System Overview - How to get started



Student Wine is a winery management application, web based using Open Source software. It will record and report on pressing grapes, movement between wine vats, analysis and treatment of wine, blending wine and bottling wine.

This document is aimed at giving you a quick overview of the application and walking you through the creation of working winery. Student Wine allows you to set up, monitor and report all the main activity in your winery. It is desigend for a small medium winery, perhaps employing a few staff and maybe making wine on behalf of others. It provides a degree of rigour to the record keeping aspect of wine making which can be beneficial both from a statutory reporting perspective as well as cost and performance monitoring.


The Production process

Student wine is designed to work from the initially pressing of grapes through to the bottling of wine. The process is broken down into the main components or tasks and this forms the basis of the operating menu. The recording of the crush or pressing of grapes is done in 'Delivery to Press', once pressed the juice is drawn off in the 'Drawn from Press'. Once the juice is into a fermentation VAT it can be moved between tanks in 'Movement between tanks', within this process you can rack and filter wine and you can analyse and treat the wine.

You can view and add to the analysis of each tank through separate men choices and you can also add tasting notes at any point. Wine can be blended, moved in and out of cold storage and blended prior to bottling.


How Student Wine works

Student Wine is web based which means it uses browsers to interface with you. Not all browsers render a screen the same, for example an Apple computer will present slightly different colours to a PC. The program starts with a menu, the Production Process, Reports and Maintenance. From these you can select detail to work with which will normally be presented in list form. The screen will contain a number of menu options for individual actions to select a record, add a record, report on a record or perform a number of related actions on that record. In certain cases the list can be customised to present selected records only, for example you can list only red wine records or wine tanks that are at fermentation Data is stored in a MySQL database on the hosting server. Backups of the data can done to local computer and on the hosting server. Access is password controlled and encrypted.

Once logged in navigation is provided by a menu across the top of the screen, such as the Main Menu below

or through small single characters denoting specific actions, for example to add analysis details or to add additives and treatments.

To select a record select a single character button. In the example below the letters and denote the function of the buttons. A record selected in the left hand column will take you to a pop-up detail screen offering the opportunity to Change the record. Selecting the right hand column will offer the opportunity to Delete the record.

The menu for the record list provides access to a range of tasks and facilities.

The buttons provide access to the following:

In addition there are a number of button links on the right hand side of the screen

There always the same two columns RPT for reports and MNT for maintenance. To access the reports click on the letter and the report will open in a new window providing detail on that record. If you select from the maintenance column you will be able to add analysis to that tank. If you select you wil be able to add treatments or additives to the tank.

While all these tasks can be performed from the list screen it is often easier to work with an individual tank. As you use the program so the tanks used and their current state build up on the Main Menu. Below is a snapshot from the Main Menu screen showing the current status of the storage tanks. It provided details on the variety, grower, free space and wine contained in it. Each tank also has to letter buttons on the tank. The in this case provides access to a small activity window that allows you to move the wine to another tank, add an analysis and add a treatment or additive. You can select to obtain a status report on the tank, tracing back the movement of wine in and out of the tank and the analysis, treatment and additives for the current wine in the tank.



Getting Started - How to set up a working winery

This system tracks wine. This is done by following the movement of wine between tanks. It tracks the following:

  1. Movement between tanks by grower, variety and status
  2. Variety information by Variety, Area, Year, and Yield
  3. Analysis, treatments and additives
  4. Taste and Quality by taste category and it's quality
  5. Gains and Losses

The system always zero balances. When wine moves, the From quantity will always equal the To quantity plus or minus the gains and losses.

The program uses the Wine Process Orders (WPO) to denote each transaction.

Step 1

To set up a working winery, reference data needs to be added first before you can start recording activity:

  1. Fermentation VATs or Storage tanks - These are places you move wine To (into) or From (out of). The program will generate some default tanks for you. You need to add all your tanks, barrels, bottling lines, and any other place wine is moved To or From
  2. Varieties - Add grape varieties you use to make wine.
  3. Areas - Places where varieties are grown.
  4. Additives - A number of default materials will be generated however you will need to enter the quantities held in order to use them.
  5. Company (Growers, Suppliers and Customers) - You need to add the details of growers (including your own business if you are a grower), suppliers can be recorded against materials and customers who can be recorded against products
  6. Products - You can add details about varieties, bottles required, bottle type and capsule

Lets get started.

  1. First: Select Maintenance from the Main Menu. You will work your way down the menu on the left hand side adding the necessary information to each of the items above. You do not need to a press plan or contract details to get started. Start by selecting Storage setup and maintenance, click on the letter
  2. Second: You will be presented with a list of the current tanks generated when the site was set up. These are mainly 'phantom' codes (LOSS, GAIN). You need to add you own tank details. To do this you need to select Add from the menu along the top to enter new tank details
  3. Third: The detail screen provides you with data entry points and drop down lists for all the data to be collected. Initially you may not have all the detail that you can store, however you can return later if you wish to. The Help screen (click on to access) provides details on what is required and what is optional.

To get started you must enter some tanks, varieties and a grower. Without these it is not possible to start recording any movements. Once you have done this you have the basics of a working winery:

Step 2

Once you have added you reference data you can return to the Main Menu and select Deliver to Press from the Production Process. To make the selection click on the image

You will then be presented with a menu across the top of the screen and no records. Select Add to add a new pressing. Use the help screen to provide you with the details of what needs to be recorded, what different terms mean and how to save a record.

Once you have saved your first pressing you will be returned to the record list for deliveries and the new record will show on the list. It is then a qustion of working through the production process recording the movement of the wine and actions taken. You can also schedule work to examine the impact and to set work for someone to complete. Movement between tanks is restricted to a single variety and grower, however blending allows you to blend different varieties together for a single grower and wine colour.



Student Wine is offered as a service (SAAS) on an annual fee basis. You can 'view' the demo to get a feel for the application. The licencing model consists of a 3 month 'Introductory' licence which allows you to establish your winery and evaluate whether the application suits you. Once the three months is completed, an annual licence will be required for continued use.

The annual licence provides the following:

  • A separate URL and database
  • Annual, web based, support
  • Hosting
  • Maintenance upgrades


    Getting Support

    As you work your way through the program there are Help screens to help you understand the functionality. If you have any questions or require greater explanations please email: Support