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How to add a wine (bottle product)

Add a new wine to WithWine in Settings > Products > Bottles, with its name, vintage, price and where it's available.

Each wine you sell is a bottle product in WithWine. Each vintage is a separate product, because each vintage has its own stock, prices and reporting.

Before you start

  • Have your wine's name, vintage, wine type, variety, price and a photo ready.

  • Don't put the vintage in the wine's name. WithWine adds the vintage for you in places like email receipts, so "2024 Shiraz" in the name would show as "2024 2024 Shiraz".

  • Product photos must be under 1 MB. Upload all your product photos at the same size so they line up on your website, and use a PNG with no background if you can.

Add a wine

  1. Go to Settings > Products > Bottles.

  2. Click + Add Bottle at the top right.

  3. Click + Add New Wine. (The search box on this page, Add Bottle From our Database, is mainly for resellers selling another winery's wine.)

  4. Leave Brand blank to use your main brand. Type a different brand only for a sub-brand, or if you're reselling someone else's wine.

  5. In Name the wine bottle, type the wine's name without the vintage, for example Barossa Valley Shiraz.

  6. (Optional) Enter a SKU Code. SKU codes are used for reporting and for connecting WithWine to other software.

  7. Choose the Vintage, the Wine type (required, for example Red Wine) and the Variety type (for example Shiraz).

  8. Fill in Short Description and Long Description. Both can show on your website and in the WithWine app.

  9. Click Change Photo and upload the bottle photo.

  10. Under Pricing, enter the Full Price (your full recommended retail price per bottle). (Optional) Enter the Cost Price, which is only used for stock management reporting.

  11. Set List your wine for sale? to Yes. More pricing settings appear.

  12. Check Available Prices. The first row is filled in from your Full Price for All Customers. This is the price customers pay.

  13. Set Online Availability to Everyone if you want to sell the wine on your website and in the WithWine app. It starts as Not Available.

  14. (Optional) Open the other sections, such as Additional Details, Awards and Accolades and Stock, and fill in what you need.

  15. Click Save.

Settings that start switched off

Three settings on a new wine start switched off, so you decide when to turn them on:

  • Online Availability starts as Not Available, so a wine never goes live online by accident.

  • Allow club discount starts unticked. Your club's discount only applies to wines where this box is ticked.

  • Enable Stock Tracking? (in the Stock section) starts unticked. With stock tracking off, WithWine doesn't count stock for the wine, so the wine can't show as out of stock.

What happens next

  • The wine appears in the list on Settings > Products > Bottles.

  • The list only shows products that are for sale at first. If you can't see your wine, change the Status filter at the top of the list to Any status.

Troubleshooting

  • The wine isn't on my website. Check that List your wine for sale? is Yes and Online Availability is Everyone, then click Save.

  • My club discount isn't applying to the wine. Tick Allow club discount on the wine and click Save.

  • The vintage shows twice. Remove the vintage from Name the wine bottle and choose it in Vintage instead.

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