Wine Cellar
Wine Cellar tracks the physical bottle stock in your cellar or bar — separate from Wine & Beverage List, which is the guest-facing menu with prices. A wine can appear on both: the menu side sets what guests see and pay, while Wine Cellar tracks how many actual bottles you hold, their bin location, and when to reorder.
Overview
Each cellar item (a "bottle register" entry) has Name, Producer, Region, Vintage, Type (Red, White, Rosé, Sparkling, Dessert, Fortified), Bin Location, Par Level, Cost Price, Selling Price, and a live Current Stock count.
Stock changes are recorded as Movements — IN (Delivery, Return/Credit) or OUT (Sold, Complimentary, Breakage, Transfer Out), plus a Stocktake Adjustment type that can move stock either direction — each movement is stored with date, quantity, table number, note, and who recorded it (by).
An item is flagged as needing reorder whenever Current Stock is at or below its Par Level.
Two print reports are available: a full Cellar Inventory (every SKU, cost, and total cellar value) and a Reorder List (only items at/below par, with a suggested "to order" quantity).
Search by name or producer and filter by wine type; each item's movement history can be expanded/collapsed in the list.
Before You Start
- You must have the Billing feature enabled on your plan.
Step-by-Step Guide
1 Add a wine to the cellar register
- Open Bar & Beverage → Wine Cellar and click "Add" (add wine).
- Enter Name, Producer, Region, Vintage, and pick a Type.
- Set Bin Location, Par Level, Cost Price and Selling Price.
- Save — the item starts with whatever Current Stock you set (typically via a first delivery movement).
2 Record a stock movement
- Find the wine in the list and open its movement action.
- Choose a Movement Type (Delivery, Return/Credit, Sold, Complimentary, Breakage, Transfer Out, or Stocktake Adjustment) and enter the Quantity.
- Add the Table No. (if relevant, e.g. for a Sold or Comp movement), a Note, and who recorded it (By — required).
- Save — the wine's Current Stock updates and the movement is appended to that item's history.
3 Check reorder needs and print reports
- Watch for the reorder alert on any item where Current Stock has dropped to or below Par Level.
- Click "Print" to generate either the full Cellar Inventory report (with total cellar value) or the Reorder List (only items needing restock).
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Type | Red, White, Rosé, Sparkling, Dessert, or Fortified — used for filtering and the emoji/colour badge. |
Bin Location | Free text describing where the bottle is physically stored in the cellar. |
Par Level / Current Stock | Par Level is the minimum you want on hand; Current Stock is the live count derived from all recorded movements. Reorder alert triggers when Current Stock ≤ Par Level. |
Cost Price / Selling Price | Cost Price is used to value the cellar in the inventory report; Selling Price is informational here (the guest-facing price actually lives on Wine & Beverage List). |
Movement Type | IN: Delivery, Return/Credit (increase stock). OUT: Sold, Complimentary, Breakage, Transfer Out (decrease stock). Stocktake Adjust can move stock in either direction to correct a physical count. |
Tips & Best Practices
- Log every movement as it happens (delivery, sale, breakage) rather than only adjusting via Stocktake — the movement history is what makes a stocktake discrepancy explainable later.
- Keep Bin Location up to date — it is one of the few fields shown directly on the printed inventory report, useful for a physical stocktake walk.
- Print the Reorder List regularly rather than scanning the full inventory — it is filtered to only what actually needs action.