Cellar Management

•The Cellar
•Cellar Products
•Refrigeration System &
Storage Condition
•Safety & Maintenance
•Stock Management
•Gas Systems
•Key handling & Storage
•Safety Procedures
Presentation by Edgar Dsouza, Asst.
Professor, Goa University

Introduction
 Centralized storage area for bulk
quantities of liquor and beverages
 May be a traditional cellar or coolroom
 Protects valuable stock from theft
 Maintains the quality of the stock
 Monitors the movement of the stock
 Managed by a cellar-man.

Main responsibilities of a Cellar-man
 Stock the cellar with adequate supply
 Ensure uninterrupted supply to bars
 Store alcohol at appropriate temperatures
to prevent spoilage
 Issuing against authorized requisitions
 Update the records of the cellar
 Protect the stock from theft & other
malpractices.

Cellar Products
 There are 2 main categories of alcoholic
beverages
1. Fermented
2. Distilled
 Fermented drinks must
be handled and stored carefully
 Most demanded FB are wines and beers,
very sensitive to change in temperatures,
humidity, light & vibration
 Extremes of these conditions can spoil them
 Distilled bevgs are not as sensitive.

Cellar Products
 Sparkling wines
 Imported wines
 Local wines
 Aromatized wines
 Fortified wines
 Liqueurs
 Imported Spirits
 Local spirits
 Beers (packaged and bulk)
 Other fermented beverages
 Aerated drinks and Mineral waters
 Post-Mix juices and syrups

Cellar Location
 Ideally basement or underground where the
room will be dark, cool and free from
vibration
 It should be well ventilated and clean
 In an area where the temperature remains
similar all year round
 Lighting should be dim
 Humidity should be
between 60 and 80

Areas & Temperatures
 Area for storing spirits, red wines and keg
beers (Front part of cellar where issues are
made) : 13 -16°C (55-60°F)
 Refrigerated area for storing sparkling,
white and rose wines: 10°C (50°F)
 Optional area if movement of keg beer is
slow: 6 - 8°C (43 - 47°F)
 Bottled beers and aerated beverages:
12.5°C (55°F)
 Unrefrigerated area for receiving empties

Storage Procedures
 Unopened bottle cases are stored at lower level
 Opened cases should be emptied and stored
using FIFO
 All table wines are stored horizontally with label
facing up.
 Fortified wines are stored upright (except vintage
Port)
 If the bottle has a faulty cork and shows signs of
leakage, its should be returned
 Store Sparking, white & rose wines in the coolest
areas or nearest to the floors
 Reds should be stored near the ceiling since
warm air rises.

Storage Procedures
 If a case of wine contains
bottles of different ullage
levels, the bottles with
more ullage should be
issued first.
 Spirits, liqueurs, juices,
squashes and waters are stored upright,
keeping new arrivals behind old ones.
 Empties from bars have to stored in
appropriate crates and its completion
ensured.

Refrigeration Systems
 Refrigeration systems operate on the same
principal as boiling water. A “refrigerant” is
used instead of water
 The refrigerant remains within the system,
absorbing heat, turning to gas, releasing the
heat, cooling and being compressed to liquid
in a continuous cycle.
 Major parts of the system are Internal
Evaporator and External Condensing Unit
 The Condensing unit consists of a
compressor and a condenser.

Coolroom refrigeration
Works on the Interior evaporator & exterior
condenser principle.
Cellarman must follow these simple rules:
 Keep the coolroom clean
 Keep the doors shut whenever possible
 Wipe the door seals daily, check hinges
 Keep the compressor unit
clean & dustfree
 Ensure that the compressor
has free air circulation
around it
 Check the coolroom temperatures daily

Safety & maintenance
 Turn off all machinery before working on it
 Fan belts should be covered by safety cages
at all times
 Most coolroom accidents results from staff
getting their hands or clothes caught in the
fan belts
 Worn or loose fan belts can result in
accidents
 All maintenance work should be carried out
by qualified refrigeration and electrical
mechanics
 The heat exchangers must be inspected bi-monthly
to ensure they are dust free.

Refrigerated Cabinets
 Like coolrooms they are refrigerated by systems
which extract the heat from enclosed space
 The contents of the refrigerators must be kept
clean for efficient operations & preservation of
contents
 Temperatures should be checked periodically
and adjusted when necessary
 Compressors and coils
must have sufficient free
air circulation, and must
be kept clean.

Cooling Systems
 Instantaneous coolers
(Shock Coolers)
 Chilled water systems
(Glycool tank & Chiller plates)
 Ice bank systems

Stock Management
 To make sure adequate stocks are available
when required
 To make sure that too much stock is not held
 To make sure that stock is kept in top
condition
 To make sure that stock is rotated
 To prevent and discover theft, loss and
wastage
 To ascertain the value of stock for the
purpose of calculating P&L
 To analyze changes in taste & sales patterns

Bin Cards
 The traditional tool for the control of bulk stock in
the cellars and storerooms
 There should be a card for every item.
 The bin card or computer stock record will be
updated whenever stock is checked, issued or
received.

Barcode system
 Vital part of many modern stock
control systems
 Barcodes identify items precisely for
stock control and ordering purposes
 All stock being received or issued is
swiped, quickly recording its
movement and adjusting
stocks automatically.

Receiving Goods
 Orders are placed based on bin card
 When goods are received, deliveries are
checked for accuracy and proper records
kept
 Check that stock received matches the
orders
 Ensure delivery area is clear
 Necessary trolleys and other equipments
 Count & prepare documentation for any
returns, empties or used kegs for
collection

Checking & Signing for deliveries
 Goods delivered must be
accompanied by a delivery note or
copy of the invoice
 Check that the items on delivery note
tally, tick & count.
 Check the goods- correct brand, size,
package etc
 If there are discrepancies they should
be correctly noted in the delivery note.
 Sign the delivery note if accurate

Stock leaving the cellar
 Records must be kept of goods which leave
the cellar (dispatches)
 Cellar stock must go to bars, restaurants, or
may leave the premises
 Stock should be issued against requisitions
and staff should check the receipt of stock
 Returnable items, containers, empty kegs,
gas cylinders have to be returned to
suppliers, records are kept of it
 The documentary records of receipts and
dispatches is used to update the bin cards or
computer records

Storage of Goods in the Cellar
 Goods stored must be accessible and safe
 Passage ways to goods must be kept clean
and clear
 Stock must be stocked neatly to allow proper
stock rotation
 Stacked based on FIFO, it must also be easy
to see how old it is.
 Cartons, crates and boxes should be stacked
clear of the floors on pallets to make sure that
they don’t get damp
 Stacks of cartons should not be more than 15

Cellar Management

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