Spreadsheet instructions
Overview
This document describes how to use Vinfolio's wine inventory spreadsheet template so that the details
of your collection can be automatically imported into your VinCellar account. The template requires
Microsoft Excel which is included with the Microsoft Office suite. After you have filled in the desired information
according to the instructions below, please email the spreadsheet to your Client Service Executive at
Vinfolio for importing to your VinCellar account.
The spreadsheet template format
The wine inventory spreadsheet template provided by Vinfolio has some basic characteristics that should
remain unchanged for the data to be imported properly:
All data must be on the first sheet in a row/column format.
The first row contains a header for each column which must be spelled exactly as one of the options
appearing in the table below.
Each subsequent row represents a single inventory record.
Each record can represent any quantity of bottles but only one specific vintage, wine, and bottle size.
Columns can appear in any order across the spreadsheet.
We also support the importing of information describing bottle grouping and position within the cellar.
Please contact us if you have this type of data, and we will help you organize and format it for importing.
Download and view the template with sample data.
(delete and replace the sample data before uploading your spreadsheet)
(delete and replace the sample data before uploading your spreadsheet)
The spreadsheet column details
Column headers are case-sensitive.
For some columns, several different column headers are allowed.
Many columns are optional as indicated below.
Formulas are not allowed for numeric columns.
The contents of some columns must conform to a particular format, shown below if applicable.
| Inventory Field | Column header | Format (if any) | Description |
| Year | Year | YYYY, NV | Defaults to NV if blank. |
| Producer Name | Producer | Defaults to Unknown if blank. | |
| Wine name | Wine Name | OPTIONAL - If blank, Wine Name is created by combining Producer, Varietal, Region, Sub Region, and Sub Sub Region values. If the region values are blank, Producer Name is used for the Wine Name. If Producer Name is also blank, the record is ignored. | |
| Varietal | Varietal | OPTIONAL | |
| Color | Color | red, white, rose | OPTIONAL - must match one of the three choices. |
| Bottle Size | Size | In milliliters e.g. 375ml, 750ml, 1.5L | Defaults to 750ml if blank. |
| Quantity | Quantity | number | Defaults to 1 if blank. |
| Collection | Collection | OPTIONAL - default "My Cellar" is used if blank. | |
| Country | country | OPTIONAL | |
| Region | region | OPTIONAL | |
| Sub Region | Sub Region 1 | OPTIONAL | |
| Sub Sub Region | Sub Region 2 | OPTIONAL | |
| Storage Site | Storage Site Name |
Default "Home Site" is used if blank. If provided, the following special site designations are recognized:
Prearrival, Sold, Removed, Gift, Spoiled, Lost, Consumed For site names not in this list, a personal site with the provided name is created. |
|
| Grouping | Grouping | OPTIONAL; Please see bullet point above about importing of information describing bottle grouping and position within the cellar. | |
| Placement | Placement | OPTIONAL; Please see bullet point above about importing of information describing bottle grouping and position within the cellar. | |
| Case Number | Case | OPTIONAL | |
| Transaction date | Txn Date | MM/DD/YYYY | OPTIONAL |
| Transaction source | Txn Source | OPTIONAL | |
| Transaction invoice | Txn Invoice | OPTIONAL | |
| Transaction delivery date | Txn Delivery Date | MM/DD/YYYY | OPTIONAL |
| Transaction unit price | Txn Unit Price | OPTIONAL | |
| Transaction unit tax | Txn Unit Tax | OPTIONAL | |
| Transaction unit shipping | Txn Unit Shipping | OPTIONAL | |
| Transaction unit premium | Txn Premium | OPTIONAL | |
| Transaction lot | Txn Lot | OPTIONAL | |
| Transaction auction | Txn Auction | OPTIONAL |