Cellar Door and Wine Club Integration: One Stock Position From Tank to Table

It connects the systems a producer uses to make and sell wine so they share one stock position, one customer record and one set of financial rules. In practice that means the production or inventory system feeding finished goods stock, the cellar door point of sale, online store and club platform drawing on it with channel allocations, wholesale orders creating invoices, and every channel posting to Xero or MYOB with WET, excise and GST treated the way your accountant specifies. The same approach applies to distilleries and breweries with a cellar door or tasting room.

Often, yes. If you have one cellar door, an online store, a club of a few hundred to a few thousand members and modest wholesale, a dedicated winery platform that combines point of sale, ecommerce and club management with a standard accounting connector is usually the simplest and most economical choice. Custom integration becomes worthwhile when stock must come from a production system, when you run a separate restaurant or several venues, when wholesale and export are significant, or when the accounting connector cannot post WET and channel revenue the way your accountant needs.

At a general level, WET is a tax on the wholesale value of wine, generally 29 percent, and it applies to wine rather than beer or spirits, which are subject to excise. Eligible producers may be able to claim a producer rebate up to an annual cap. Cellar door and direct sales are usually calculated on a notional wholesale value using a method the ATO permits. The integration carries the data needed for whichever method applies and posts WET separately so it is visible. Confirm the treatment, your rebate eligibility and current figures with your accountant and the ATO.

For wholesale invoices, the price normally includes WET and GST is calculated on that WET inclusive amount, so the invoice and the ledger need to identify the WET component rather than burying it in revenue. Some MYOB products include WET tax code types; in Xero it is commonly handled with dedicated accounts or line items. Cellar door and club sales are usually posted as summaries by channel. Your accountant should set the exact structure, and the integration then applies it consistently to every sale.

Because each vintage is a finite, distinct product. Quantities, cost of goods, price, tasting notes, awards and sometimes the tax calculation differ between vintages, and you will usually sell two at once across different channels. A separate SKU per vintage and pack format keeps stock accurate, preserves sales history when the new release arrives, and lets you report sell through and margin by vintage at the end of the cycle, which is how most producers judge whether a wine was priced and allocated well.

Hold the member’s allocation, retry the card on a schedule, and contact the member with a simple way to update their details, all within an agreed window before the stock is released to other channels. Declines are often expired or replaced cards rather than members leaving. Shipping unpaid wine or silently cancelling are both worse outcomes. The run should report how many members were charged first time, recovered later and lapsed, so the club team can see the health of the membership.

Yes, with one important difference. Spirits and beer are subject to excise rather than WET, generally paid when product leaves a licensed bonded premises. That makes the boundary between bonded and duty paid stock the key thing to model: stock movements out of bond, the excise paid on them and the sales they support all need to reconcile. Tasting rooms, clubs, events and wholesale work in much the same way as at a winery cellar door.