Inventory Management

Your inventory in WineView is your wine catalog — every product you sell, along with its stock levels and details. Inventory is managed per location, so each of your locations has its own independent catalog. If the same wine exists at two different locations, each one is tracked separately with its own quantities, pricing, and availability.

Getting to Inventory

Navigate to Dashboard → Inventory in the sidebar (under the Location section). Since inventory is managed at the location level, you'll see products for your currently selected location. Switch locations from the UserMenu in the top-right corner to manage a different location's inventory.

Product List

When you open the Inventory page, you'll see a list of all products at the selected location. The product list displays the following columns:

Name — The name of the wine or product
SKU / Barcode — The unique identifier or barcode for the item
Category — The product category (wine, spirits, merchandise, etc.)
Stock on Hand — The total number of units you have at that location
Allocated — Units reserved for upcoming releases or pending orders
Available — Stock on hand minus allocated — the quantity available for new orders or sales

If you have a single location, all your products live there. If you have multiple locations (for example, two tasting rooms), each has its own inventory. Adding a wine to one location does not add it to the other. Stock at one location has no effect on stock at the other.

Item Details

Each inventory item has the following information:

Name — The name of the wine or product
SKU — A unique identifier you assign for internal tracking
Price — The price per unit
Description — A detailed description of the product, including tasting notes, vintage, varietal, or anything else you want customers and your team to see
Image — A photo of the product that appears in your store and during fulfillment

Shipping Fields

Items that can be shipped have additional fields for shipping configuration:

Enabled for Shipping — Whether this item can be included in shipped orders
Weight (lb) — The weight of the item in pounds, used for shipping cost and label calculations

WineView computes a Shipping Ready status for each item. An item is considered shipping-ready when it has shipping enabled and a weight configured. Items that are not shipping-ready cannot be included in shipped fulfillment orders.

Extended Catalog Fields

Items can include additional catalog metadata for richer product descriptions and filtering:

Volume (mL) — Bottle volume in milliliters (e.g., 750)
Container Type — The type of container (e.g., bottle, can, box)
Is Alcohol — Whether the item contains alcohol
Alcohol Percentage — The ABV percentage
Production Year — The vintage or production year
Variety — The grape variety or blend (e.g., Cabernet Sauvignon, Chardonnay)
Product Type — The product category (e.g., wine, spirits, merchandise)
Origin — Where the product was produced (e.g., Napa Valley, Willamette Valley)

Item Sources

Every item has a source that tells you where it came from:

Manual

Items you create yourself through the WineView Inventory page. You enter all the details — name, price, description, stock — and you have full control over every field.

Toast

Items synced automatically from your Toast POS system. When you connect Toast, WineView pulls your menu items into your inventory. These items are linked to your POS, and certain fields (like price and stock) are kept in sync with Toast. See the POS Sync section below for details on how synced items behave.

Square

Items synced from your Square POS system. When you connect Square, your product catalog is imported into WineView inventory. Similar to Toast, synced fields are managed by Square and stock levels update from Square transactions.

Stock Tracking

WineView tracks three quantities for each item:

Stock on Hand — The total number of units you have at that location
Allocated (Reserved) — Units that are held for pending orders or upcoming releases that haven't been fulfilled yet. When a member's order is confirmed, an ecommerce purchase goes through, or inventory is reserved for a release, the system automatically allocates the required quantity. This prevents you from accidentally selling stock that's already spoken for.
Available — The amount actually available for new orders. This is calculated as Stock on Hand minus Allocated. This is the number that matters when you're deciding whether you have enough stock for upcoming fulfillment or new sales.

Not Tracked (Unlimited Stock)

You can set an item to "not tracked" if you don't want to manage quantities for it. When stock tracking is off, the item is treated as having unlimited availability (shown as ∞). No quantities are deducted, and the item is always considered in stock. This is useful for items where you always have supply on hand or where exact counts aren't necessary.

Is Stocked

Each item has a stocked toggle. When an item is marked as stocked, it's available for selection in templates and orders. When you turn stocked off, the item is temporarily disabled — it won't appear as an option for new fulfillments, but it isn't deleted from your inventory. This is useful when a wine is temporarily unavailable and you want to keep the record for when it comes back, without having to recreate the item later.

Available for Ecommerce

Each item has an "Available for Ecommerce" toggle that controls whether it appears in your public online store for one-off purchases. This is turned off by default.

On — The item is visible to customers browsing your online store and can be purchased as a one-off order
Off — The item is not shown in your store. It can still be used for club fulfillment and templates, but customers cannot buy it outside of a membership.

This separation lets you keep certain wines exclusive to club members while offering others for general sale.

POS Sync

When you connect a POS system (Toast or Square) to WineView, your products are synced into your inventory automatically.

How It Works

Items from your POS are imported into the WineView inventory for the corresponding location
New products added in the POS appear automatically in WineView
Stock levels update from POS transactions — when inventory changes in the POS, those changes are reflected in WineView
Each synced item shows when it was last synced, the current sync status, and any sync errors that occurred
You can trigger a manual sync from the Integrations page if you need to pull the latest data immediately rather than waiting for the next automatic sync

When Items Are Removed from POS

If you remove an item from your POS menu, it doesn't disappear from WineView. Instead, the item is flagged as removed from source, along with a timestamp of when the removal was detected. The item stays in your WineView inventory so that any references to it (in templates, past orders, etc.) remain intact, but it's clearly marked so you know it's no longer active in your POS. Once flagged as removed, the item becomes fully editable in WineView.

Inventory Transactions

The system tracks all inventory movements through transactions to maintain accurate stock counts. All inventory writes go through InventoryService.runScopedTransaction to ensure consistency.

Reserve Phase

When a release is created or an order is confirmed, inventory is reserved for member allocations. The allocated quantity increases and the available quantity decreases by the same amount. This ensures that stock committed to upcoming shipments or confirmed orders cannot be double-sold.

Fulfill Phase

When orders are shipped or picked up, reserved inventory is consumed. The allocated quantity and the stock on hand both decrease — the items have physically left your location.

Adjustments

Manual stock adjustments can be made when you need to correct inventory counts. This covers situations like receiving new stock, accounting for breakage, or correcting a counting error.

Reconciliation

A reconciliation process ensures inventory counts stay accurate over time. If discrepancies are detected between expected and actual quantities, reconciliation resolves them so your numbers match reality.

Allocation for Releases

When a release uses a template, inventory is allocated to member reservations ahead of fulfillment.

Automatic allocation — When the release is created, the system reserves the required inventory for each member's allocation based on the template
Over-allocation protection — If a product runs out during allocation, the system prevents over-allocation. You'll be alerted if there isn't enough stock to cover all member reservations.
Allocation visibility — The "Allocated" column on your product list shows how much of each item is reserved for upcoming releases, so you always know how much is spoken for

Editing Rules

How much you can edit an item depends on its source:

Manual Items

Fully editable. You can change the name, SKU, price, description, image, stock quantity, and every other field at any time.

POS-Synced Items (Toast or Square)

Editing is limited. Fields that come from your POS — such as price and stock — are managed through the POS and can't be changed directly in WineView. Other fields that don't come from the POS (like "Available for Store" and shipping configuration) can still be edited in WineView.

Removed POS Items

If a POS-synced item has been flagged as removed from your POS menu, it becomes fully editable in WineView. Since the POS is no longer the source of truth for that item, you can update all fields as if it were a manual item.

Deletion Rules

You can delete inventory items, but only when they are not actively in use:

An item cannot be deleted if it is referenced in any active template (a template currently being used for fulfillment)
An item cannot be deleted if it is part of any pending order that hasn't been fulfilled yet

If you try to delete an item that's still in use, WineView will let you know what's referencing it. You'll need to remove the item from those templates or fulfill/cancel the pending orders before you can delete it.

If you just want to temporarily hide an item without deleting it, use the "Is Stocked" toggle instead.

Multi-Location Inventory

Each location tracks its own inventory independently. Products can exist at multiple locations with different stock levels. There is no automatic sharing or transfer of stock between locations.

Item Correlation

If you carry the same wine at multiple locations, you can correlate those items for reporting purposes. Correlation links the same product across your locations so you can see total inventory of a particular wine across your entire business.

What correlation does:

Connects the same wine at different locations so you can view aggregate data
Helps with reporting and understanding your total stock position across all locations

What correlation does not do:

It does not merge or share stock between locations. Each location still tracks its own quantities independently.
It does not move inventory between locations.

Correlation is purely for visibility and reporting. Your day-to-day operations at each location remain independent.