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Overview
:::info The Wine Management module requires the Calculation module to be active for selling price and margin calculations. :::
The Wine Management module provides a complete, tenant-scoped wine database — from master data import and structured catalogue management through branded digital wine lists and POS integration, to an AI-powered Sommelier that matches available wines to the dishes already ordered in a session. The module bridges into the Calculation module for wine-specific margin logic (glass vs. bottle, separate calculation factor from food), into the CRM and Loyalty Hub for guest preference awareness, and into inventory management for open-bottle tracking and low-stock alerting. Every layer — data, presentation, recommendation, and reporting — is covered in a single integrated module.
Core Wine Management Features
Feature | Description |
Tenant-scoped wine database | Central wine master data store isolated per tenant — importable from standard data formats |
Structured catalogue | Wines organised by region, grape variety, and style with multi-level filtering — not a flat list |
Wine list generation | Printable and digital wine lists generated from the live database, with glass vs. bottle price display |
Branded digital wine list | Hosted microsite presenting the tenant's wine list — fully branded, mobile-optimised |
Website widget | Embeddable widget for the tenant's own website, rendering the live wine list without custom development |
POS availability sync | Wine data and current availability are surfaced automatically in the POS — no separate maintenance |
AI Sommelier | RAG-based wine-pairing engine in the POS: matches available wines to the session's dishes or a manual pre-selection; generates an LLM-powered recommendation note |
Calculation module integration | Wine-specific selling price calculation: separate factor from food, glass price vs. bottle price, purchase price linkage |
Low-stock alerting | Per-wine reorder alert when stock falls below a configurable threshold — triggers towards inventory management and suppliers |
Open-bottle tracking | Tracks partially opened bottles including remaining shelf life for by-the-glass service and shrinkage control |
Food-pairing suggestions on wine list | Manually curated food-pairing notes printed on the physical and digital wine list — independent of the AI Sommelier |
Multilingual wine lists | Wine lists generated and served in DE, EN, FR, and IT |
Editorial highlights | "Wine of the Month" and curated recommendation sections — manually managed by the operator |
AI Sommelier usage quota | Included monthly request quota per tenant (set by support); overuse charged automatically at next invoice if overuse billing is enabled |
Reporting | Wine sales by grape variety, region, and price tier; Sommelier recommendation effectiveness; cellar stock value; glass-vs-bottle sales ratio |
Wine Master Data & Catalogue
Import & Master Data
Wine master data can be imported in bulk from standard formats, eliminating manual data entry for large catalogues. Each wine record stores:
Producer, region, appellation, country
Grape variety (single or blend)
Vintage
Style (e.g. red, white, rosé, sparkling, dessert)
Tasting notes and food-pairing suggestions (manually curated)
Purchase price and supplier link
Glass availability flag and glass portion size
Current stock quantity and reorder threshold
Structured Catalogue Navigation
Wines are organised across three primary dimensions — style, region and grape variety— each filterable independently. This allows guests and staff to browse by any combination (e.g. "Italian reds by Sangiovese, under CHF 60") rather than scrolling a flat list.
Multilingual Content
All guest-facing wine content — name, tasting notes, food-pairing text, and editorial highlights — can be maintained in DE, EN, FR, and IT. The language displayed on the digital wine list adapts to the guest's browser preference or a manual selection.
Wine Lists & Digital Presence
Printable Wine List Generation
The system generates a formatted, print-ready wine list from the live database at any time. Wines appear structured by style/region/variety with glass and bottle prices shown in parallel. Editorial highlights (e.g. "Wine of the Month") are visually distinguished.
Branded Digital Wine List
A hosted, branded microsite presents the tenant's current wine list in real time — no manual updates needed after the database changes. The page is mobile-optimised and linked to the tenant's brand identity (logo, colours).
Website Widget
An embeddable widget renders the live wine list within the tenant's own website without custom development effort. The widget reflects stock availability automatically — wines that are sold out can be hidden or marked accordingly.
Food-Pairing Notes on Wine List
Manually curated food-pairing suggestions are displayed directly on both the printable and digital wine list — independent of the AI Sommelier. These are authored by the operator or sommelier and remain stable between AI engine updates.
Glass vs. Bottle Price Display
Glass price and bottle price are displayed in parallel wherever the wine is shown — on the digital list, the website widget, in the POS, and in reports. Pricing logic for each is handled separately in the Calculation integration (see below).
POS Integration
Automatic Wine Availability in POS
All wines with current stock are surfaced automatically in the POS without any additional maintenance step. Stock changes (e.g. a bottle opened, a case consumed) are reflected in real time, so front-of-house staff always work from accurate availability.
AI Sommelier
The AI Sommelier is a RAG-based pairing engine accessible via a dedicated button in the POS — visible only if the Wine Management module is active for the tenant.
Recommendation flow:
Step | Description |
|---|---|
1\. Input collection | The session's already-ordered dishes are used as the base input; alternatively, staff can make a manual pre-selection of dish types or flavour profiles |
2\. Guest preference pre-filter | If the guest is identified via CRM or Loyalty Hub, their known wine preferences and past wine orders are incorporated into the filter before RAG |
3\. Price and availability pre-filter | Configurable price range filter applied; only wines currently in stock are considered — prevents recommendations that cannot be fulfilled |
4\. RAG matching | Remaining wines are scored against the dish profile and guest preferences using retrieval-augmented generation |
5\. Recommendation generation | An LLM API call produces a concise, natural-language explanation of why each recommended wine suits the occasion — referencing the dish and the wine's characteristics |
6\. Multi-tier results | Two or more recommendations returned across distinct price tiers ("Budget Pick", "Premium Pick") rather than a single answer |
7\. Staff delivery | Recommendations and notes are displayed to front-of-house staff in the POS for guest communication |
AI Sommelier Feedback Loop
After a session closes, the system records whether the recommended wine was actually ordered (yes / no). This signal feeds back into the RAG context and prompt configuration over time, improving recommendation accuracy without manual tuning.
AI Sommelier Usage Quota
Each tenant receives an included monthly quota of AI Sommelier requests, configured by support. If the quota is exceeded:
If overuse billing is enabled for the tenant: additional usage is automatically charged at the next invoice or as a package purchase
If overuse billing is not enabled: requests above the quota are blocked until the next billing cycle or a package is purchased
Calculation Module Integration
Wine-Specific Calculation Factor
Wine typically carries a different margin logic from food. The Calculation module integration allows a separate calculation factor to be defined for wine (e.g. a different food-cost target or multiplier than applies to kitchen items) — per wine category or globally for the wine cost centre.
Glass Price vs. Bottle Price Calculation
Glass and bottle prices are calculated independently:
Bottle price — derived from purchase price × bottle calculation factor
Glass price — derived from the per-glass pour volume as a fraction of the bottle, with a separate glass-specific factor applied to account for open-bottle shrinkage risk and service overhead
Both calculated prices are pre-filled as recommended selling prices and are manually overridable per wine.
Purchase Price Linkage
Each wine in the database is linked to a purchase price and supplier record in the Calculation module. Price history is retained — changes to the purchase price do not retroactively alter past reports.
Inventory & Stock Control
Low-Stock Alerting
A configurable reorder threshold is set per wine. When stock falls below the threshold, an alert is generated — surfaced in the dashboard and, if the Calculation & Inventory Management module is active, directed towards the relevant supplier record for reordering.
Open-Bottle Tracking
When a bottle is opened for by-the-glass service, it is logged as an open bottle with:
Opening timestamp
Remaining volume (updated as glasses are poured)
Calculated shelf life remaining (configurable per wine type — e.g. sparkling wine has a shorter window than a fortified wine)
Spoilage flag once the shelf life window closes
Open-bottle shrinkage (poured volume vs. sold glasses) is captured and feeds into the overall shrinkage reporting available via the Calculation module.
Cellar Stock Value
Total stock value of the wine cellar is tracked as a separate reporting dimension — wine cellars often represent significant capital and warrant dedicated visibility beyond the general inventory value report.
Reporting & Analysis
Wine Sales by Grape Variety, Region & Price Tier
Sold wines are broken down by grape variety, region, and price class — showing which styles and origins actually move, rather than just which wines are listed. This informs purchasing decisions and wine list curation.
AI Sommelier Effectiveness
For every recommendation event, the system records whether the recommended wine was ordered. This produces a recommendation conversion rate per wine and per session type — showing which pairing contexts the Sommelier handles most effectively and where prompt or context improvements are needed.
Cellar Stock Value Development
Stock value of the wine cellar is tracked over time across inventory cycles — showing capital tied up in wine stock and how it evolves with purchasing and sales activity.
Glass vs. Bottle Sales Ratio per Wine
For wines available by the glass and by the bottle, the system reports the split of glass sales vs. bottle sales. This informs open-bottle management decisions (how much to open at a time) and whether a wine should remain available by the glass based on actual demand.
Dashboard Metrics
The Wine Management module provides continuously updated key metrics:
Total wines in catalogue (in stock vs. listed)
Wines below reorder threshold (requiring attention)
Open bottles currently in service and bottles past shelf life
Top-selling wines by revenue (current period)
AI Sommelier requests used vs. quota (current billing cycle)
AI Sommelier recommendation conversion rate (last 30 days)
Current cellar stock value
:::danger Pricing
DO NOT QUOTE FROM THIS PAGE Quotable pricing information can be found only at Pricing & Packages :::
:::info Known Issues