Wineally User Guide for Wine Merchants

Account information

1.0 – Overview
1.1  – Company information
1.2 – My account
1.3 – User management
1.4 – Contact producer 

1.0 Overview

To access account information, click on the hamburger menu icon in the top right corner of the Wineally interface and then select ‘Account information’. 

1.1 Company information

Benefits of Wineally

With Wineally it is possible for customers to find your online web store and social media accounts when using the Wineally app. It also enables employees to start using the required parts of the system to increase on-trade revenues, online sales and cut costs etc.

Register your company

Simply ensure that each field is filled out and accurate. Update these fields whenever this information changes.

Wineally app users will be able to match food and wine in the Wine matcher and then go directly to your web store to make a purchase.

Company information fields

Company logo and social media
The company logo is used when (and if) Wineally markets you on social media. Your social media links are also accessible for Wineally app users who are searching for wines via wine shops.We strongly recommend that you register your social media contact information to help increase traffic and followers.

Orders via e-mail
If you accept orders via e-mail, please check the box to the right of “we accept email orders” and then add the e-mail addresses you would like your orders sent to. If you don’t accept On- or Off-trade orders via e-mail, just leave this box unchecked. The off-trade orders e-mail will be shown to Wineally app users who view your business under the wine shops section of the app. 

Orders via phone
Check this box if you accept orders via phone and add the order phone number in the field “order phone number”.  

API available for sales agents
If you are working with sales agents and have an open API solution, please check the box in this field.  

On-trade and Supermarkets
If you sell wine to hotels and restaurants or to supermarkets, check the relevant box/es to the right.  If you sell to supermarkets, you will need to add the local VAT or sales tax on wine as a percentage in the next field.  

Wine shops
If you have physical wine shops, please check the box and register the number of wine shops in the field below. There is also a URL field that allows Wineally users to find your stores. This field is very important as it will be displayed in the Wineally app for users who wish to purchase your wine. They can find your business by searching in the app, match wine & food that you have registered in your Wineally account and then be directed to your store where they can purchase wines. Provided everything has been set up correctly this could create a lucrative new sales channel for you.  

Tech e-mail
The tech e-mail address is used by Wineally’s Tech Team if they need to contact a person in your organization for technical reasons.  

1.2 My account

On the ‘My account’ tab you can update your name or password by simply updating the associated fields and clicking ‘save’ or ‘change password’ respectively. It is possible to use Wineally in other languages by selecting a preferred language under the ‘Account language’ drop-down menu and then clicking on ‘Save’. 

Please note: This will only change the language of your log in and won’t affect other users’ preferred language settings. 

1.3 User management

Make sure that everyone in your organisation is using Wineally in the best possible way to get the most out of the system. For example, your sales personnel will need access to the customer dashboard and inventory sections, but an administrator will have different requirements and access to account settings.

Updating user management

On the ‘Users’ tab you can see the summary of all users associated with your company’s Wineally account. Each user’s name, e-mail address and position are displayed, and you can update a user’s position (given you have the right access level) by clicking on the ‘Edit’ button at the bottom right of that user’s box. Within the edit options, there is also a ‘Delete user’ button that can be used when a user is no longer within the organisation.

Note that the ‘Position’ category determines a user’s access level within Wineally. If you wish to review the specifics of these access levels, you can click on ‘Privileges per position’ in the top right corner of the ‘Users’ tab. Please note, that users with a ‘Read-only’ position will have access to view all information in your Wineally account but will not be able to make any changes.  

To add a new user, click on the ‘Invite user’ button and complete the following steps:    

  1. Enter the e-mail and assign the user a position from the ‘Position’ drop-down
  2. Click on the ‘Invite’ button
  3. The user will now receive an e-mail with a link to your Wineally account where the user registers.
  4. Once the user has completed the registration, they will be added to the ‘Users’ tab and the “Invite pending” headline will disappear 

Invited users that have not already confirmed the invitation will be seen as ‘Invite pending…’ so you can remind them to register their account. If the user hasn’t registered their account within 14 days, you will need to delete the user and repeat the steps above to send them a new link.  

1.3 User management

Importance of adding Producers

Having your producers registered with Wineally will help to ensure that your current and future wines will have complete and correct information and it will also strengthen your relationships with them.

Reaching out to Producers

On the ‘Producers’ tab you will find a button allowing you to confirm that you have contacted your wine producers and asked them to register their wines in Wineally. 

On their side this process is free and provides a range of benefits for them. On your side it will make the process of registering their wines in your own Wineally account faster and even more simple.

To aid you in the process of inviting your wine producers to register their wines with Wineally you can find an email template via the link on the producers tab within Wineally or by clicking here.

Once you have done this you can click the ‘I confirm’ button on the ‘Producers’ tab to complete the process and you are done.

Customer dashboards

2.0  – Overview
2.1   – Wine sales performance

2.0 Overview

The value of the dashboard

The Customer Dashboard is a great way to monitor, motivate and reward your on-trade customers, down to the waiter level and thereby increase wine revenues. It is also an easy-to-use tool that not only shows your customers’ sales, but also the customer experience focus possessed by each waiter. You will get real time data of how your wines are performing per restaurant, per bottle, glass and even take away (if legal in that region).

Using the dashboard

One of the unique features of Wineally is that you can access real time sales statistics of your wines at your on-trade customers’ establishments, provided they grant you permission to do so. It is very important that you encourage your customers to allow you to see their inventory to be able to improve your mutual business.  This will allow you to get the most out of your Wineally licence

If you cannot find a customer of yours in the drop-down menu, they have either chosen not to share sales information with their wine suppliers or haven’t joined Wineally yet.

When you click on ‘Customer dashboards’ in the menu, you will see a drop-down menu where you can choose which of your customers’ dashboards you would like to view. This section offers important information on how your wines are selling. By selecting a customer from the drop-down menu, you will be viewing that customer’s ‘Dashboard’. This section displays two tables of data to help analyse how your wines are performing at that restaurant. In the top left of the dashboard, you have a controller used to set the period of the data displayed in those two tables, so this is the best place to start. By default, the data is set to ‘Today’ but by clicking on ‘Today’ the system will open a window, giving you full control over the period for which you want to view data as shown below: 

Please note: You are only able to view wines that YOU sell to this restaurant. In cases where your restaurant customer is buying wine from more than one wine supplier, the wines from other suppliers won’t be shown and your wines won’t be shown for them. 

The quick options on the left in this window give you an easy way to view some of the most common periods in which to view reports but it is also possible to set a custom date range. This can be done by clicking once on the first day of your custom date range and then clicking a second time on the last day of your custom date range.

2.1 Wine sales performance

The first table of data within the Customer’s dashboard, ‘Wine Sales’, shows a list of active users in the restaurant’s Wineally account and statistics for their Wine Matcher usage within the time period selected. Using this table, you can compare how many times each user has logged orders using the Wine Matcher along with summarised financial information for those orders. Take some time to familiarise yourself with this table as it will help you to understand how well the restaurant’s wine sales (for your wines) are performing and give you the ability to identify any areas where improvement could be beneficial. 

The second table, ‘Bestsellers’, shows a list of your wines, ranked by their performance to help you see which of your wines are performing best at the selected restaurant and which may need additional support or perhaps even a change of wine selection. By default, the ‘Bestsellers’ table shows you the top 5 wines ranked by ‘bottles sold’ but you can view more than 5 wines in the table by clicking on ‘Show all’ in the top right. It is also possible to sort the wines by takeaway bottles sold (if legal in that country, state or territory), sold by the glass or gross profit total, in either ascending or descending order by clicking on the table headings.

Register wines

3.0 – Overview
3.1  – Known producers, wines and vintages in Wineally
3.2 – Unknown producers, wines and vintages in Wineally

3.0 Overview

Purpose of registering wines

To make your wines available for your online customers. By registering a wine with Wineally, the system will create a ‘Wine-DNA’ which enables that wine to be matched with your registered dishes and the customers’ personal wine preferences.

When you register your wines, they will be shown in the Wine Matcher (used by your sales team or by customers in the Wineally app). For managers, the wines will also be shown in the My Wine Cellar section.

Registering wines

This feature of Wineally is vital for the success of your Wineally experience, as it fuels most of the other Wineally features. Registering your wines will be one of the highest priorities when you first get a Wineally licence. To get there, open the menu and select ‘Register wines’ where you will be presented with the interface for registering wines to your Wineally account. The process used here will depend on whether the Producer, Wine & Vintage are already registered with Wineally.

3.1 Known producers, wines and vintages in Wineally

In many cases the producer of the wine you register will already exist in the Wineally database and has the correct wine and vintage verified by the producer. Always start by typing the name in the ‘Producer’ field. As you begin typing, the search engine activates and lists all the producers included in the Wineally database, filtered by the text you have entered. Select your producer from the suggestions that pop up when you see their name. When you click on the ‘Wine’ field you will be presented with a list of the available wines from that producer and can select the one you wish to register. If the list is long, you can start typing the name of the wine and the results will be narrowed down. You may need to repeat this process for ‘Vintage’ and ‘Bottle size’ if there are multiple options for these fields under the chosen wine, otherwise they will be automatically filled. 

Once these fields have been filled out you will see a wine card appear with more detailed information on the selected wine. In this wine card you will need to fill out some fields that are specific to your business such as the wine’s prices and the number of bottles you currently have in stock. These values will help to give you accurate financial statistics in other sections of Wineally.

Purchase price is needed if you would like to get accurate financial statistics while using the Wineally dashboard. No one outside your organisation will be able to see this information. On-trade price: Wineally will show a market value on restaurants wine cellars based on your standard price list. Off-trade price is shown to Wineally app users who have found you via searching for wine shops and are matching wines & dishes within the Wine Matcher. If no price has been added, the wines will not be displayed, and you will not have access to the new sales potential available from Wineally app users. It is therefore very important that all wines are registered with an off-trade price value.

Wine inventory

The ‘Bottles’ field represents how many bottles you have in stock and will be displayed in the ‘Wine inventory status’ feature. It may be the case that you do not require the Wineally Business System for inventory tracking or that you do not wish to display the amount of stock you have available. In either case, you can simply use a value of ‘1’ for wines that are in stock and a value of ‘0’ for wines that are out of stock as this will cause them to display as unavailable. If a wine reaches an inventory level of ‘0’ then it will no longer be displayed as an option within the Wine Matcher, but it will remain within the Wineally system for restocking.  If the Wine is unavailable in the Wine Matcher then Wineally app users will be unable to match it with your dishes and will therefore be unable to find that wine via Wineally and then purchase it retail.

The link that you enter in the ‘Product sales page URL’ will be included in e-mails to restaurant guests and takeaway customers asking for wine information for the wine they just enjoyed. This will direct them straight to your website and to the page of that specific wine. If you track online sales performance using some form of analytics tool it can be useful to add a UTM tag to this URL.

When you have added all relevant and required information to the wine card you will need to save the entered data by clicking the ‘Add wine’ button in the bottom right of your screen. 

3.2 Unknown producers, wines and vintages in Wineally

Wineally is free to use for wine producers and offers numerous benefits for both them and their wine merchants, but if the producer of a wine that you wish to register is not part of Wineally or a specific wine is lacking, then you will need to use the ‘add new producer, wine, vintage or bottle size’ feature by clicking on the red ‘+’ button on the right. You can use the red ‘+’ button for each field that requires an option that does not exist in the drop down that appears when searching.

Once these fields have been filled out you will see a wine card appear with more detailed information on the selected wine. In this wine card you will need to fill out some fields that are specific to your business such as the wine’s prices and the number of bottles you currently have in stock. These values will help to give you accurate financial statistics in other sections of Wineally.

As you can see in the image below there are a few different fields of information for a wine being added manually. Some are optional and some are mandatory. Make sure to fill in correct information so that the wine will be shown in the best possible way in the system and for your customers. 

Purchase price is needed if you would like to get accurate financial statistic while using the Wineally dashboard. No one outside your organisation will be able to see this information. On-trade price: Wineally will show a market value on restaurants wine cellars based on your standard price list. Off-trade price is shown to Wineally app users who have found you via searching for wine shops and are matching wines & dishes within the Wine Matcher. If no price has been added, the wines will not be displayed, and you will not have access to the new sales potential available from Wineally app users. It is therefore very important that all wines are registered with an off-trade price value.

Bottles represents how many bottles you have in stock and will be displayed in your wine cellar inventory. It may be the case that you do not require the Wineally Business System for inventory tracking or that you do not wish to display the amount of stock you have available. In either case, you can simply use a value of ‘1’ for wines that are in stock and a value of ‘0’ for wines that are out of stock as this will cause them to display as unavailable. If a wine reaches an inventory level of ‘0’ then it will no longer be displayed as an option within the Wine Matcher, but it will remain within the Wineally system for restocking.  If the Wine is unavailable in the Wine Matcher then Wineally app users will be unable to match it with your dishes and will therefore be unable to find that wine via Wineally and then purchase it retail.

The link that you put in the ‘Product sales page URL’ will be included in e-mails to restaurant/takeaway customers asking for wine information for the wines they just enjoyed in a restaurant or home. You can put a link to your wine shop, e-commerce or any other webpage that you would like to showcase. If you track online sales performance using some form of analytics tool it can be useful to add a UTM tag to this URL.

 

The new wine will then need to be verified by the Wineally Wine Data Team, but you can immediately find the wine in the ‘My wine cellar’ and ‘Wine Matcher’ sections of the Wineally system. However, until the wine has been verified by the Wine Data Team or the Wine Producer themselves, only you will be able to see this wine. Once it’s been verified, everyone who has a Wineally licence or the Wineally app will be able to see the wine. Wines are usually verified within 24 hours. 

Dishes

4.0 – Overview
4.1 – Adding dishes
4.2 – Dish updates
4.3 – Dishes as a sales tool

Well-known dish examples

Unsure how to enter the correct values of your dishes? Download our dish sheet containing hundreds of well-known dishes from all parts of the world to get a better idea of how certain dishes should be registered.

4.0 Overview

For many of your customers, Wineally is about creating perfect wine & food experiences and the ‘Dishes’ section is where the second half of that combination comes into play. The dishes you add here will be available for wine matching within the Wine Matcher and the accuracy of the information will be a vital component of the wine matching accuracy, so it is important to take your time with this section to keep the accuracy level as high as possible.

If you are sharing recipes or have collaborations with chefs, this is another great way to add extra value for your Off-trade customers. When creating a dish, you can always add a link to the full recipe on your own website, or directly to another website such as a supermarket, food blog, or recipes website.  

You will also be able to use this feature to sharpen your offers towards restaurants. If you have access to their menu, you can easily match your whole inventory with their dishes and offer wines that will be a perfect match. Matching food & wine is explained in detail in the Wine Matcher section of this guide (Section 7.0).

To enter the ‘Dishes’ section, open the Wineally menu and select ‘Dishes’. Any dishes that have been added previously will be found under the tabs for ‘Starters’, ‘Main courses’ and ‘Desserts’. Below these tabs you will also find a field for sorting the dishes by name or date and a second field for filtering the displayed dishes by whether they are currently classed as ‘on menu’ or not.

To save time adding or removing dishes based on pitches to different customers, running promotional campaigns or seasonal changes, Wineally allows you to take dishes off the menu shown in the Wine Matcher and add them back on with a simple checkbox as shown below. This is found by clicking on the dish name which will open the dish card that also allows you to edit all aspects of the dish. 

Please note that this will impact dish visibility for Wineally app users so if you are temporarily adding dishes as part of a specific restaurant pitch, you will need to remove them afterwards if you do not want those dishes permanently available for wine matching by Wineally app users.

If you have more than 10 dishes under any individual category, the list of dishes will be divided into multiple pages. In the bottom right corner, you will find controls to navigate between these pages.

4.1 Adding dishes

Begin by clicking the ‘Add new dish’ button at the top right of the ‘Dishes’ page. Once you have clicked the button you will be presented with a new dish window as shown below.

Begin by entering the name of the dish, it should match whatever it is called on your customer’s menu or your partner’s website. Then for each of the four drop down fields under ‘Dish properties’ click on the field and select the most appropriate category from the available options. These include the weight of the dish, the cooking style, the kitchen or cuisine the dish is based on and the main ingredient. Next you will need to assign a total of 100 value points to the sliders under ‘Flavours’. You must use all 100 points to represent the dish’s overall flavour profile as accurately as possible to ensure that the Wine Matcher can correctly match the dish DNA with the wine DNA from the wines registered in your Wineally account. The next and optional step is to add a recipe URL to the dish before finalising the process by clicking ‘Save’. 

For restaurants using Wineally it will most often be the case that their head chef will be the one entering dishes in this section. As a wine merchant this will depend upon the reason for the addition. If you are adding dishes in preparation for a sales proposal to a restaurant, then the restaurant will have provided the dish information to you, and anyone on your sales team can add this into Wineally. If a dish is being added as part of a collaboration with a chef, then it would be best to consult with the chef while adding the dish to Wineally. In either case the goal is for you to be able to present your best possible matching wines to increase future sales. 

4.2 Dish updates

If changes are made to a dish in the future that will alter its overall flavour profile (even slightly) you should re-open the dish card by clicking on the dish’s name and editing the relevant values. This will instantly allow the Wine Matcher to factor in these changes when matching wines to the dish.

4.3 Dishes as a sales tool

If one of your On-trade customers is grants you the required information to re-create their menu within your Wineally ‘Dishes’ section, then you will be able to use Wineally as a powerful new sales tool. With your customer’s dishes added in Wineally you can use the wine matching capabilities of the Wine Matcher (see the Wine Matcher section 7.0) to see which wines from your entire portfolio match best with each of their dishes and offer them a complete range of wines guaranteed to showcase their dishes in the best possible way. This can lead to higher wine sales for them and for you in turn. 

My wine cellar

5.0 – Overview
5.1 – Wine cards
5.2 – Advanced features

5.0 Overview

Benefits of the wine cellar

The wine cellar provides detailed and relevant data that can easily be exported to and from excel. You have full control over all your wines and with a few clicks you can update prices to keep everything in line with your online store.

Using the wine cellar

Wineally allows you to view detailed information about all the wines that you have registered such as the name, place of origin, colour, vintage, producer, financial particulars, bottle size and the current stock levels, all in one place that also gives you easy access to more detailed wine information.

All the wines you have registered in Wineally will be displayed on this page, either in a Table or Card view, which may be divided into multiple pages depending on the range of wines you sell. This can be easily controlled using the ‘Results per page’ feature at the bottom left of the page by clicking on the number of results you wish to be displayed per page, 10, 50, 100 or 200. Page navigation options can be found in the bottom right of the page.

The information from the producers of the wines is synced to each wine so that you always have access to the correct information straight from the source. You can filter your wines by many different parameters such as Country, Producer, Colour and/or many others using the filters at the top of the page. There are a range of things you might use these, for example, by using the drinking year filter you can see which of your stocked wines are getting closer to the end of their drinking window and therefore should be sold sooner rather than later.

Along the top of the table, you will see a heading for each column, and these allow you to sort the wines in your cellar by any of those categories in either ascending or descending order by clicking on your preferred category once for ascending order or twice for descending order. In the ‘Wine’ column you will see the names of your registered wines. Each name can be clicked on to open the associated wine card that shows all the detailed information about that wine. From this wine card you can also open the ‘Edit wine information’ tab as shown below.

5.1 Wine cards

When you open a Wine Card by clicking on a Wine’s name in ‘My wine cellar’ you will see detailed information about that wine. You can also see which user made the last edit to the information or change in stock of that wine. At the bottom of the card, you can easily share the information about that product by entering the person’s e-mail address and clicking ‘Send’ (your price information will not be included in this e-mail).  

By clicking on ‘Edit wine information’ you will be able to adjust many of the wine’s attributes such as price, product page URL and others. It is here you also can find the option to ‘Delete wine from wine cellar’ which would only be used if you have stopped stocking this wine and intend never to stock it again. If you wish to temporarily stop showing this wine as available for your customers using Wineally, change the ‘Bottles’ field to “0” and it will no longer be shown for your customers. Remember to click ‘Save’ if you make any changes that you wish to keep. 

5.2 Advanced features

The ‘My wine cellar’ section contains an important set of features at the bottom left below the wine cellar table that looks like the below image. 

These features will be highly useful for managing your wine inventory. 

Download Wine data
Clicking this button will download all the information in the ‘My wine cellar’ in an Excel spreadsheet, giving you access to all this information on a single platform and summarising the nature and value of your current wine stock. This will be useful when managing data for your web store and product catalogues among other things. Rather than compiling information from emailed data sheets your producers can upload that information into Wineally which will be automatically filled out for you when you register their wines and then organised into a single document via ‘My wine cellar’.

Download/Upload Price & Inventory Excel 
When you are changing the prices and/or stock quantities of multiple wines then these features will allow you to do this quickly and easily. Click on ‘Download Price & Inventory Excel’ and then open the document that has been saved to your computer using Excel. Update the prices and stock quantities of any wines you wish to change these values for then save and close the document. Remember that wines must have an Off-trade price in order to be visible to Wineally app users in the Wine Matcher. Returning to Wineally you can use the ‘Upload Price & Inventory Excel’ button to upload the file you just edited, and all the new values will be imported into your Wineally account. This will allow you to easily keep your prices and inventory up to date in Wineally which will make it simpler and more convenient for your customers to purchase your wines.

Customer wine cellars

6.0 – Overview
6.1  – Selecting a customer
6.2 – Customisation

6.0 Overview

Wineally gives you a real time insight into your customers’ wine cellars. It shows how many and what kind of wines you have at a specific restaurant. You can even see stock levels in real time which is a great tool for your sales team. Focus on the customers most likely to buy!

Using customers wine cellars

Just as Wineally allows you to view detailed information about the wines you have in stock, it also provides this kind of information on your wines stocked by your customers, provided they grant you access. This information could make for a powerful sales tool and can be found under ‘Customer wine cellars’ in the main Wineally menu. Once there, you will be presented with the following screen.

6.1 Selecting a customer

The first step when using ‘Customer wine cellars’ is to select which Customer’s wine cellar you wish to view. Do this by clicking on the drop-down box under ’Choose customer’ and selecting one of the customers who have given you access to their wine cellar. If they haven’t given you access yet, they will not be displayed here.

Once you have chosen a customer, the data table will automatically be filled with detailed information about your wines at that particular restaurant. Being able to see your customer´s current inventory levels real time will allow you to provide sales services on a whole new level. The data also provides the prices and margins the customer makes for each wine, helping you to understand which of your products carry the best value for them. 

6.2 Customisation

As with the data table in ‘My wine cellar’ you can also view the information in ‘Customer wine cellars’ in either table or card view and if you would like more specific information about a particular wine you can click on the wine’s name to bring up the ‘Wine card’. If this information would be more useful to you in excel format, simply click the ‘Download Excel’ button in the bottom left of this section and the information will be downloaded for you into an Excel document. You can also filter your wines by 22 different parameters such as Country, Region and Grapes. 

The Wine Matcher

7.0 – Overview
7.1 – Selecting dishes
7.2 – Wine matching
7.3 – Additional information
7.4 – Filters 
7.5 – Matching food to wine 

7.0 Overview

Purpose of the Wine Matcher

To turn inexperienced customers into wine and dine experts and thereby make it possible to offer them improved wine & dine experiences. The Wine Matcher gives you a true advantage when it comes to online sales by providing the comfort and confidence of a well-matched wine for the dishes chosen by your retail customers.

Using the Wine Matcher

The Wine Matcher is where you match wine with food. It allows you to find the best possible wine based on dishes available or vice versa. You can add personal preferences such as grapes, country, region, colour, organic etc. to find the best match for any situation.

The Wine Matcher forms the core of the Wineally Business System for restaurants and will help your customers to provide and experience perfect food and wine matches every time.  For you as a merchant it is important to note that this tool is where Wineally app users can match the wines & dishes you have registered in Wineally, becoming potential new retail customers for you. Dishes that they add in the Wine Matcher will include links to the recipes you provide when adding dishes in Wineally. Wines that they add will link directly to product or sales pages that you choose when registering your wines.

As with the whole Wineally Business System, you can use it on any device. Depending on the environment it could be anything from a laptop/tablet when your sales team is visiting customers to a smartphone for Off-trade customers pairing your wine with your suggested dishes. 

If one of your On-trade customers is willing to grant you the required information to be able to re-create their menu within your Wineally ‘Dishes’ section, then you will be able to use Wineally as a powerful new sales tool. With your customer’s dishes added in Wineally you can use the wine matching capabilities of the Wine Matcher to see which wines from your entire portfolio match best with each of their dishes and offer them a complete range of wines guaranteed to showcase their dishes in the best possible way. This can lead to higher wine sales for them and for you in turn.

You can find the Wine Matcher by opening the menu bar and selecting ‘Wine Matcher’.

7.1 Selecting dishes

To begin using the Wine Matcher you should select some dishes to match wines with. Dishes are categorised by Starters, Main courses and Desserts. You will now be presented with several drop-down menus that present the available dishes for each category. Below ‘Dishes’ you can find a selection of filters that you can make use of to help your customers find the perfect wine according to their preferences.

Click on a dish category such as ‘Starters’ to see the list of available starters and an ‘add’ button for each dish that allows us to include it during the wine matching process. Choose dishes from the list and add them, they will now be displayed in the top box of the Wine Matcher section. With dishes selected you can start matching them with wines.

7.2 Wine matching

Each dish that has been selected has a checkbox on the right side of its row in the ‘Match wine’ column. When you click the ‘Show wines’ button at the bottom of the Wine Matcher page, Wineally will display wines that match best with whichever dishes you have checked the ‘Match wine’ boxes on. 

You then match wines by selecting dishes as shown in the image below: 

Click on ‘Show wines’ and have a look at the wines that would match well with the dishes you selected.  

Wineally presents the best matching 13 wines of those you have available and gives a percentage match for each based on how well the dish DNA from the selected dishes matches with the wine DNA of the available wines filtered by the wine preferences, if any, that you have applied.  

If you wish to see more options you can click on ‘Show more wines’ to see other options but the further down the list you go, the less of a perfect match you will see. If there is a reason you find yourself scrolling down to find an appropriate wine, then it is likely there is a filter that you can apply to make your search easier. 

The more you use the Wine Matcher’s wine matching features the better understanding you will have of which wines match well to which certain dishes. As an example, see what happens when you try matching wines with just one dish by ensuring only a single dish is selected for matching and then clicking on ‘Show wines’. 

The Wine Matcher is now showing different wine matches because it is only matching one dish perfectly rather than finding a wine that matches all dishes selected earlier. By trying this with each dish separately you can see if there is a significant difference between the recommended wines for the dishes as the flavours may be so different that it is challenging to find a high suitability wine experience for both. The more dishes you select for wine matching the more challenging it may become to perfectly match a single wine to them. 

In most situations you will be using the Wine Matcher to find which individual wine from your portfolio provides the best match to an individual dish served in your customer’s restaurant or to an individual dish being promoted online by a collaborating chef, recipe website or food blogger. In all cases you will only need to select a single dish for wine matching. Selecting multiple dishes is more likely to occur in a restaurant when two guests are ordering separate dishes but a bottle of wine to share between them. 

7.3 Additional information

Each wine has a drop-down box containing additional information that you can access by clicking on the downwards pointing arrow icon below its price.  

Within this ‘wine card’ you can find detailed information about the wine such as the alcohol percentage, grape type and much more. 

If a customer would like the wine information sent to them via e-mail, you can go to the wine card and click on the e-mail button in the top right corner. Simply enter the preferred e-mail address when prompted and click ‘Send’. After you have done that, an e-mail will be sent to the entered e-mail address containing information regarding that wine that you and the wine producer of the wine have registered.

If you are assisting an On-trade customer with building an appropriate wine list for their menu, then this additional information can assist with making the most effective decisions to build an entire list of perfect matches to their dish offering. 

7.4 Filters

If a customer has specific requirements for their wine inventory, Wineally features a range of filters to assist you in quickly presenting them with a viable option from your portfolio. In the Wine Matcher section, you can click on ‘Show more filters’ to see all options you have available to help match wines to your customers’ requirements. 

As shown in the above image, there are a variety of ways you can filter the wine options available, allowing you to cater to any requirements or preferences. It is important to remember however, that by applying filters you are removing wines that may match well with selected dishes and if many filters have been applied it could be worth discussing this with the customer as those filters could be limiting what your portfolio can achieve for them. 

These filters can be applied whether you are matching wines with dishes or just showing a customer a specific section of your portfolio. When you click the ‘Show wines’ button Wineally will consider any applied filters and any selected dishes before displaying a list of appropriate wines. 

7.5 Matching food to wine

The Wine Matcher can be used to match food to wines rather than the matching of wine to food. Although this feature has more applications in a restaurant setting it can still be useful in specific situations. For example, if you have excess stock of a particular wine or are having trouble selling it you can use the Wine Matcher to help you identify which dishes the wine would match well with and therefore which customers may be interested in buying it (assuming you have a range of dishes added to your Wineally account). 

By clicking on the “Show all wines”-button before you add any dishes from the menu, you will now instead see a “Dishes” column on the wine cards, instead of the suitability score (since we haven’t added any dishes yet). Click on the “Show”-button of the wine you wish to see the best matching dishes of and the system will automatically open that wine card and take you to the section where you will find the top three best matching dishes for this wine. 

Wine inventory status

8.0 – Overview
8.1  – Taking inventory
8.2 – Wine cards

8.0 Overview

Benefits of wine inventory status

Wineally includes an optional inventory management tool for those who need it. Even if you do not intend to use Wineally to track your stock levels this tool will be useful to manage quickly and easily which of your wines display for Wineally app users who are using the wine matcher to make online purchase decisions.

How to use the wine inventory status

‘Wine inventory status’ is a feature that will give you control over your inventory in an easy way. This section gives you the tools you need to accurately maintain and update your wine inventory in Wineally. The core feature of this section is the data table in the centre of the page. By default, this table will show a list of all your wines along with the number of bottles you have in stock of each. You can view this data in table view or card view by clicking on the tabs of the same names just above the data and to the left of the screen.      

If you only wish to view part of your wine selection you can use the assortment of filters provided. Frequently used filters such as ‘producer’, ‘colour’ and ‘country’ are easily accessible right under the headline. To filter in a more advanced way with multiple segments simply click ‘Show more filters’ and you will be presented with the filters displayed below, allowing you to view as specific a segment of your wine inventory as you require. 

If you wish to view a greater or lesser number of results per page, you can find controls for this below the data table. 

8.1 Taking inventory

A key advantage of the ‘Wine cellar inventory’ feature, is that the fields displaying the numbers of bottles are fully editable, allowing you to update on your mobile/tablet device when conducting a physical inventory check or quickly and easily on a computer afterwards. You will also notice there is a field that automatically records when an inventory entry was last updated. This will help you to make sure that all your inventory data is accurate and up to date.

It may be the case that you do not require the Wineally Business System for inventory tracking or that you do not wish to display the amount of stock you have available. In either case, you can simply use a value of ‘1’ for wines that are in stock and a value of ‘0’ for wines that are out of stock as this will cause them to display as unavailable. If a wine reaches an inventory level of ‘0’ then it will no longer be displayed as an option within the Wine Matcher, but it will remain within the Wineally system for restocking.  If the Wine is unavailable in the Wine Matcher then Wineally app users will be unable to match it with your dishes and will therefore be unable to find that wine via Wineally and then purchase it retail.  

8.2 Wine cards

If you click on a wine’s name in table or card view you will see that wine’s specific ‘wine card’. When you open the ‘wine card’ you will see detailed information about that wine. At the bottom of the card, you can easily share the information about that product by entering the person’s e-mail address and clicking ‘Send’ (your price information will not be included in this e-mail). 

When you click the ‘Edit wine information’ tab you can edit the wine information as seen in the picture below.  

By clicking on ‘Edit wine information’ you will be able to adjust many of the wine’s attributes such as price, product sales page URL and others. You can also add specific dish recommendations to the wine if you have a sommelier and they have given suggestions for a good matching dish sold by one of your On-trade customers. It is here you will also find the option to ‘Delete wine from cellar’ which would only be used if you have stopped stocking this wine and intend never to stock it again. Remember to click ‘save’ in the bottom right corner if you have made changes that you wish to keep.