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    Editing and adding wines

    When to edit shared wine data, when to use a display name instead, and how the two-step commercial setup workflow splits wine knowledge from pricing responsibility.

    Quick answer

    Vinius separates the wine itself from the commercial information your organization uses to sell and manage that wine.

    • Wine data is the official wine name, winery, vintage, style, region and grape composition.
    • Display names are organization-specific names you can show on your wine card without changing the shared wine catalogue.
    • Commercial data is bottle volume, purchase price, selling price, stock quantity and storage setup.
    • Staff can add or correct wine data without access to purchase prices or commercial setup.
    • Managers, admins and owners complete commercial setup so the wine becomes inventory and can be published on a wine card.

    Why this workflow exists

    Wine knowledge and commercial responsibility are often held by different people, so Vinius supports that split directly:

    1. A team member with wine knowledge adds the correct wine information.
    2. A manager, admin or owner later adds the purchase price, volume, stock quantity, storage location and pricing details.
    3. Both groups keep stock quantities accurate within the actions allowed for their role and site access.

    This keeps shared wine data clean while sensitive commercial fields stay with the roles responsible for them.

    At a glance

    Staff adds wine data, the wine lands in Needs pricing, a manager, admin or owner completes commercial setup, the wine enters inventory, and only then can it be published on a wine card.

    Editing an existing wine

    Before changing an existing wine, decide what kind of change you need.

    Option 1: use a display name

    Use Display Name when the official wine name is correct but you want a different name shown in your own organization or on your wine card. For example:

    • a shorter, menu-friendly name
    • technical wording removed from the public card
    • a house style for how your service team shows wines

    Changing the display name does not change the official shared wine name. It only changes how the wine appears for your organization.

    Option 2: edit shared wine data

    Use Edit shared wine data when the official wine record is factually wrong, such as:

    • incorrect official wine name
    • incorrect winery or producer
    • incorrect vintage or non-vintage status
    • incorrect wine style, region, country or grape information

    Shared wine data is used by all Vinius users. Only use this action for factual corrections, never for local naming preferences. When you correct shared wine data you improve the catalogue for everyone.

    Adding a new wine as staff

    For Staff users, adding a wine is a two-step wine-data process, and the commercial setup step is not shown. The Staff flow focuses on finding or creating the correct wine, then entering the correct wine details.

    After Staff submits the wine it appears under Needs pricing in the WineHub overview. Treat that as a working folder for wines that still need commercial completion.

    Wines in Needs pricing are not yet active inventory items. They are not counted as stock and cannot be published on a wine card until commercial setup is complete.

    Completing commercial setup

    Managers, admins and owners finish wines from Needs pricing by adding the commercial information, which can include:

    • bottle volume
    • initial stock quantity
    • storage location
    • purchase price
    • selling price or pricing-rule setup
    • any other stock and supply details your organization requires

    Once this is complete the wine becomes part of inventory and can be made available for wine cards.

    Adding a wine in one flow

    Managers, admins and owners can still add a wine in one complete workflow. Use this when the same person is responsible for both the wine data and the commercial information.

    The split workflow is optional for these roles. It is useful when your team wants wine specialists to prepare the wine data first, and commercial decision-makers to complete pricing and stock later.

    1. Staff adds the wine with accurate wine data.
    2. Staff checks that the official name, winery, vintage, style and grapes are correct.
    3. Staff uses Display Name only when the local menu name should differ from the official name.
    4. A manager, admin or owner reviews Needs pricing regularly.
    5. That person adds volume, purchase price, stock quantity, storage and pricing details.
    6. The wine becomes available in inventory and can be added to wine cards.

    Troubleshooting

    I added a wine, but it is not in inventory

    Check Needs pricing. If the wine was added by Staff it still needs commercial setup before it becomes active inventory.

    I cannot add a purchase price or selling price

    Your role may not include commercial permissions. Ask a manager, admin or owner to complete commercial setup.

    The official name is correct, but the wine card should show something else

    Use Display Name instead of editing shared wine data. This keeps the shared catalogue accurate while your organization controls its public wording.

    The official wine data is wrong

    Use Edit shared wine data and correct the factual fields. These corrections are shared across Vinius, so avoid using them for organization-specific wording.

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