Inventory & cellar records · Wineries & beverage production
Keep bond inventory accurate and reconciled.
Every transfer, racking, and bottling run has to hit the bond record, but the cellar log lives on a clipboard. By month-end the 5120.17 won't tie out.
The reality
The cellar is a bonded-inventory ledger.
Wine in a bonded premises moves constantly — additions, transfers in bond, losses to evaporation, gains and losses on blending — and each movement has to be recorded with the right tax class and volume so the 5120.17 reconciles. When the cellar work sheet doesn't match the perpetual record, the month-end close turns into a hunt for the missing gallons.
The operator records every cellar transaction against the bond, applies the correct tax class, accounts for known losses, and continuously reconciles the perpetual inventory to physical counts. The 5120.17 ties out and the bond record is audit-ready at all times.
How the operator runs inventory & cellar records
Transaction CLR-3382 · Tank 14 → 22
posting- Volume captured — 1,180 gal
- Tax class assigned
- Bond record updated
01Record the cellar transaction
Captures each transfer, racking, or blend with volume and tax class, and posts it to the bond record.
Reconciliation REC-0907 · Cellar
reconciling- Perpetual vs physical compared
- Evaporation loss applied
- Variance on Tank 09 — flagged
02Reconcile perpetual to physical
Compares the perpetual inventory to physical counts, accounts for known losses, and flags unexplained variance.
Report 5120.17 · Monthly
tying out- Bond ledger summarized
- Totals tie by tax class
- Report prepared for filing
03Close the bond period
Builds the TTB 5120.17 from the bond ledger, ties out by tax class, and prepares the report for filing.
The outcome
−60% of cellar admin off the team
Bond inventory accurate and reconciled at all times.
- Every cellar movement hits the bond record with the right tax class
- The 5120.17 ties to the gallon at month-end
- Perpetual and physical inventory stay in agreement, not drifting apart
Common questions
Inventory & cellar records
- What does the Inventory & cellar records operator do?
- The operator records every cellar transaction against the bond, applies the correct tax class, accounts for known losses, and continuously reconciles the perpetual inventory to physical counts. The 5120.17 ties out and the bond record is audit-ready at all times.
- What impact does the Inventory & cellar records operator have?
- −60% of cellar admin off the team. Bond inventory accurate and reconciled at all times.
- How does the Inventory & cellar records operator work?
- Captures each transfer, racking, or blend with volume and tax class, and posts it to the bond record. Compares the perpetual inventory to physical counts, accounts for known losses, and flags unexplained variance. Builds the TTB 5120.17 from the bond ledger, ties out by tax class, and prepares the report for filing.
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