A wine distributor lives on business with other businesses: restaurants, hotels, wine shops and retailers order regularly, by the case and the pallet, at negotiated prices and on invoice. Buying often happens abroad and in euros, selling in francs, and several people in the field each look after their own customers. Vinosoft runs prices, orders, stock and purchasing in one system. This page shows what a Swiss wine distributor or importer can run in Vinosoft — and what it explicitly cannot.
Prices for every customer
In B2B trade almost every customer has their own terms. Vinosoft builds them in three layers:
- Price groups. Every customer belongs to a group — restaurants, wine shops, retail, say — and every product has a price per group.
- Volume discounts. Per product you set quantity tiers, for specific groups only if you like.
- Special prices per customer. For individual customers and individual products you override the price on the customer, without touching the catalogue.
These prices apply automatically on quotes, order confirmations, delivery notes and invoices, and for customers who log in to the webshop. You keep price lists per group and currency, with net prices if you want, and send them as PDF, Excel, CSV or as a link that always shows current prices. How to cut the groups sensibly: B2B price lists for restaurants and the trade.
For the webshop and the Galaxus feed you set per product in which quantities it can be ordered: a minimum, a maximum and a step, such as whole cases of six bottles only. That keeps out single-bottle orders you do not want to deliver.
Orders without retyping
Many orders arrive by email or phone. It is faster when the customer orders directly: switch on self service on a price list link and the restaurant sees every wine at its own price — special prices and volume discounts included — picks quantities and sends the order. Vinosoft creates a quote or an order confirmation for that customer and lets you know by email. If you like, the link works for one order only.
From order to invoice
The quote becomes the order confirmation, then the delivery note and the invoice; nothing is entered twice. A packing slip helps with picking in the warehouse. If you deliver to a customer several times a month, you combine several orders or delivery notes into one collective invoice. Every customer has their currency and their document language, and both carry through from quote to invoice.
The invoice carries the Swiss QR bill. Payments come back through the camt.054 file from e-banking and are matched by reference; overdue invoices are chased in a dunning run with up to four levels. With financial accounting in the Professional edition, every invoice books itself into the journal and Vinosoft prepares the VAT return.
Quotes, order confirmations, invoices and reminders are sent by email straight from Vinosoft. The email log records recipient, subject, date and delivery status for every message — when a buyer says the invoice never arrived, you can look up when it went to which address and whether it was delivered.
Sales reps and account management
You assign a seller to every customer, and the customer list can be filtered by seller. Under Statistics → Turnover → By seller you see turnover and number of documents per person, as a table and a chart, with export to Excel or PDF. Users with limited access only see their own sales there. Rights are granted per module — read, create, edit, delete, export — and every edition includes three users; more cost a monthly fee per person.
Purchasing and stock
Purchase orders carry their currency, the payment terms and the stock location the goods go into. Sent orders show up as expected stock; on arrival you confirm the delivered quantities in the purchase order check and Vinosoft books them in. You record the supplier's invoice as a creditor invoice, in euros too, and pay it through a payment file.
Stock is kept across several stock locations, with stock per location, minimum stocks, stocktake and stock value. The statistics show turnover per stock location, per supplier and per price group. The "Purchased products" report shows, per product and producer, how many units you bought over a period and at what value — the basis for next year's talk with the producer.
The wine trade control for importers
Anyone who imports wine is subject to the Swiss wine trade control (SWK), with no exemption. Every product in Vinosoft carries vintage, size and SWK code, every movement a document number and a counterparty. Under Statistics → SWK Vinosoft produces the detailed stock count on 31 December with Form A and Form B. More: Cellar bookkeeping and the wine trade control.
What Vinosoft does not do
Vinosoft is not a freight or customs system. Customs declarations, import quotas and alcohol tax are handled with your forwarder, and freight or duty costs are not spread over the purchase price automatically. Vinosoft does not calculate sales commission, does not plan delivery tours or routes, and has no EDI connection to wholesalers. Lots are a detail on the product, not stock kept per lot. There is no connection to Bexio or Abacus; you export the journal as CSV.