Cellar accounting for wineries

Tutorial: Manually managed Excel tables have had their day. With the reports and exportable views, the accounting for a wine shop can be managed in CashCtrl. With the wine sales, the statistics are tracked in the background.

Content 

  1. What is a variety card?
  2. Preparation: creating custom fields for wine profiles
  3. Create variety card
  4. Configure variety card / report
  5. Customize columns
  6. Configure formula column
  7. What does Form A contain?
  8. Create form A
  9. What does Form B contain?
  10. Create Form B
  11. Download templates
Screenshot of the Swiss Wine Trade Control Form A in Excel

This is what it is about: «The Swiss Wine Trade Control (SWK) requires all wine traders to keep/submit certain documents. Among them are the varietal card and form A and B. The reports to create the documents are available in CashCtrl. This is how they are set up and used.»


Variety card

1. What is a variety card?

A variety card is the documentation of inputs and outputs per variety broken down to suppliers and customers. SWK calls this documentation "variety cards".

The variety cards only have to be shown when the SWK inspector visits (1 time per year). They can thus be shown during the year and at any time.

Screenshot of a section of the variety card with the category red wine

2. Preparation: creating custom fields for wine profiles

To create additional fields for wine profiles, navigate to Settings Custom Fields and there to the Articles tab. Click Add to open the dialog and create the additional fields.
For the variety card, the field "Bottle Size (cl)" is mandatory, while others are optional and can be named and filled as desired. These pieces of information will then appear in the "Profile" tab for the articles in the inventory.

Here's the Excel Import Tutorial

Screenshot of the custom fields required for the items in the variety card

3. Create variety card

The information of the variety card corresponds to the report element " Result by article per person ". To do this, switch to the Reports section.

Create a new report set via Add Report set and add result by article per person via Add.

It is necessary to have one report per wine type (Rosé, White Wine, Red Wine).

Screenshot of the dropdown menu for creating a new report in the Reports module

4. Configure variety card / report

A report is added for each article supercategory. The easiest way to do this is to copy a ready configured report. Via edit the desired article categories are assigned.

In the overview the different wines can be expanded to see which customer bought how much.

Screenshot of the configuration dialog of a report of the variety card

5. Customize columns

In the Edit dialog of the report switch to the Columns tab. Here you can add, move or remove columns. Via Reset, the default columns available in the respective report are restored.

For the variety card, the following columns can be removed:
No., Purchased, Revenue, Expense, Profit/Loss.

And the following can be added: Unit, Bottle size (cl) (custom field) and Custom. The custom column is configured in the next step.

Screenshot of the configuration of a report with the columns tab, where columns can be added, deleted and moved.

6. Configure formula column

To display the total amount of wine sold in liters, a formula column is added. Via Add Custom a new custom column is created. Enter "Quantity total (l)" as the title.

In the Calculation field, the following operators + - / * can be used to perform the basic arithmetic operations. Use to show the drop-down menu for further calculation operators as well as columns / custom fields.

For the total quantity, the column Bottle size (cl) is to be multiplied by the number sold and divided by 100, so that the unit is converted from cl to liters.

The bottle size is selected via the dropdown, so there is no need to look up the $customField21 variable.

Screenshot of the configuration of a report with the addition of a custom column with a custom calculation

Et voilà, this is how the result looks like :-)

The finished variety card as a report in CashCtrl

Form A

7. What does Form A contain?

Form A is prepared with the annual financial statements as of December 31. It contains the stock levels in liters, summarized by region (Switzerland) and country, and sorted by red, white, rosé and sparkling wine. Form A is submitted with the annual financial statements to SWK.

Excel screenshot of the Form A of the Swiss Wine Trade Control SWK

8. Create form A

In the inventory, go through all the categories and transfer the stocks to the form.  Or use the filters and add up all the products that way.

Of course, this is a workaround - we will offer a stock report in the future, so that the whole cellar accounting stock can be downloaded as a PDF or viewed in the reports.

Screenshot of the inventory module for managing articles in CashCtrl

Form B

9. What does Form B contain?

Form B contains as sole information the number of liters of wine sold per calendar year. Form B must also be submitted at the end of the year.

Excel screenshot of the Form B of the Swiss Wine Trade Control SWK

10. Create form B

This information can be taken directly from the variety card. To do this, simply extend the period of the report to the whole year and add up the quantities - done!

The finished variety card as a report in CashCtrl

Templates for forms that can be downloaded:

Enclosed are blank templates of Forms A and B for you to try out.
For submission, download the actual templates from the official website.

Form A
Form B

 


Thanks for all the info

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If you are interested in wine and would like to discover the world of delicious wines and exciting innovative winemakers, you have come to the right place.

We are Anna, Eric and David and we would like to experience all the interesting facets of wine with you in an understandable way and in a relaxed atmosphere. We look forward to meeting you at one of our events.

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Take care, and thanks for the fish.

Swiss wine trade control.

Binding information and document templates can be found on the SWK website.

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