A wine merchant buys from wineries and importers, keeps stock in the cellar, on the shop floor and sometimes in an outside warehouse, and sells through the shop till, the webshop, to regulars on invoice and to restaurants. The margin sits between purchase price and selling price — and it is lost when the stock count is wrong, a wine sells out before it was reordered, or a restaurant is supplied at the wrong price. Vinosoft runs purchasing, stock and every sales channel in one system. This page shows what that looks like for a Swiss wine merchant and where the limits are.
Buying from producers and importers
You record a purchase order with the supplier, currency, payment terms and the stock location the goods go into. You send it by email or print it, and Vinosoft shows the ordered quantity as expected stock. When the delivery arrives, you confirm in the purchase order check what actually came in, and Vinosoft books exactly those quantities into stock.
You record the supplier's invoice as a creditor invoice — in euros too — and pay it through a payment file for your e-banking. Every product carries its purchase price, so you see the margin per wine. The statistics show turnover per supplier and the products you bought over a period.
Stock: cellar, shop floor, outside warehouse
Create a stock location for every place wine is kept — cellar, shop floor, outside warehouse, market stand. Every movement carries its location, and in the product list one click shows how much is where. For the wines you reorder regularly, set a minimum stock; when a wine falls below it, Vinosoft shows it in red, so you reorder before the shelf is empty. You count the stocktake against the list in Vinosoft, and the stock value is always available.
The shop till
The Vinosoft till runs on an iPad with the Star Micronics mPOP or a network receipt printer. It reads barcodes, keeps taking cash without internet, and accepts cards and TWINT through SumUp or a Worldline terminal; any other terminal works with the amount entered by hand. Every sale books the shop's stock out and becomes an invoice with revenue and VAT bookings behind the scenes. In the evening you close the shift with a Z report. A second till for a branch or an event needs another iPad, not a second licence.
With the loyalty add-on you issue barcoded customer cards and award points that are redeemed at the till. More about the till: POS for the tasting room, farm shop and market stand.
You reach your regulars with the newsletter, straight from the customer list: you define the recipient groups yourself — wine club, restaurants, people interested in one region — design the template in a drag-and-drop editor, and an unsubscribe is recorded on the customer record. More: Newsletters from your address book.
One stock for the shop, the webshop and Galaxus
Channel | What Vinosoft does | What to know |
|---|---|---|
Shop till | iPad till, barcodes, cash offline, Z report | iPad only, no gift cards |
Webshop | your own shop in the Enterprise edition, age check from an ID photo, logged-in customers see their prices | shop texts in German and English; translate other languages yourself |
Galaxus | stock and prices every 15 minutes, product data on request | orders are handled in the Galaxus partner portal |
Price comparison | feeds for Google Shopping, Vivino and wine-searcher | the purchase happens in your own shop |
Mixed cases and tasting sets are built as a pack and sold as a single line; the packs module is enabled per account. More about selling online: Build a wine shop in Switzerland.
Restaurants and regulars on invoice
Restaurants, hotels and corporate customers buy at their own prices. In Vinosoft every customer belongs to a price group and every product has a price per group; on top come quantity discounts and special prices for individual customers. You send the price list as a PDF or as a link that always shows current prices. Switch on self service on the link and the restaurant picks wines and quantities at its own prices, and Vinosoft turns that into a quote or an order confirmation.
The order becomes the delivery note, the delivery note becomes the invoice with a Swiss QR bill. Payments come back through the camt.054 file from e-banking, and overdue invoices are chased in a dunning run. How to set up price groups: B2B price lists for restaurants and the trade.
The wine trade control
Wine merchants are subject to the Swiss wine trade control (SWK) too, with a few exemptions for small businesses that only resell Swiss bottled wine. Because every movement in Vinosoft carries a document number and a customer or supplier name, and every product carries vintage, size and SWK code, Vinosoft produces the detailed stock count on 31 December with Form A and Form B under Statistics → SWK. You do not need the winery module for that. What the SWK asks for: Wine trade control: who has to report?
What Vinosoft does not do
The till runs on the iPad only and does not sell gift cards. Galaxus orders are not imported. Lot numbers are a detail on the product, not stock kept per lot. There is no connection to Bexio, Abacus or Banana; you export the journal as CSV. Vinosoft does not sell tasting events or tickets.