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Products: Add a First-Party Wine Product

Add First Party Wine Product

Note: Before continuing, verify all the Product Settings are configured. For additional information, please visit the Setting Up Products page. 

Best Practice: If you are using either ShipCompliant and/or vinSUITE Desktop POS, confirm that the product has been setup in the appropriate platforms before placing any orders. This will ensure that the product can flow smoothly from the POS to vinSUITE and from vinSUITE to ShipCompliant.

 

1) In the vinSUITE admin panel, expand the 'Products' section in the left hand navigation, then click 'Products' from the sub menu. This will open the Products tab where you can search for existing products or add a new one.

Dashboard_to_Produc.jpg

 

2) From the Products search screen, click the ‘Add A Product’ button.

ADD_Product.jpg 

3) Select 'First Party Wine Product' from the drop-down menu, name the Product and click the 'Save' button. 

SELECTFirstPartyWine.jpg

 

Note: Tabs marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these tabs.
 

**Wine Tab** Teasers Tab
Description Tab **Categories Tab**
Ratings Tab SKUs Tab
Wine Details Tab Compliance Tab
Inventory Tab Meta Tags Tab
Collateral Tab Product Information Pages

   



 

**Wine Tab**

The Wine tab contains most of the vital information that you will need to sell your wine to your online consumers, including name, brand, SKU, tax, and pricing. It is broken down into two sections: Product Details and Product Pricing. 
 FULL_Wine_Tab.jpg


Product Details 
Wine_Tab_-_Product_Details.jpg 

Note: Fields marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these fields.

A.png **Active toggle**

Set the 'Active' toggle to "YES" if the wine product should be active on your website. 

Note: For a product to appear in your web store, it needs to be active and located in a Product Category.  

B.png **Taxable toggle**

Set the 'Taxable' toggle to "YES" if the wine product is taxable. 

C.png Image

Select the 'Change Image' button to upload a image of your product from your computer. 

Note: Your uploaded image will not be visible on your screen until you click the 'Save' button at the bottom of the page. 

For more tips to upload images, please visit the Product Image Best Practices page. 

D.png **Wine Name**

Enter a name for the wine product. 

Note: The Wine Name will be displayed both internally and in your online store.

E.png **SKU**

Enter a stock-keeping unit (SKU) for the product. 

Note: The SKU is the product’s unique identifier within vinSUITE and other systems. Each product’s SKU must be unique, and the SKU in vinSUITE must match the SKU in your POS system and ShipCompliant.

F.png **Bottle Size**

Select the size of the bottle for the wine product. 

Note: The bottle size is used to calculate shipping rates, and are essential for proper Fulfillment functionality.   

G.png **Bottle Weight**

Enter the weight of the wine bottle in pounds (lbs.)

Note: The bottle weight is used to calculate shipping rates, and are essential for proper Fulfillment functionality. 

H.png Location

Select a Region and Appellation for the wine product. 

Note: Admin users can edit both of these lists in the vinSUITE Product Attributes section. 

I.png Short Name

Enter  the short name for the wine product.

If nothing is entered in this field, the system will default to the Wine Name. 

Note: The Short Name is used for the TabletPOS, which is limited to 2 lines of 12 characters.

J.png Brand

Select a Brand for the wine product. 

Note: Admin users can edit this list in the vinSUITE Product Attributes section. 

ShipCompliant users must select the matching brand defined for the SKU inside ShipCompliant. 

K.png Vintage Select a Vintage for the wine product. 
L.png Type Select a Wine Type and Varietal for the wine product. 

Note: Admin users can edit the Varietals list in the vinSUITE Product Attributes section. 

M.png **Enable for Web Services toggle** Set the 'Enable for Web Services' toggle to "YES".  

Note: It is highly recommended that all products have WebService enabled, so third party platforms (like Cart Connect or tPOS) can access the product.  


Product Pricing 
Wine_Tab_-_Product_Pricing.jpg

 

Note: Fields marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these fields.

A.png **Sell As toggle**

Switch the toggle to "YES" for either the “Sell As Bottle” toggle, the “Sell As Case” toggle, or both.

You are required to select one of these options in order to sell your wine product.

Note: Enabling the toggle to sell by the case without defining the number of bottles per case will prevent ALL Product Categories from loading that feature this wine.

B.png Price Per Bottle If you want to sell per bottle, enter a base price.
C.png Sale Price/Bottle

If you want to sell per bottle, enter a sale price.

Note: Any sale price will cancel out the base price, crossing it out on your website. The product will be sold for the sale price on both your web store and admin panel OMS.  

D.png Price Per Case If you want to sell per case, enter a base price.
E.png Sale Price/Case

If you want to sell per case, enter a sale price.

Note: Any sale price will cancel out the base price, crossing it out on your website. The case will be sold for the sale price on both your web store and admin panel OMS.  

F.png Min Bottles /Order

Enter the minimum number of bottles required to purchase this product.  

Note: It is strongly recommended to leave this field blank. Any entered value will display in your web store.  

G.png Max Bottles /Order

Enter the maximum number of bottles required to purchase this product.  

Note: It is strongly recommended to leave this field blank. Any entered value will display in your web store.  

H.png Bottles in Case

If you want to sell per case, enter the number of bottles in a case. This number cannot equal zero (0). 

Note: The number of bottles per case will be used to determine shipping rates, and will also tell ShipCompliant and your fulfillment house how many bottles are being sent. This number should be the actual number of bottles in a case if your bottle size is a single-bottle size. (750mL, 375mL, 1.5L, etc.)

Example: If your bottle size is “6 bottle pack,” that is considered a “Multi-Bottle SKU.” For more information on how to set up a Multi-Bottle SKU can be accessed on this page.

 

Website Example: 
WEBSITE_-_Wine_Tab.jpg

Note: Your product will only appear on your website once you've marked it as 'Active' and have associated the product with a Category.  


Tip: Want to avoid the white background around images? Please visit vinSUITE Product Image Best Practices to learn how to post perfect images. 


Select the "Save" button to save any information in the Wine tab.  



 

Teasers Tab

A teaser is a snippet of text used in the online store to grab the customer’s attention. Additional teasers can be added that display only for club members or non-club members.


Note: Teasers do not show up in all site designs. If your site design does not include teasers, you will want to skip ahead to the Description tab.


Tip: Generally the teaser will display both on the category page and on the product page, and the description will only appear on the product page. However, the placement of teasers and descriptions can vary depending on site design.
FULL_Teasers_Tab.jpg 

A.png General Teaser

Enter your teaser content. 

The general teaser is used to grab attention on the Category page and is generally just a few lines. 

This text is displayed to anyone who views this product, regardless of what kind of customer they are.

B.png Member Teaser

The member teaser is an additional line under the General Teaser that is only displayed to members who are logged in. The member teaser will only display on the Product Page. 

Note: This teaser will be displayed to all member types.  

C.png Non-Member Teaser The non-member teaser is an additional line under the General Teaser that is only displayed to members who are not logged in. The non-member teaser will only display on the Product Page. 

 

Note: Facebook Teasers are not functional at this time. 


Website Example: General Teaser
WEBSITE_-_Teaser_Tab.jpg

Website Example: Member Teaser
WEBSITE_-_Member_Teaser_Tab1.jpg

 


Select the "Save" button to save any information in the Teaser tab. 



 

Description Tab

The description of your wine is generally a few sentences long, and should give the customer a good idea of what this wine is like, and whether or not they’d like to purchase the bottle.


Tip: Generally the teaser will display both on the category page and on the product page, and the description will only appear on the product page. However, the placement of teasers and descriptions can vary depending on site design. It is best to look at an existing product to see how your site handles teasers and descriptions for your preferred placement.
 FULL_Description_Tab.jpg

A.png Description

Enter the description for this specific wine Product.

The description will be displayed on the Product page. 

 

Website Example: 
WEBSITE_-_Description_Tab.jpg

 

Select the "Save" button to save any information in the Description tab.  



 

**Categories Tab**

In the Categories tab, you can decide the placement for your wine product in your online store and Tablet POS. You may also choose whether or not this product is available for admin orders, and make it a featured product in the OMS.


Note: Your Product must be assigned to a Category to display to customers on your web store or Tablet POS.   


Tip: Categories listed in the "Online Store" section are sections you can create to organize and distinguish Products. For information about adding a new Product Category, please visit the Product Categories page.
 FULL_Category_Tab.jpg


Note: Fields marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these fields.

A.png **Online Store - Storefront**

If you want this Product to be available for purchase in your online store, you must check "Storefront" checkbox.

If you have sub-categories under the “Storefront” checkbox, you can add the Product to those for organizational purposes.

B.png **Online Store - POS Store**

If you want this product to be available for purchase on your Tablet POS system, you must check the “POS STORE” checkbox.

If you have sub-categories under “POS STORE” checkbox, you can add the Product to those for organizational purposes.

Note: A Category for your POS Store should always be marked as private, so it does not display the main online store.  

C.png Admin Add Orders

Checking the "Admin Add Orders" checkbox will enable the Product to be accessed in the admin panel  Order Management System (OMS). 

This option is selected by default in the system.  

D.png Featured Product in OMS

Checking the "Featured Product" checkbox will  add this Product to the "Featured Products" list in the admin panel Order Management System (OMS).

This list allows the user to quickly add popular Products to an order. It is advisable to mark Products that are in current releases and/or running on special as "Featured Products."

 

Website Example: 
WEBSITE_-_Category_Tab1.jpg

 


Select the "Save" button to save any information in the Category tab.  



 

Ratings Tab

Note: This tab is optional and is only available for non-responsive websites with the PIP display. If you do not have scores for your wine, or do not wish to share them, you may skip this tab.


On the Ratings tab, you can add ratings that will be displayed on the Product page. 
FULL_Ratings_tab1.jpg

A.png  "Add a Wine Rating" button

By select the "Add a Rating" button, you can add a wine Rating to the list.

Once the Rating window pops up, you can add:

  • Rating source
  • Score this wine received
  • Any rating notes

Select the "Add Wine Rating" button to save any information in the Rating window.  

B.png Wine Rating List Once ratings have been added, you can view all of the ratings for the Product in the Rating list. 


 

SKUs Tab

Note: This tab is optional and is only available if you have multiple SKUs enabled. If you do not have additional SKUs for this product, you may skip this tab.


If you would like to activate multiple SKUs for your website, please contact vinSUITE Client Services Team at support@vinsuite.com. 


 

Wine Details Tab

The Wine Details tab offers you the option of providing the more details about your wine. You may enter as many or as few details as you want - this tab is entirely optional. 


The Wine Details tab can be broken down into two sections. At the top of the page, you can enter detailed technical information about your product, such as alcohol content, residual sugar, harvest date, etc. Any information entered in these fields will generally appear in the table on the Product page on your website.


You also have the option to upload a tasting notes PDF on this tab, which your customers can download from the Product page.
TOP_Wine_Details_Tab.jpg

A.png Harvest Date Enter the harvest date for this product. 
B.png  Acid Enter any acids found in this product.
C.png Aging Enter any aging notes or how long a product has been aged.
D.png Bottling Date Enter the bottling date for this product. 
E.png Tannin Enter any tannins found in this product.
F.png Ageability Enter the aging potential for this product.
G.png Sugar Enter any sugars found in this product.
H.png pH  Enter the pH for this product.
I.png Fermentation Enter any fermentation notes for this product.
J.png Residual Sugar Enter any residual sugar for this product.
K.png Alcohol % Enter the alcohol content for this product.
L.png Download Wine Notes

Upload any wine notes or other documentation you would like customers to download from the Product page.

Note: Only PDF files can be uploaded in this section. 

You can change the text of the displayed link by altering the Wine Notes PDF Label in System Settings > Website Display tab.

 

Note: Any fields left blank in this section will not appear on your website. This section is optional, and empty fields will not alter the appearance of your website.


Website Example: 
WEBSITE_TOP_Wine_Details_Tab.jpg


On the bottom half of the page, there are open text fields where you can enter longer descriptions and other information about the wine product. 


Note: These open text fields only apply to websites using the “flat” product layout. If you have opted for the “tabbed” product layout, this information will be entered on the “Product Information Pages” tab.
 BOTTOM_Wine_Details_Tab.jpg

A.png Barrel Aging 

Enter how long a barrel has been aged in regards to the wine product.

This is useful for a short description, usually only referring to the length of time for aging. 

Example: 14 Months 

B.png Barrel Aging 

Enter what barrels were used when aging.

This is useful for a longer description, or when multiple types of barrels were used for aging. 

Example: 25% French Oak, 25% Cedar, 50% Oak

Note: You can only enter numeric values, so please do not include percentage symbols or decimal points.

C.png Varietal Composition

Enter any varietal composition for wine blends.

This is useful for  longer descriptions, or when multiple varietals are used.

Example: 25% Merlot, 30% Cabernet, 45% Pinot Noir

Note: You can only enter numeric values, so please do not include percentage symbols or decimal points.

D.png Open Text Fields

Enter any content or links in the corresponding field. The field available are:

  • Tasting Notes
  • Ratings
  • Awards
  • Vineyard Notes
  • Production Notes
  • Winemaker Notes
  • Food Pairing 
  • Production
  • Other Notes

Note: The field will only display on your website if content is entered. 

 

Website Example: 
WEBSITE_BOTTOM_Wine_Details_Tab.jpg

 


Select the "Save" button to save any information in the Wine Details tab.

 

 

Compliance Tab

The Global Compliance settings for all wine products should be set up in the vinSUITE State Profiles page. This compliance tab allows you to customize the compliance and shipper information for a specific product.  


Note: The compliance settings initially default to the settings in State Profiles, so unless there is something unique about the compliance for this particular product, this tab is optional and does not need to be altered.


If this particular product is available in different states or ships from a different fulfillment house than your regular stock, you can customize this tab.
ALL_Compliance_tab.jpg

A.png Override Global Compliance Settings toggle 

Switch the 'Override Global Compliance Settings' toggle to “YES” if you want this product to follow the Compliance settings in this tab, instead of the global compliance settings on the State Profile page. 

Note: With this box checked, this product will not be affected by compliance changes made in the State Profile menu.

B.png  Will Call Switch the 'Will Call' toggle to “YES” if this product is available for customer pick-up at the winery. 

Example: Switch the 'Will Call' toggle to “YES” if all your other wines are available to ship, but this particular wine is only available for pick-up at your brick and mortar location.
 
C.png State Lists the state that follow compliance and shipper settings for this product. 
D.png Compliance Select the compliance status for the product in a particular state. The compliance statuses you may choose from are:
  • Not Compliant
  • Pending
  • Approved
  • Denied
  • Resubmitted
E.png Shipper Select the fulfillment house for the product in a particular state.
F.png Shipper SKU Enter the Shipper SKU for this product's fulfillment house in a particular state.


Tip: If an online customer selects a shipping state that the product is not compliant in, the product will still be displayed in the web store, but a button to purchase the product will not be available.

Select the "Save" button to save any information in the Compliance tab. 

 

Inventory Tab

The Inventory tab offers you the option to keep track of bottle in stock, and this tab is entirely optional. 

Note: Once you add inventory for a product, the inventory for that product is activated and cannot be deactivated. If you want to stop using tracking inventory for a product that has been activated, we recommend adding a large number of bottles to the inventory, such as 50,000.

All purchases decrease inventory, while voids, returns, and refunds will add inventory back. Cancelling an order will also return stock into the designated product's inventory, but it will not return funds back to the client or stop fulfillment.
FULL_Inventory_Tab.jpg

A.png Initial Inventory

Enter the initial inventory (bottle count) for this product. 

B.png Out of Stock Option Select the option the system follows when this product becomes out of stock.

Deactivate: The product will no longer be available for sale, and no message will be displayed.

Display Message, Don’t Sell: The Out of Stock message will display on your website, but the product will NOT be available for sale.

Sell Below 0 and Display Message: The Out of Stock message will display on your website, but the product will stay available for sale.
 
C.png  Out of Stock Message Enter the message that will be displayed when the product becomes out of stock.

Note: This message will only be displayed if you have selected “Display Message, Don’t Sell” or “Sell Below 0 and Display Message."

If you have “Display Message, Don’t Sell” or “Sell Below 0 and Display Message” selected and do not enter a message, a blank space will display on your web page.
 
D.png Display Quantity Remaining When Quantity Below Enter the amount that triggers the inventory to display on your website. 

Tip: When you are close to selling out of this product, you can have the system display the inventory number on the website and create a sense of urgency for your buyers.
E.png Email Notification When Lower Than Enter the amount that triggers an email notification to the admin when the inventory is getting low.

The email notification messages will be sent to the inventory email, which can be set under the Inventory tab of the system settings.
 
F.png Do Not Send Inventory Alerts For This Product Check this checkbox if you would would like to stop the system from sending inventory alerts for this product.
G.png Out of Stock When Inventory Reaches Enter the amount when this product will display as "out of stock" on your website.

Tip: This amount defaults to zero, but you can set the amount higher to
accommodate additional wine reserve for allocations, winemaker's library, custom club, etc. 


Once you click the 'Save' button for the initial inventory, three new fields will appear. 
AFTER_Inventory_Tab.jpg

A.png Current Inventory

Update the amount of bottles you have available.

Once inventory has been added the first time, you can manually adjust the inventory number by clicking the green pencil.

B.png Pending In Shopping Carts Inventory Displays the inventory amount currently held in shopping carts for incomplete, pending, quarantined, hold and saved orders. 
C.png Pre-ordered Allocations Inventory Displays the inventory amount currently held for allocations.
 

 


Select the "Save" button to save any information in the Inventory tab. 

 

Meta Tags Tab

The Meta Tags tab establishes the metadata for this Product’s details page. Metadata can be used to help search engines find your page.
FULL_Meta_Tags_Tab.jpg

A.png Meta Tag Title Enter the title for the meta tag.

The title tag can be used for Search Engine Optimization (SEO) and will be displayed in several different places. It will be shown at the top of the browser window on the Product’s details page. It will also be the main text displayed in web search results, and will often be pulled as the title of posts when a link to this page is shared on social media.

Tip: Keep title tags short and put the most important words first.
 
B.png Meta Tag Keywords

Enter any keywords for the meta tag.

Note: Previously, meta tag keywords were important for search results. However, they are less important, if used at all, for modern search engines.

Tip: If you choose to use keywords in your SEO strategy, be cautious not to use too many keywords, and make sure all of your keywords relate to content on this page – using too many irrelevant keywords can flag your page as spam.

C.png Meta Tag Description Enter the description for the meta tag.

The description briefly summarizes what your site or page is about, and the text is displayed underneath the title tag in search results. Without a meta tag description, search engines will pull a random sentence or two from your page – the description tag allows you to control how this page is displayed in search results.

Tip: Keep this meta tag description between 150 and 160 characters.
 
D.png Marketing URL Enter the marketing URL for the meta tag.

The marketing URL will create a cleaner URL to access that page, such as “cabernet”. Search engines also use this portion of the URL to return organic search results and can be included as a part of your SEO efforts.

Note: It is recommended that your marketing URL has NO spaces.

 

Website Example: Meta Tags TitleMeta_Tags_-_EX_Website.jpg

Select the "Save" button to save any information in the Meta Tags tab. 


 

Collateral Tab

The Collateral tab is entirely optional per product and should only be completed if you want to attach collateral to accompany this wine product.

If you would like to learn more about Collateral, please visit the
Add Collateral page.

Note: If you cannot access this tab, but want to add Collateral, please contact the Client Services Team at support@vinsuite.com.

Collateral_NoItems_.jpg
 

Attach Collateral to a Product

1) Click the 'Add Collateral' button within the Product's tab.
Collateral_ADDItems_.jpg

2) Select the Collateral from the drop-down menu you would like to accompany this particular wine product.
Collateral_SELECTItems_.jpg

3) Enter the quantity of the Collateral.

4) Click the 'Save' button.
Collateral_SAVEItems_.jpg
 

5) The new Collateral will be displayed. If you make a mistake or later wish to change this Collateral, you can click the 'Edit' or 'Delete' button for this entry.
FULL_Collateral_Tab_New_Item_.jpg

Note: If you are a ShipCompliant user, you will need to make sure to set up your Collateral SKU in ShipCompliant with a brand key of NONWINE.

 

Product Information Pages Tab

Note: This tab is only functional in eWinery, and if your Base 2 website is enabled for Tabbed Product Display.

For more information on this setup, please visit the eWinery Wine Products page in the eWinery admin panel.  
   

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