ullage.** - Enter any references and how many items need to be returned if you know this information. - Add the **Date** that **Duty** was incurred to reclaim the correct **Duty**. - Select how the **Ullage** will be returned, if **Driver Pickup**, you will be given the option to **Create Pickup** by clicking the checkbox. Once this information has been filled in click **Create Ullage.** ![](https://vault.featureos.app/uploads/attachment/upload/24993d78be67b88857127b1bc3e77da0.png) If **Driver Pickup** was selected then you will be able to schedule a **Pickup** which will appear in the **Delivery Planning** page to be added to a **Journey**. Add any **Notes** which will be available to your driver when collecting the **Ullage** on the **Distribution App.** Once you have selected the date and time of the **Pickup**, click **Add To Delivery Planner.** ![](https://vault.featureos.app/uploads/attachment/upload/7c8def66e1843d729951acb693a0185a.png) On the **Ullage Page,** you are able to see and edit the details of the **Ullage** and record the **Items to Ullage.** To add a **Product** to the **Ullage** click **Add Line.** Add any of the information you can at this stage so that the correct item is picked up. Any information you do not know can still be entered later through the **Distribution App** or back on this screen once the item has been returned. - Select the **Product** - Enter the **Alcohol Type** and If the Ullage is **Not Sold Stock**, select the **Stock Location** and add a **Reference.** Once completing this type of **Ullage** a **Stock Movement** will alter the stock levels in the **Stock Location** specified **ABV** - Enter the **Batch** number and **Container** number once you know this information - Enter the **Volume to Ullage,** this can be changed once the item has been inspected - **Save** at any point and come back to it here or in the **Distribution App** if a **Pickup** is scheduled ![](https://vault.featureos.app/uploads/attachment/upload/64ccadfce002fee3e803731d75c5b005.png) ### Collecting the **Ullage** If **Pickup** was selected the **Ullage** will now appear on the **Delivery Planning** page.  Go to **Distribution** → **Delivery Planning** The Ullage can then be added to a **Journey** either manually or by clicking **Optimise all deliveries.**   Once the journey has been started in the **Distribution App** and the driver is at the correct stop, the following options will be available: **Notes to Driver** **Collect Ullage** **Collect Signature** **Add Notes.** ![](https://vault.featureos.app/uploads/attachment/upload/ac3b48a59d3fe4e7125c982005d4581b.png) **Notes to Driver** are any notes which were entered when the **Pickup** was created. To collect the items click **Collect Ullage.** If any information has been entered about the **Ullage,** the driver will see the **Products** which need to be collected. By clicking the **Collect Items** button at the top of the page the driver can scan or manually enter the items they are collecting. An **Ullage Label** should then be put on the item and scanned.  The **Ullage Label** ties the item to the **Ullage** in the system. ![](https://vault.featureos.app/uploads/attachment/upload/0105564b0c9b38f0da254a798838a473.png) Once all of the items have been scanned and collected the driver should then click next and collect the customer signature. This will be held against the **Ullage** as proof that the **Pickup** occurred. ### Completing the **Ullage** Once the **Ullaged Products** have been returned you can then complete the process. Return to the Ullage record → Go to **Ullages** → **Ullage List** and select the required **Ullage.** Click on the **Product** you wish to destroy. If the product was collected through the **Distribution App,** it will be marked as **Returned**. If it was collected in another way you will need to mark it as **Returned**. Record any **Production Checks** or **Production Comments** and amend the **Volume To Ullage.** Enter a **Destruction Date** and **Destruction Time** once the **Product** has been destroyed. The product must be marked as returned and destroyed for BrewMan to produce a duty reclaim. ![](https://vault.featureos.app/uploads/attachment/upload/f0226463b2a523887835bdd9e47a8c55.png) If you need to credit the customer, click **Create Credit Note**. The help page on how to create a **Credit Note** can be found [here.](https://premier-systems-ltd.featureos.help/en/articles/how-to-create-credit-notes) Once all **Products** on the **Ullage** have been processed and any **Credit Notes** have been completed, click **Complete Ullage.** This will make the record read-only and update your duty calculation as required.   If the stock was **Not Sold** a **Stock Movement** will reduce the Stock Levels [View this article on the web](https://premier-systems-ltd.featureos.help/en/articles/how-to-record-an-ullage)