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Systems for tracking bottles in multiple cellars?

Robert Lauriston Jul 9, 2010 07:48 AM

I'm opening a restaurant and handling the wine list myself. I could use tips on setting up a reliable system for managing the inventory.

I'm particularly concerned about losing track of bottles. Six months down the road our Aloha point of sale system might tell me that I should have three bottles of 2004 Prunotto Costamiole Barbera left, but will I know where they are?

Due to storage limitations I'll be stashing wine in various places: two temperature-controlled "cellar" units, unopened cases in a cool closet and maybe the walk-in, if I'm short of space maybe my home cellar, plus I'll have some prepaid cases on hold at distributors, e.g. I buy ten cases to get the best price but take delivery of only five.

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  1. c
    Cary RE: Robert Lauriston Jul 9, 2010 09:13 AM

    Their newer GUI, going through beta, is at grapestories.com. Same database and functionality as cellartracker.com
    They even have barcoding.

    1. w
      wattacetti RE: Robert Lauriston Jul 10, 2010 08:57 AM

      CellarTracker/GrapeStories is the way to go. Support for multiple locations, barcodes, commentaries from others who may have some of your "jewels".

      1 Reply
      1. re: wattacetti
        Cary RE: wattacetti Jul 11, 2010 10:13 AM

        and....... cellartracker/grapestories is free, but donations are appreciated

        *no affiliation* but a happy user.

      2. r
        RicRios RE: Robert Lauriston Jul 10, 2010 03:34 PM

        According to their litterature, Aloha POS has an inventory module that should do the trick:

        "Tracks multiple vendors and stocking locations per item"

        1. SteveTimko RE: Robert Lauriston Jul 11, 2010 11:41 PM

          CellarTracker! lets you not only say which cellar but which storage rack.

          2 Replies
          1. re: SteveTimko
            RicRios RE: SteveTimko Jul 12, 2010 07:10 PM

            Problem with Cellar Tracker: the OP has stated he'll run a PoS (Point-of-Sales) software package. Any additional SW will require double entries to keep inventory in synch.

            1. re: RicRios
              tederf RE: RicRios Jul 13, 2010 03:51 PM

              Just send a note to Eric - creator of CT. He will let you know if CT has an interface for your PoS system. CT is the best system out there for collectors. Whether it fits your needs is another question.

          2. Robert Lauriston RE: Robert Lauriston Jul 14, 2010 06:17 AM

            There's no internet access in the main storage room. Is there a standalone version of Cellar Tracker?

            2 Replies
            1. re: Robert Lauriston
              SteveTimko RE: Robert Lauriston Jul 14, 2010 07:36 AM

              Nope. You can get a 100-foot cable for less than $20 shipped.
              I asked Eric about point of sale.

              1. re: Robert Lauriston
                cellartracker RE: Robert Lauriston Jul 14, 2010 01:13 PM

                Hi Robert,
                I saw you asked the same over on Jancis' forum, but I didn't want to spam.

                CellarTracker is primarily targeted at consumers, although there are a number of restaurants and country clubs using it. Most notable is the Pluckemin Inn in NJ who are using this to track a list of more than 1,000 selections and more than 50,000 bottles.

                CellarTracker does have some hidden, restaurant-specific functionality that I can turn on in an account on request. The app does not have an offline mode. It's a website. That said, any data you enter can be easily syced DOWN to Excel but not back up.

                For POS integration, there is actually an API in CellarTracker that provides full XML access to any data you enter into your account.

                Eric LeVine

              2. Robert Lauriston RE: Robert Lauriston Jul 14, 2010 08:51 AM

                Thanks for the tips. I figured out a storage space that will hold 200+ cases so keeping track of what's where won't be much of a problem.

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