A winery is a producer, a warehouse, a shop and an accounts department at once. In autumn it is grape lots and Oechsle, in spring the bottling run, all year round the tasting room, the farm shop, the webshop and the restaurants' orders — and in January the Swiss wine trade control wants to see the stock count. Vinosoft runs these parts in one system: one product list, one stock, one customer list. This page shows what that looks like over a Swiss winery's year, what belongs where, and where the limits are.
A winery's year, in one system
- Harvest and cellar. With the winery module you record grape lots with their cellar sheet number, grape variety, harvested weight and Oechsle, book pressing, blending and bottling, and keep a tank register with the contents of each tank. Analyses such as alcohol, acidity and SO₂ attach to the tank, the wine or the grape lot.
- Bottling. Bottling takes litres out of the bulk wine and puts bottles into the bottled product; the bottling loss is booked separately. From then on the bottle is a product with vintage, size, price and stock.
- Selling. Farm shop, tasting room, markets, webshop, wine club and restaurants all sell from the same stock. Every delivery note, invoice and till sale books stock out.
- Invoicing. Restaurants and merchants get their prices through their price group, the invoice carries the Swiss QR bill, and payments come back through the camt.054 file from e-banking.
- Year end. Wine cards are closed on 31 December and reopened on 1 January. Under Statistics → SWK you get the detailed stock count with Form A and Form B for the report due by 31 January.
What belongs where
Area | What Vinosoft does | Where to read more |
|---|---|---|
Cellar records | grape lots, tanks, blends, bottling, wine cards, SWK forms | |
Direct sales | iPad till for the tasting room and farm shop, wine club with recurring invoices, loyalty programme | |
Selling online | your own webshop with age verification, Galaxus connection, feeds for Google Shopping, Vivino and wine-searcher | |
Invoicing and accounting | price groups for restaurants and the trade, QR bill, payment import, dunning, financial accounting with the VAT return |
Cellar records and the wine trade control
Anyone who makes their own wine is subject to the Swiss wine trade control (SWK) and keeps a wine card for every wine designation, with every movement in and out. In every Vinosoft account, products carry vintage, size and SWK code, and delivery notes, invoices, till sales and webshop orders book stock out with document number and customer name. That is enough for the detailed stock count on 31 December.
The winery module goes further: it keeps the chain from grape lot through the tank to the bottle, and produces SWK Forms A and B as PDFs and in the official Excel templates, separately per owner — contract winemaking included. It is enabled per account; setting it up maps your existing products to wines and books the opening stock. What the SWK asks for exactly is in the guide Wine trade control: who has to report?.
Tasting room, farm shop and wine club
The Vinosoft till runs on an iPad, keeps taking cash without internet, and accepts cards and TWINT through SumUp or a Worldline terminal. For a wine market you register a second iPad with its own stock location, so the market van is kept apart from the cellar. Club members get their shipments through recurring invoices or orders at the club prices of their user group. The loyalty add-on issues barcoded customer cards and awards points on paid invoices and till sales.
Webshop and marketplaces
The webshop is part of the Enterprise edition and reads straight from Vinosoft's stock. It verifies buyers' age from a photo of their ID, takes TWINT and cards through PostFinance Checkout or Payrexx, and prices shipping by weight, postcode or customer group — collection at the winery included. Galaxus receives stock and prices every 15 minutes; orders placed there are handled in the Galaxus partner portal.
Supplying restaurants and the trade
Restaurants and wine shops buy at different prices from private customers. In Vinosoft those prices hang off the customer's price group and apply automatically on quotes, orders, delivery notes and invoices. You send the price list as a PDF, as Excel or as a link that always shows current prices. How to set up price groups that work: B2B price lists for restaurants and the trade.
The order becomes the delivery note, the delivery note becomes the invoice — nothing is entered twice. Overdue invoices are chased in a dunning run with up to four levels, your own wording and fees, by email or post. With financial accounting, every invoice and payment books itself into the journal, and the VAT return adds the bookings up into the boxes of the federal tax form.
Which edition fits
The Standard edition covers products, stock, customers, quotes, orders, delivery notes, invoices and the statistics, the SWK report included. Professional adds financial accounting with the VAT return, Enterprise adds the webshop. The winery module and the POS app come as add-ons. Every edition includes three users; the amounts are on the pricing page.
What Vinosoft does not do
Vinosoft is not vineyard software: plots, spraying and hours in the vineyard are kept elsewhere, and the site is a text field on the wine. You enter the SWK figures yourself in the SWK's online portal and file the VAT return with the Swiss tax administration yourself. There is no connection to Bexio, Abacus or Banana; if your books are kept elsewhere, you export the journal as CSV. Vinosoft does not sell tasting bookings or event tickets.