cellar management

Presentation by Edgar Dsouza, Asst. Professor, Goa University

CELLAR•The Cellar•Cellar Products•Refrigeration System & Storage Condition•Safety & Maintenance•Stock Management•Gas Systems•Key handling & Storage•Safety Procedures


IntroductionCentralized storage area for bulk

quantities of liquor and beverages

May be a traditional cellar or coolroom

Protects valuable stock from theftMaintains the quality of the stockMonitors the movement of the

stockManaged by a cellar-man.


Main responsibilities of a Cellar-man

Stock the cellar with adequate supplyEnsure uninterrupted supply to barsStore alcohol at appropriate

temperatures to prevent spoilageIssuing against authorized requisitionsUpdate the records of the cellarProtect the stock from theft & other

malpractices.


Cellar ProductsThere are 2 main categories of alcoholic

beverages1. Fermented2. 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.


Sparkling wines Imported winesLocal winesAromatized winesFortified winesLiqueurs Imported SpiritsLocal spiritsBeers (packaged and bulk)Other fermented beverages Aerated drinks and Mineral watersPost-Mix juices and syrups

Cellar Products


Cellar LocationIdeally basement or underground

where the room will be dark, cool and free from vibration

It should be well ventilated and cleanIn an area where the temperature

remains similar all year roundLighting should be dimHumidity should be

between 60 and 80


Areas & TemperaturesArea 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 ProceduresUnopened bottle cases are stored at lower levelOpened cases should be emptied and stored

using FIFOAll 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 returnedStore Sparking, white & rose wines in the coolest

areas or nearest to the floorsReds should be stored near the ceiling since

warm air rises.


Storage ProceduresIf 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 SystemsRefrigeration 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 refrigerationWorks on the Interior evaporator & exterior condenser principle.Cellarman must follow these simple rules:Keep the coolroom cleanKeep the doors shut whenever possibleWipe the door seals daily, check hingesKeep the compressor unit

clean & dustfreeEnsure that the compressor

has free air circulation around it

Check the coolroom temperatures daily


Safety & maintenanceTurn off all machinery before working on itFan belts should be covered by safety cages

at all timesMost coolroom accidents results from staff

getting their hands or clothes caught in the fan belts

Worn or loose fan belts can result in accidentsAll 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 CabinetsLike 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 ManagementTo make sure adequate stocks are available

when requiredTo make sure that too much stock is not

heldTo make sure that stock is kept in top

conditionTo make sure that stock is rotatedTo prevent and discover theft, loss and

wastageTo ascertain the value of stock for the

purpose of calculating P&LTo analyze changes in taste & sales patterns


Bin Cards The traditional tool for the control of bulk

stock in the cellars and storeroomsThere 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 systemVital part of many modern stock

control systemsBarcodes 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 GoodsOrders are placed based on bin cardWhen goods are received, deliveries are

checked for accuracy and proper records kept

Check that stock received matches the orders

Ensure delivery area is clearNecessary trolleys and other equipmentsCount & prepare documentation for any

returns, empties or used kegs for collection


Checking & Signing for deliveriesGoods 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 cellarRecords must be kept of goods which leave

the cellar (dispatches)Cellar stock must go to bars, restaurants, or

may leave the premisesStock should be issued against requisitions

and staff should check the receipt of stockReturnable 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 safePassage ways to goods must be kept clean

and clearStock must be stocked neatly to allow

proper stock rotationStacked 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

Food

edgar dsouza

goa university

wines local wines

wines liqueurs

fortified wines

red wines

table wines

white rose wines