Quick answer
- Every change to a bottle count is booked with a reason: a purchase, a gift, a sale, a tasting, a return, a write-off or a correction.
- On the web, use the pencil in the Qty column of Wine Inventory. In the app, use the plus or minus button on the wine's page.
- Each tile is the whole reason, so a corked bottle is one tap on Corked.
- The purchase price is optional for every role. A delivery without one waits under Needs pricing until an owner, admin or manager adds the cost.
- Bookings stay in the history. You put a mistake right with a new booking, usually a Correction.
Where to book it
On the web
- Wine Inventory: the pencil next to the count in the Qty column (Edit quantity) opens Adjust Stock.
- The wine's Edit page, Storage tab: Adjust on a row under Stock by Location books at that location. When the venue has run out of the wine, use Add Stock at the top of that card.
In the app
- On the wine's page, the plus button adds bottles and the minus button removes them. The … menu offers the same as Add a bottle and Remove bottles.
- In the Cellar list, swipe a wine to the right for Add and Remove.
Stock is booked at your active venue. When the wine sits in more than one place there, choose the location first.
The reasons
Add
- Purchase: bottles you bought. Type the price excl. or incl. VAT and the other follows. You can also record the purchase date and supplier, and Place in puts the bottles in General Stock or any storage unit at the venue.
- Gift: bottles you were given. Received from keeps the name in the bottle's history. The Estimated value is optional.
- Correction: the count was too low.
Remove
- Sale, and Tasting for a bottle poured as a tasting or a sample. On a collector's account, Tasting reads Consumed.
- Gift: a bottle you gave away, with Given to.
- Return: bottles sent back to the supplier, such as a wrong delivery already booked in.
- Correction: the count was too high.
- Corked, Broken, Oxidised, Missing and Other are write-offs. Missing is for a bottle nobody can account for, and a collector's account does not offer it.
Every tile takes an optional note. Write-offs show in the history as, for example, Write-off · Corked. On the web, History on Wine Inventory opens Inventory History: pick Write-off under Movement Types and the reasons appear as filters. Rows name the Supplier (viewers do not see it), so you can list corked bottles to claim back, and Export Excel includes the reason.
Recording a count
Count what is on the shelf, compare it with the number Vinius shows for that location, and book the difference as a Correction: under Add when you found more, under Remove when you found fewer. The window shows the count before and after, so check it against the shelf before you save.
A correction means the numbers were wrong: a miscount or a booking mistake. When bottles are gone and nobody knows why, book them as Missing. That is a loss, and it counts with your write-offs.
Deliveries without a price
Leave the price empty when the invoice has not arrived: a guessed price cannot be told apart from a real cost later. On a business account the delivery is then listed under Needs pricing in the web app. When the wine already has a purchase price, it shows in Deliveries without a cost, where an owner, admin or manager uses Set cost.
Owners, admins and managers see the last purchase price filled in, with a line saying where it came from. Clear it to add the price later.
Putting a mistake right
- Wrong quantity: book a Correction for the difference in the other direction, and say why in the note.
- Wrong reason: add the bottles back with a Correction, then book them again with the right tile.
- Wrong wine or vintage: take the bottles off with a Correction and book them on the right wine. Before you save a Purchase from Wine Inventory, Different vintage delivered? offers Add as a new vintage.
- Wrong price: an owner, admin or manager corrects the delivery's cost, on the web with Edit lot cost in the lots on the Storage tab, in the app under …, Edit pricing, Stock lots.
- Bottles going back to the supplier: book a Return, not a write-off.
Who can do it
| Owner, admin, manager | Staff | Viewer | |
|---|---|---|---|
| Purchase, Gift, Sale, Tasting, write-offs, Correction | Yes | Yes, on assigned sites | No |
| Purchase without a price | Yes | Yes, on assigned sites | No |
| Return to the supplier | Yes | No | No |
| Pick the lot a Correction or Return comes off, when lots differ in price (web) | Yes | No | No |
| Add or correct a delivery's cost | Yes | No | No |
Staff do not see earlier purchase prices, so their price field starts empty. A viewer can look at stock but not change it, and the app says so.
The tiles are the same on the web and in the app. Choosing a lot and Needs pricing are in the web app only.