Wine Inventory SOPs and Rules

Wine Inventory SOPs

System Summary

• Link to inventory system summary

• Monitoring and removing from website

  • For now, wine will be available for every shipping method (pickup, delivery, and shipping) or no shipping methods and only walk-ins. We’ll leave an item completely live until it is at a level too low and becomes walk-in only.

• Website visibility:

  • All products on our website are visible in the navigation by being part of a Collection. WINE is visible in the website navigation by being part of the WINE Collection. The WINE Collection includes all products that have the Product Type of WINE and have Inventory Stock of at least 4 units (4 bottles in this case).

  • When inventory drops below 4 units, WINE will be automatically removed from that Collection and won't be visible in the navigation, but will remain live on the internet and live in all Sales Channels.

• Shopify Flow Notifications

  • Emily will get an email whenever any product tagged Wine has an inventory at or below 4.

Stages

Stage 1: New Wine

• When we introduce a new wine into inventory we set the starting inventory levels in shopify before we post it for on sale.

  • We set the inventories at all locations to be the actual inventories.

  • We allocate to Greenpoint the actual amount that we send to Greenpoint, but can be as much as we want up to the balance we expect to sell at that location (80% Gowanus - 20% Greenpoint is current plan). But let’s try to do more transferring TO Greenpoint because we have that run happening every day. We can have someone bring back as needed also.

  • We continually update that allocation and send more as Greenpoint needs more or back to Gowanus if Greenpoint has too much.

  • Every time we transfer wine from one location to another, we create a Transfer in shopify that reallocates the inventory.

Stage 2: Walk-In Sales Only Until Sold Out

• When 4 bottles are left in total across all locations, shopify will remove the product from the website automatically based on the Collection filter and we’ll remove from walk-in menus at all locations.

  • We then mark the inventory at 0 in all locations in shopify.

  • We wait a couple of days to make sure all orders are fulfilled (they should be). Then, we’ll sell the rest for only walk-ins if we have the volume in sales. If not, we’ll repost briefly on the website some subset of those and sell them online, again at all locations and all shipping methods.

• When down to walk-ins only and we want to resume sales:

  • Emily makes a second product, that's for walk-ins with inventory that isn’t reflected on the website and with a sales channel only active on the POS. The primary product page has all the normal settings and 0 inventory to prevent dead links and says sold out that remains live but hidden on the website and not part of any collections.

  • Emily communicates to both locations on how many bottles they have available and sets that number on Shopify. The inventory for the POS only product should have the full amount of inventory remaining at each location, after subtracting future commitments, so it can track the inventory and sell out remaining inventory at each location.

    • This means we will have more physical inventory available than what's listed on Shopify so unless explicitly otherwise stated by Emily only sell what it says we have available on Shopify. Just because you see more bottles doesn't mean they're available to sell, the Shopify numbers are very deliberate.

  • When the Shopify number hits zero, we remove it from the physical menu board and remove the POS only product from all sales channels.

Transfers

• When we get new/more wine in we will transfer cases of wine from Gowanus to Greenpoint.

  • Greenpoint is not getting orders from our beer and wine suppliers until further notice.

  • Emily will determine how much to transfer up to keep the inventories balanced so each location can continue to make sales.

    • Emily will email Gretchen, Jared and the team working the floor that day at each location. After the email is sent, Emily will set up an inventory transfer on Shopify. After Greenpoint receives the product, Emily will mark it as received. If anything is coming back to Gowanus, another transfer will be set up, and marked as received when the product is brought back to Gowanus.