Cellarnova Open the app

How Cellarnova works

Cellarnova is your digital wine cellar: photograph the label and the app fills in the name, producer, vintage, market price, scores, drinking window, the range of the estate and a taste profile. This short guide walks you through the main steps. At the top of the app, next to the logo, is the Manage button; in this guide we simply call it the menu.

A question? Tap Help

At the top of the app is the orange Help button. Tap it, type your question in plain words and tap Send: you get an answer right away, for example about reading in photos, processing an invoice or putting your wine list online. The help knows this user guide, the frequently asked questions and, for a business, the getting-started guide. It does not look into your cellar and does not know your bottles or your details: so ask how something works, not what is going on with one particular bottle. With New conversation you start again.

Rather someone from our team? If your question is not solved, a green box Would you rather chat with someone from our team? appears in the conversation. Enter your mobile number, with the country code, and tap WhatsApp our team. Our team reads the conversation and sends you a WhatsApp message.

Installing Cellarnova

On a computer there is nothing to install: open cellarnova.com or simply click the link.

On iPhone and iPad you put Cellarnova on your home screen. After that it works like a real app.

  1. Open cellarnova.com in Safari: type the address, click the link or scan the QR code. You arrive at the sign-in screen. At the bottom, on the left of the address bar, tap the menu button (picture 1).
  2. Tap Share (picture 2).
  3. Tap View More (picture 3).
  4. Tap Add to Home Screen (picture 4).
  5. Tap Add at the top right (picture 5). Done: Cellarnova is now on your home screen as an app.

No menu button at the bottom, but a share button in the middle (a square with an arrow pointing up)? Then you have an older version of Safari: tap it and continue at step 3.

Installing on iPhone, step 1
1. Menu button
Installing on iPhone, step 2
2. Share
Installing on iPhone, step 3
3. View More
Installing on iPhone, step 4
4. Add to Home Screen
Installing on iPhone, step 5
5. Add

On Android it works too, in Chrome:

  1. Open cellarnova.com.
  2. Tap the three dots at the top right.
  3. Choose Add to Home screen. If you see Install app, choose that.

Cellarnova then appears as an icon among your apps.

Do you have a Samsung? Do it in Chrome, not in Samsung Internet. If you put the app on your home screen from Samsung Internet, Android reports "Unsafe app blocked - this app was built for an older version of Android". That is not a fault of Cellarnova, nor of your device: Samsung Internet itself makes an outdated package of the app, and Android 14 and higher refuses that. Do not choose "Install anyway", but open cellarnova.com in Chrome and install there; in Chrome the warning does not appear. If you are in the app with Samsung Internet, Cellarnova itself offers a button Open in Chrome.

1. Adding a bottle

  1. Open the menu at the top right and tap ＋ Wine at the top, under My cellar.
  2. Tap Read in photos (1 to 1000) and photograph the label. Whether it is one bottle or your whole cellar: it is the same window. You can also pick the photos from your camera roll, or upload a whole folder at once.
  3. Where do these bottles go? At the top of the read-in window you choose one location for all bottles in this batch, for example Cellar or Wine cabinet. If you choose nothing, they go to Not yet decided; for a business, to My restaurant. You can still move each bottle separately afterwards.
  4. Finished photographing? Tap Process all photos now. You need do nothing more.
  5. Feel free to put your phone away. We do the lookup on our server: it carries on when you lock the screen or close the app. Your bottles are usually in your cellar within a quarter of an hour, with name, vintage, price, drinking window, taste profile and notes filled in. For a whole series it can take until the next morning; the app tells you so.
  6. Then check the quantity and the location: those are the two things we cannot read from a photo. As soon as your bottles are ready, the bar Your photos have been read in appears at the top. Tap it: your list then shows only the newly read-in bottles, so you can go through them quickly. Open a bottle with Edit and fill in the quantity and the location, together with your own reference if you use one. With Show all bottles you see your whole cellar again.

How should you take the photos? Take no more than three photos per bottle, always in the same order: first the front label, then the back label, and only as a third photo a detail (the neck label, the vintage or the box). Two photos are usually enough; only take the third if something is missing. The back label is not a minor detail: that is where the alcohol content, the volume, the bottler and often the grapes are. Fill the frame with the label, straight on and without flash: glare on the glass is the main cause of unreadable text. Never put two bottles in one photo.

Photographing a whole series of bottles in a row? Always start each bottle with the main label, then just keep going: you don't need to wait between two bottles. Cellarnova uses the time of each photo to see the order in which you took them, and a new main label means a new bottle. Use the original photos from your camera roll, not photos forwarded via WhatsApp: WhatsApp shrinks the photos and removes the time they were taken, so the order and the grouping per bottle are lost.

Reading in a purchase invoice. Under ＋ Wine tap invoice and choose a photo or a PDF. We read every invoice in the background, even a single photo or a single PDF: you don't have to wait and can carry on straight away. As soon as it has been read, a strip appears at the top. When checking it, you choose what you take over: add the quantities to your stock, create the new wines, the purchase prices, and link the wines to the invoice and the supplier (for the order list). We only create a new wine if the producer, the name and the vintage are on the invoice (for sparkling wine, spirits, sake and beer the vintage may be missing); otherwise you get a question and fill in the estate, the name, the vintage and the colour yourself. The window also shows which wines from the invoice still need a label photo, or "Everything is in order". The invoice itself is added as a private photo to each bottle from that invoice: it never goes along when you share a bottle and never appears on a wine list.

Lists that appear as you type. For country, region and grapes a list appears as soon as you start typing: every country in the world in your language, 2,717 regions and appellations from the official registers, and 857 grape varieties with their usual other names (feel free to type Shiraz for Syrah or Spätburgunder for Pinot Noir). If you have already filled in a country, the list only shows the regions of that country. Separate several grapes with a comma.

Capitals, accents and punctuation do not count. In those lists and in the search bar of your cellar you may type it the way it sounds: "cote rotie" finds Côte-Rôtie, "gruner" finds Grüner Veltliner and "hawkes" finds Hawke's Bay. You first get what starts with your letters, then what contains a word starting with them, so "montrachet" also shows Chassagne-Montrachet.

Did the lookup fail? Then a red label Lookup failed appears on the card, with the reason when you touch it. Open the bottle and tap Read label again. A photo of a screen or of a web shop rarely gives a good result: photograph the bottle itself.

What you fill in and what the app looks up. In the edit screen of a bottle already in your cellar, you only fill in what we cannot know: the quantity, the location, your own reference, your purchase price and the mark "do not touch". The name, the origin, the price, the drinking window and the notes we look up and keep up to date; that way the same wine has the same details for everyone. Is something wrong? Let us know via hallo@cellarnova.com and we correct it for all members at once.

Your personal touch for this bottle. In the edit screen, under For you to fill in, you write a sentence of your own for a bottle, an emoji is fine: "For our wedding anniversary", "A gift from Dad". The sentence appears in italics under the name in your cellar. It stays private to you: it is not included when you share a bottle and it does not appear on the wine list. Do you run a business? Then there is also Your own line for this wine, in the block Sales in your business. That line does appear on the wine list for your guests.

Where does the price come from? Next to the market price is a coloured dot: green means the price comes from the international price database, blue that it was looked up on the web. If you typed the price in yourself, there is no dot. Below the price it says briefly what it rests on, with the date (for example "4 listings for 2018"). If we find two amounts, we always take the lowest and explain why in Price details. If it is an estimate, or there is no listing for that vintage, that is stated explicitly.

The coloured tick next to the wine code. On the card of every bottle there is a coloured tick ✓ to the right of the wine code. It says how far Cellarnova has got with that bottle and has nothing to do with the price: that is the dot next to the market price above. Green: thoroughly checked and translated. Blue: the bottle is there with the main details and we complete them further. Yellow: the text is there, the translation into your language is still being made, usually within a quarter of an hour. Blue and yellow are therefore not errors; you need do nothing. If the tick blinks orange, the bottle is still not fully checked after 48 hours; we sort that out too. Tap the tick and you read what it means at that moment.

Where is the bottle? First "Not yet decided". A new bottle shows Not yet decided under Where the bottle is, until you choose a location yourself. That way the app does not invent a place and your layout stays right. Besides your wine cabinet and your cellar you can name ten locations of your own (for example "Holiday house" or "At my sister's"), in the menu under Name locations. For each location there is also a tick counts: turn it on for what really belongs to your own stock, and leave it off for bottles you lent out or set aside. Only what counts appears at the top under bottles at home and the value. You find bottles without a location via Where? → Not yet decided (chapter 2).

Price details. Under every bottle is the button Price details. It shows where the price comes from and how recent it is, the lowest and highest listing when known, why wine prices vary so much, and the bottle's price history. There you also enter your own purchase price. If the price comes from the international price database, there is also a card European price check: when we checked the price with European shops, what they charge compared with the price database, and which of the two we applied. The price database gives a world average in which American shops weigh heavily; if that is clearly higher than what you pay in Europe, the European price takes precedence. A button Where to buy? only appears when a wine merchant who is a Cellarnova member offers that wine; until then it is not there. The full explanation is on the page How is the price put together? of our website.

No market price yet? Then Price details shows how long we have been searching: "search day 3 of 7". We check again every day, for seven days. If we still find nothing after seven days, the wine is not offered for sale anywhere and we stop searching; you can then enter your own purchase price. With the button Search again for 7 days you have us search for another seven days; you don't need to do anything else, the price appears by itself as soon as we find it. A price can still come in after we stop: the international price database rechecks every wine with a vintage at most once a month, and if another customer reads in the same wine, we search again.

Your own purchase price. In Price details, under Your purchase, you enter what you paid yourself. One amount is enough, excluding or including VAT: the other is calculated with the VAT rate you choose, because that differs per country. Under Where did you buy it? you note where you bought the bottle, for example a shop, an auction or the estate. If the bottle comes from a purchase invoice you read in, the supplier of that invoice is already there and the field is grey (Read from the invoice). You then put your own note about the purchase in the field Note. The app then shows the difference with today's value, in euros and in percent, per bottle and for all your bottles of that wine. If you do not enter a purchase date, Cellarnova takes the day the bottle came into your cellar. If you bought the bottle earlier, enter the date yourself: that way the "since" percentage matches reality.

My purchase invoices. Via the menu → Worth a look → My purchase invoices you see all purchase invoices you read in, from oldest to newest, with the date, the supplier, the invoice number and how many wines and bottles were on it. Tap an invoice to open the photo or the PDF. Such a link stays valid for one hour; if it no longer works, open the window again.

The wine code. Every wine gets a fixed code of eight characters, for example RD16 1770: two letters for the colour (RD red, WI white, RS rosé, BB sparkling, SK sake, SP spirits, RE other), the last two digits of the vintage (NV without a vintage) and four digits that belong to that one wine. The same wine has the same code for everyone. You see it everywhere in the app in an orange frame: on the card of the bottle, under More details, in Adjust selling prices and on the PDF. You can search for it in the search bar and in Adjust selling prices. On the wine list for your guests, if your business switches it on, your business's till number (PLU) appears instead; see chapter 10b. That way you name a bottle without doubt to us or to a friend, without typing out the whole name and vintage. Later the code also serves for a label on the rack or a QR code.

The volume of the bottle. Next to the wine code, small and grey, is how much the bottle holds, for example 75 cl or 150 cl for a magnum. You also find it under More details, in Price details, on the PDF and on the wine list for your guests. If the label says nothing, the app assumes an ordinary bottle of 75 cl. For spirits and sake it leaves the field empty as long as the label gives no size: there 50, 70, 75 or 100 cl are all equally common, and better nothing than a guess. If it is wrong, put the format yourself in your own reference (for example "150 cl").

2. Filtering and sorting the list

Above your list is a row of round buttons: Colour, Country, Region, Taste, Grape, Year, Dish, Drinking window, Where? and the order. If you have bottles of different sizes, a Volume button is added too. As long as you have chosen nothing, the name is in the button; once you choose something, the button colours and shows your choice. Each menu shows only what is really in your cellar, with the number of wines and bottles, and takes your other choices into account: if you chose France, Region shows only French regions, and every choice you can still make really yields bottles. The last button, ✕ Clear, resets everything; it is greyed out as long as there is nothing to clear. Below is what each choice does.

3. Taking bottles out and putting them back

At the top of every bottle is a band in the colour of the wine, with the wine code, the name and the estate; on the right of that band are the label photo and the buttons − and +. With every bottle you take out, the quantity and the value adjust at once. At 0 the wine disappears from the lists, but it stays kept under Where? → Out of stock, so you can buy it again later (tap + and it is back); via Edit → Delete you really remove it.

What you drink up no longer counts for your licence. You pay according to the number of types of wine you have in stock today. If you take out the last bottle of a wine, that wine no longer counts, even though it stays kept under Where? → Out of stock. Six bottles of the same wine count together as one type. So your cellar may grow and shrink as it likes; you pay for what really lies there.

Do not touch. A bottle that must lie longer or is kept for a special occasion, you mark via Edit → Mark as "do not touch", with the reason if you like (for example "for Sofie's wedding"). The card then gets a striking blue border and the short label Do not touch, and whoever taps − must confirm first. The mark is also on the PDF and does not go along when you share the bottle with a friend.

4. Drinking window

The app watches the drinking window itself, based on "drink until":

5. More details per bottle

Tap More details under a card for the sommelier's comments, the range of the estate ("The estate and its wines"), the taste profile in words and in figures, and the photos in large format. The estate's range is looked up automatically; you no longer need to tap a button for it.

Reviews by Cellarnova members. At the far right of each bottle's button bar you'll find Reviews. There you can read what other members wrote about that wine, and write your own review of up to 60 words for a bottle in your own cellar. All members see your text, with your name. You write one review per wine and can always change or delete it. Reviews belong to the wine, not to your bottle: anyone who has the same wine sees the same reviews. Write about the wine, not about yourself or your business: e-mail addresses, web addresses, phone numbers and offensive language are refused. If you find someone else's review inappropriate, tap Report and give a reason if you like. After three reports a review disappears automatically, and Cellarnova checks it.

Photos from the producer and Estate impressions. For many bottles we find a photo of the bottle on the producer's website. It is added as an extra photo; your own photos stay. Want it in front? Tap Use as first photo. If there are already four photos, first remove one in Edit. If we also found photos of the estate (the vineyard, the cellar or the building), the button Estate impressions appears to the right of Taste profile; at the bottom it says which website they come from. You switch that button off via the menu → My details, logo and other currencies.

6. Making and sharing a PDF

During the trial period you make at most three PDFs in total: a sheet of one bottle or a selection, however you mix them. Only successful PDFs count. Once you have used them, a window appears with the explanation, how many you have used and how to apply for a licence. With a current licence there is no limit. After expiry you can no longer make a PDF (chapter 9).

The PDF first appears in the app, so you can read it through. With Share… you open the share menu of your device (WhatsApp, Mail, AirDrop, Files…); with Save you put it in Files or Downloads. On a computer there is only Download. At the top is your name, at the bottom the details of Cellarnova.

Sharing via WhatsApp on an iPad: first open WhatsApp on the iPad once from the home screen (and link it to your phone if necessary via WhatsApp → Settings → Linked devices). Otherwise WhatsApp refuses the file with the message "Open WhatsApp from the home screen".

6b. Analysis of your wine selection

How well is your cellar put together? Via the menu → Worth a look → Wine selection analysis Cellarnova looks at all your wines the way a sommelier would: not how many bottles you have, but what you have, and what is still missing.

At home (Cellarnova Sommelier) the analysis covers All wines in stock, and the explanations are about your own cellar: what is missing for the aperitif, with dessert or with the dishes you like to cook. For a business (Resto and Pro) you choose at the top Wines of the business, Wine list only or All wines in stock; the explanations are then about your wine list and your guests.

With Print short version or Print full version you make a PDF of it or send it to the printer. You need at least three wines in stock. The more completely your bottles are filled in (taste profile, "pairs with", price), the more precise the analysis.

7. Backup

Via the menu you save a backup (a file) of all your data on your device, and you can put it back if ever you need to. Your data is safe in any case in Cellarnova's secure database; the backup is an extra safeguard for yourself.

8. Signing in, password and account

Two-step verification (optional). If you'd like extra protection for your account, turn on two-step verification under Menu → My details, logo and other currencies. You need an authenticator app on your phone: a free app that shows a new six-digit code every thirty seconds, such as Google Authenticator, Microsoft Authenticator or the password app that's already on your phone. You scan the QR code that Cellarnova shows with that app, and type the six digits once to confirm. From then on Cellarnova asks for those six digits every time you sign in, on top of your password; as long as you stay signed in, you won't notice anything. Important: keep the key shown under the QR code, or scan the code with a second device as well. If you lose your phone and haven't kept anything, you won't be able to get in yourself and will have to ask Cellarnova to turn two-step verification off, via hallo@cellarnova.com.

Signing in with Face ID, Touch ID or your fingerprint (optional). On a device you use often, you do not have to type your password every time. Sign in once as usual, then go to Menu → My details, logo and other currencies and, under Face ID and fingerprint, tap Set up on this device. Your device asks for your face or your finger, and you are done. From then on, the sign-in screen shows a button to get in that way. Your face and your fingerprint stay on your own device; Cellarnova never sees them. Your password always keeps working, so you can never be locked out: if you lose your device, simply sign in with your email address and your password. On the same screen you see which devices you have set up, and you can rename or remove them. If you have two-step verification turned on, it still applies. If it does not work on your device, the device is too old or does not support it; your password always works. Mind the order: if you tap the button before setting anything up on that device, your iPhone or iPad shows a window of its own saying that no passkeys are saved, with the options Scan QR Code and Use Security Key. You do not need those: close that window, sign in with your password and set it up first. If your device stores it in Apple's iCloud Keychain or in your Google account — which it does by default — it follows automatically to your other devices with that same account: set it up on your iPad and it usually works straight away on your iPhone too. A device with a different account has to be set up separately.

A restaurant, bar or wine merchant? Request Resto or Pro straight away. When you register, tick I am also requesting a login for Cellarnova Resto or Pro and choose Resto (restaurant, bar) or Pro (wine merchant). Then fill in your business website, the country of your business and your VAT or tax number; all three are required. The app suggests the country itself from your phone number or the language of your phone; please check it. The format of the VAT number is checked for each country: if it is not accepted, check it on an invoice or with your accountant. You can start right away with Sommelier. Once Cellarnova approves your request, we switch your account over and let you know.

8b. Family: four logins on one cellar

Cellarnova Sommelier comes with four logins on the same cellar and the same subscription: you and one more person who may manage everything, plus two who look on. You don't need to apply for anything. Each login is a login of its own, with its own e-mail address and its own password. Never share your password.

8c. Number of devices

One login works on 2 devices at the same time, for example your phone and your computer. If you sign in on a third device, the device that has been unused the longest is signed out; a message appears there. Please note: the app on your Home Screen and the same site in Safari count as two devices.

9. Trial period and licence

A new account automatically gets a trial period of 30 days. After that a licence is needed (per year), which Cellarnova grants. From 60 days before the end you see a counter at the top with the number of days you have left. If your trial period or licence expires, your cellar stays visible for another 30 days, only to look at: you can no longer add, change, count down or up, share wines, put them in a PDF or have them looked up. After that your cellar becomes inactive: you no longer see it, but all your data are kept and come straight back as soon as you renew. You request a following licence or renewal by e-mail to hallo@cellarnova.com, or with one tap via the button "Help via WhatsApp" at the bottom of this page.

What you pay for: the number of types of wine. Not the number of bottles, but the number of different wines you have in stock today. Six bottles of the same wine count as one type. What you have drunk, given away or sold no longer counts: as soon as the last bottle of a wine is out of your stock, that wine drops out of the count, even though it stays kept under Where? → Out of stock. If your cellar grows, you move up a step; if it shrinks again, you move back down. The steps and the amounts are on the page Plans and prices, which you find in the menu.

PDF during the trial period: at most three PDFs in total, of one bottle or of a selection. Only successful PDFs count. That is enough to see what a PDF looks like; a PDF of your whole cellar comes with a licence (chapter 6).

Looked up once, available to everyone. If a wine is already in the shared memory (because you or another member had it looked up earlier), it is in your cellar at once with all its details. So feel free to make your friends and share (chapter 10): in a wine club one member scans the bottle and all the others put it in their cellar. A bottle you take over from a friend is there at once too. Large numbers, such as your whole stock, we read in for you, also during your trial period: upload the photos yourself via ＋ Wine → Read in photos (1 to 1000) and we put them in your cellar.

10. Friends and sharing bottles

Via the menu → Friends and sharing you build a circle of friends and share bottles. First you choose a username under My details, logo and other currencies (at most two words, e.g. "jo brugge" or "jo.brugge"): that's what you give to friends so they can find you. There are three ways to add a friend: typing in their username or their name (if they have no username, the app searches on their name; type at least three letters and choose from the list), picking them from your contacts (on a smartphone) or typing in their telephone number. If they're already a member, you send a friend request that they have to confirm; if they're not a member yet, WhatsApp opens with a ready-made invitation and your invitation link. Anyone registering via that link automatically becomes your friend. If that friend then takes out a paid licence, you get an extra month of Cellarnova (point 4b of the terms of use). You can also copy the link yourself or pass it on via WhatsApp. You normally already choose your username (username) when you create your account; it's not an e-mail address and isn't used for signing in.

Sharing: every bottle has a Share button; after adding a new bottle it's offered to you straight away as well. You tick the friends (the app remembers your last choice) and type a short message if you like. Only the information about the wine is shared, with today's value: the photos of the bottle, the market price, the estate and the taste profile. What is not shared: your quantity, the place, the rack space, your own reference, your purchase details, the BLOCK marking and the photos that are not of the bottle — a cosy table photo with friends beside that wine therefore stays private.

Which photos stay private? While reading your photos, Cellarnova sees for itself whether a photo shows the bottle or something else (people at the table, your cellar, a landscape) and immediately sets that second kind to private. You can always change it yourself: open the bottle with Edit and tap the lock in the corner of a photo. A closed lock means: this photo stays in your cellar. The first photo — the front of the label — is always shared, because it appears on the card.

Receiving: a red dot on the menu means there's something new. Under From friends you will see the bottles that have been shared. "Put in my cellar" turns it into a bottle in your own list (with the photos), placed at Not yet decided: you fill in the quantity and put it wherever you like; "Keep as a tip" keeps it in the list without adding it. Taking over a bottle from a friend doesn't use up a lookup: it doesn't count towards your number. You receive an e-mail with every shared bottle; you can switch that off under My details, logo and other currencies.

10b. For a business: Cellarnova Resto and Pro

This chapter is for restaurants (Cellarnova Resto) and wine merchants (Cellarnova Pro). If you use Cellarnova for your own cellar at home, you don't need it. In Cellarnova Pro the location My restaurant is called Warehouse everywhere; everything else works the same.

Five logins, and you choose the role. Besides your own login, your business can create five logins, each with its own e-mail address and password. You invite them via the menu → Team and choose the role for each login yourself: Administrator, Manager or Staff member, in whatever mix suits your business. You can change the role later. Only you, the main user, create or remove logins.

With the ticks in Team you adjust the rights for each person, the administrator included. A team member always works in the same cellar, the same restaurant and the same wine list as you; they have no cellar of their own and cannot share bottles with friends. If a team member also wants their own cellar at home, they use another e-mail address for it.

Sales in the edit screen. The edit screen of a bottle has the box Sales in your business. There you tick On the wine list for guests, write your own line for the wine (with an emoji if you like), choose the Photo on the wine list, change the Till number (PLU) and put the wine in your own lists. There are no prices there: the selling price per bottle and per glass, the glasses per bottle, the suggestions and the gross profit are all in Adjust selling prices. In the block Your purchase you enter the purchase price, with or without VAT: the amount you type last counts, and the other is calculated automatically. That is also where you choose the Supplier of the bottle.

The pricing rule of your business. At the top of Adjust selling prices is the block Pricing rule of the business; tap it to open it. Fill in the coefficient, the fixed amount and the VAT, and tap Save. You don't have to choose between the two: under each wine you always see both suggestions. The app calculates: purchase price excluding VAT times the coefficient, or plus the fixed amount, then VAT added, rounded to 10 cents. If you leave a number empty or at 0, the app uses × 3 and + € 25. This is only a guide: Cellarnova never fills in a bottle price itself. Otherwise one typing error in a rule would make all your prices wrong at once. Only those who may change selling prices (by default you and the administrator) see and change this block.

For a wine merchant (Pro): price lists and customers. You create a Cellarnova Pro account via cellarnova.com/?pro. Via the menu → Worth a look → Price lists and customers you work with four price lists: Private, Resto A, Resto B and Resto C. All amounts are excluding VAT. In the Price lists tab you give each list a coefficient on the purchase price: with coefficient 2, a purchase of € 10.00 becomes a price of € 20.00. In Prices per wine you see for each wine its price on every list. An empty box follows the rule of the list (the grey amount); type an amount to set the price of that wine yourself, and empty the box to follow the rule again. In Customers you give each customer one price list and, if you wish, a general discount in percent on that list. Whoever may see selling prices sees this screen; whoever may change them can also make changes.

Adjust selling prices. Via the menu → Worth a look → Adjust selling prices you see all your wines one below the other. In the search box you type a wine code or till number (PLU); on the same row you filter by colour, country and region and choose the order: by name, last added or selling price. Each wine has its own box, with the name at the top on a band in the colour of the wine, the wine code in an orange box and the till number. In the block Selling price on the wine list the purchase price (PP, excluding VAT) is shown for reference; you adjust the bottle and glass price with − and +, one euro at a time, or by typing the amount. If you hold − or + down, the amount keeps changing; it is saved as soon as you let go. On the right is the Gross profit: per bottle, the selling price minus the VAT included in it, minus the purchase price excluding VAT; per glass, the glass price minus the VAT included in it, minus the purchase price divided by the number of glasses. A loss is shown in red. You only see the gross profit if you may see purchase prices. In the block Wine list you tick On the wine list for guests and Also by the glass; below that you set the Glasses per bottle (1 to 12) with the arrows ▲ and ▼, with the arrow keys or by typing the number. At the bottom of each wine there are always two suggestions in the same form: SP-Coeff (purchase price excluding VAT times the coefficient, plus VAT) and SP-Fixed (purchase price excluding VAT plus the fixed amount, plus VAT), and under each SP-Glass: that suggestion divided by the number of glasses. These are only suggestions; you type the price yourself. With Edit you open the edit screen of that wine.

Reading in a purchase invoice. Via the menu → ＋ Wine you choose Invoice, next to Read in photos. Choose Take or choose a photo (up to four pages) or Read in PDF. Every invoice goes straight to the background; you don't have to wait. The app reads the date, the supplier with address and contact details, the quantities and the prices, with or without VAT. When checking, you choose what you take over: quantities, new wines, purchase prices and linking (the supplier and the invoice with the bottle, for the order list). For each line you choose which bottle it belongs to. A new wine is only created with producer, name and vintage (without a vintage is allowed for sparkling wine, spirits, sake and beer); otherwise you fill in the estate, the name, the vintage and the colour yourself. New wines are looked up and the missing details filled in. The invoice date becomes the purchase date. If it isn't clear whether the prices include VAT or not, the app warns you. The window shows which wines from the invoice still need a label photo, or "Everything is in order". The supplier is recognised by their VAT number or name and goes into your list Suppliers, with a fixed number.

Suppliers. Via the menu → My cellar → Suppliers and order lists you see all your suppliers. Every supplier from an invoice you read in is added automatically, with a fixed number (L-001, L-002 …); missing details are completed with a later invoice. You can also add a supplier yourself. Tap a supplier for its record: name, phone, address, e-mail, website, VAT number, Our customer number with this supplier, your Order days and Delivery days, and two Fixed lines at the top of every order (for example your delivery address or a contact person). Tap Save. You only see Suppliers if you are allowed to see purchase prices.

Wines without a supplier. At the bottom of the Suppliers window, tap Wines not yet linked to a supplier. You then see the wines in stock that do not belong to any supplier yet, by colour and from cheapest to most expensive, with the wine code, the size, the quantity, the purchase price and the market price. You can print the list. You link a wine in its edit screen, under Supplier, or by reading in the purchase invoice.

The order list. With Order list you see all wines from that supplier, including the ones you have finished, so you can order them again, with wine code, bottle size and quantity in stock. − and + jump by 6 bottles, one case; you type any other quantity yourself. Your customer number is always at the top, with your fixed lines below it. At the bottom you add two lines of your own for this order, for example a desired delivery date. The order is kept until you choose Clear. E-mail to the supplier opens the mail program of your device with the order filled in; you press send yourself. Cellarnova sends nothing itself. A wine appears in the order list if it came in via an invoice from that supplier, or if you choose the Supplier yourself in the edit screen, under Your purchase.

A selection onto the wine list in one go. Via the menu → Worth a look → Move wines → wine list you put the wines currently on your screen (with your filters and search term) onto the wine list in one go, or take them off. If some of them are not in My restaurant, you choose what happens to them: leave them where they are, move them to My restaurant with their full stock, or copy them with a number of bottles per wine. Copying creates a second card in My restaurant and takes those bottles off the first card, so that your stock and your value stay right.

Your own lists on the wine list. Via Manage → Wine list settings plus QR → Your own lists on the wine list you give up to four lists a name, for example "Chef's suggestions" or "Natural wines". Your guests find them among the filters of the wine list and at the top of the Order menu. With the Choose wines button under a list you tick all the wines that belong in it in one go; only wines in stock are shown there, and a wine can be in several lists. At the bottom you tick whether chosen wines that are not yet on the digital wine list should be added to it as well: otherwise the guest will not see them. You can also put a wine in a list one bottle at a time, in the edit screen under Sales in your business.

Reading in your paper wine list. Via the menu → My cellar → Read in and compare paper wine list you upload photos or a PDF of your wine list, up to 50 pages. We read every page. When uploading you see the tick box Take over selling prices straight away when the wine is recognised with certainty. By default it is off: you then get a question for each wine and confirm every price yourself with one tap. If you tick it, the prices of wines that are recognised with certainty are taken over straight away. If a bottle is somewhere other than My restaurant, you choose to move it or to copy one bottle. Reading in is usually done within a quarter of an hour; a blue bar at the top tells you when the report is ready. As long as something in the report is still waiting for your decision, that bar tells you what: wines for which you choose the right bottle, wines on paper that are not in your cellar, or wines on your digital wine list that are not on paper. Tap View to open the report.

Uploading a long wine list in parts. After you choose the pages, the app asks: Is this your complete wine list? Choose No, this is a part if you will send more pages later. You upload the next parts with Upload another list in the report; all parts together form one wine list. With the last part you choose Yes, this is the complete list, or you tap This is now the complete list in the report. As long as the list is not complete, the report does not yet show a list On the digital wine list, not on paper: a wine on a page that is still to come would otherwise wrongly appear in it. If a page could not be read, the report tells you which one; upload it again with a sharper photo via Upload another list.

Read in again. At the bottom of the report, Read in again gives you three options: upload a new version of your wine list (it replaces the previous one), Have it read again from the same photos, or Compare again the list that was read with your cellar as it is now.

Working through the report. Under On the paper wine list, not in your cellar you choose for each line No longer, remove (the line disappears), Still to scan or I think so, show the options. With Still to scan the line turns blue with Waiting for scan, and as soon as you scan the bottle or read it in via an invoice, it is linked automatically. Tap again to stop waiting. With I think so, show the options you see the bottles in your cellar that resemble it, with a search box (producer, name or wine code); tap This one next to the right bottle. Under On the digital wine list, not on paper you choose KEEP on the DIGITAL list, REMOVE from the DIGITAL list or Belongs to another bottle. With that last one you link the wine to a line of the paper wine list that is not linked yet, or you merge it with another card in your cellar, for example when the front and the back label were read in as two separate bottles. When merging, you choose whether it is the same bottle (the quantity stays) or one bottle more. If you remove a wine, the app asks what happens to the bottles: Finished, quantity to 0 (the wine comes off the list and the quantity becomes 0) or Still in the house, only off the list (the wine comes off the list, the quantity stays). Only after that choice does the line disappear. You can copy the report or forward it via WhatsApp or e-mail.

Memo: take off the paper wine list. Every wine for which you choose No longer, remove goes on a memo in the report: the list of wines that must come off your paper wine list. Forward the memo to whoever updates your paper wine list. Once the list has been updated, tap Memo list can be cleared; new choices then go on a new memo. The memo changes nothing in your cellar or your digital wine list.

Invoice or wine list? If you accidentally upload a wine list with the invoice button, or an invoice with the wine list button, the app asks what it is and sends the document the right way. An invoice gives purchase prices and quantities; a wine list gives selling prices.

The wine list for your guests. Via the menu → Wine list you create a web page with the logo of your business and the selling prices. Your guests choose by colour, taste profile, grape, vintage and goes with fish, meat, game or spicy food. Only bottles that are in stock and for which you ticked On the wine list for guests appear; purchase prices, quantities and locations never. The address of your wine list is fixed. You switch the list on or off with the tick ONLINE in Manage → Wine list settings plus QR; when it is off, the list is offline, but nothing is deleted. The wines are always grouped by colour (sparkling, white, rosé, red, then the rest), and within each colour from cheapest to most expensive. If the guest uses Sort to order by price, vintage or name, that also happens within each colour, and the colours stay in place after a filter. With the buttons By the glass and ½ bottle (35 to 38 cl), next to Clear all filters, the guest sees only the wines by the glass or the half bottles, of one colour if they wish. At the bottom of the list it says Prices include VAT. If you also have the same wine in a smaller bottle, for example a half bottle, it appears in a frame just below the regular bottle, with the bottle size in bold; the same goes for the paper wine list.

The wine list on paper. Via the menu → Worth a look → Print selection as wine list you print a classic paper wine list of the wines that are on your screen right now, with your filters and your search term. At the top of the preview you choose the language of the wine list (six languages) and whether the till number (PLU) should be included; your device remembers that choice. With Print you choose your printer or "Save as PDF". With As PDF (share or save) you turn the same list into a PDF file that you can share, for example via WhatsApp or email, or save. On an iPhone Print does not work from the app: make the PDF instead and choose Print in the share menu. The list shows your logo and the title of your wine list, the wines by colour from cheapest to most expensive, and for each wine the producer, the name, the vintage, the selling price (and the price per glass), the region, the country, the grapes, the bottle size, the short description, and Palate and Structure from the taste profile. At the bottom are "Prices include VAT" and a QR code to your digital wine list. A wine without a selling price appears without an amount, at the end of its colour. This button is only available in a business, for those who may see the selling prices.

Filter first, then print. First show only what you want on paper, for example the wines that are on the wine list, or one colour, and then choose Print selection as wine list.

A photo with the bottle on the wine list. In the edit screen, under Sales in your business, at Photo on the wine list you choose a photo from your device (Choose photo) or take over the photo of the bottle (Use the bottle's photo). On a phone the photo appears small to the left of the name of the wine; on a tablet or a larger screen it appears large on the right in the box of the wine, showing the whole bottle. The guest taps it to enlarge it. Private photos and invoices never go to the guest. With your first photo, the tick box Photo with bottle on wine list switches on by itself. You find it under Manage → Wine list settings plus QR → Texts on the wine list, where you can also switch it off again.

Advertising on the wine list. Via Manage → Wine list settings plus QR → Advertising you place up to eight small boxes with a logo at the very bottom of your wine list, for example of your supplier or a partner. For each box you tick it, choose the logo, fill in the link and, if you wish, a name. With From and To the box only appears during that period; leave them empty and it is always there. Only those who may change selling prices (by default you and the administrator) can set this up.

Photos of the estate on the wine list. Via Manage → Wine list settings plus QR → Texts on the wine list you switch on Photos of the estate on the wine list. They come from the producer's website and appear in the Estate block of the bottle. By default this is off.

The background colour of your wine list. Via Manage → Wine list settings plus QR → What guests see, at Background colour of the wine list you choose a colour or type a colour code (for example #E8DCC4). The app tells you straight away whether your list stays easy to read and chooses black or white text by itself. Default colour sets it back. Only those who may change selling prices (by default you and the administrator) can change this.

The till number (PLU). In a business every wine gets a four-digit till number. By default these are the last four digits of the wine code; if another wine in your business already has those digits, it gets the next free number. The number occurs only once in your business and never changes by itself. In the app it always appears next to the orange box of the wine code, for example "PLU 6094". On the wine list for your guests only the till number appears, not the full wine code. Via Manage → Wine list settings plus QR → Till list (PLU) you tap Download till list: a list to import into your till system, with for each wine the till number, the wine code, the name, the vintage, the size, the price per bottle and per glass, and whether the wine is on the wine list. The list also opens in Excel.

A different till number. Open the bottle with Edit. Under Sales in your business, at Till number (PLU), type a number and tap Change, or choose Next free number. It is saved straight away; the old number stays reserved for that wine. Then also change it in your till, or download the till list again. Does your till already use numbers for food, beer or other products? Enter them in the Till list (PLU) card at Numbers your till already uses, for example 0001-0999, 3000-3099, and tap Save numbers. A wine will then never get those numbers. Wines that already have one are listed below, with New number or Give all wines a new number. Only those who may change selling prices (by default you and the administrator) can do this.

The wine list on a tablet in your business. Tap Wine list at the top: the list then fills the whole screen, without the buttons of the app. You leave it by tapping the logo of your business at the top of the list (without a logo: the name of your business). Via Manage → Wine list settings plus QR → Tablet in your venue you set a four-digit code; a tap on the logo then first asks for that code, so a guest cannot open the app. Forgotten the code? Cellarnova can clear it for you. The QR code at the bottom of the list opens the Cellarnova page in a separate window; the list itself stays put.

Locking the tablet screen. A web page cannot switch off the tablet's own buttons: with the home button or by swiping, a guest can still leave the list. Every tablet has its own lock for that. Set it up once; after that you switch it on every day with a few taps.

On an iPad or iPhone: Guided Access.

  1. Open Settings → Accessibility → Guided Access (right at the bottom) and turn it on.
  2. Tap Passcode Settings and set a passcode for Guided Access. Do not use the code you unlock the tablet with.
  3. In the same Guided Access screen, set the auto-lock of the display to Never, so the screen does not go dark while the list lies on the table.
  4. Open Cellarnova and tap Wine list.
  5. Press the side button three times quickly (or the home button on an iPad with a home button) and tap Start at the top right.
  6. To stop: press three times again, type your passcode and tap End at the top left.

On an Android tablet: App pinning (on Samsung sometimes Pin apps or Pin windows).

  1. Open Settings and search at the top for pin. It is usually under Security, on Samsung under Security and privacy → More security settings.
  2. Turn it on, and also turn on Ask for PIN before unpinning (or something similar).
  3. Open Cellarnova and tap Wine list.
  4. Open the overview of recent apps (square button, or swipe up from the bottom and hold), tap the Cellarnova icon at the top of the window and choose Pin.
  5. To stop: hold Back and Overview at the same time (with gestures: swipe up from the bottom and hold) and enter your PIN.

Note: the setting does not pin the app yet. With the setting in steps 1 and 2 you only make pinning possible. You pin the app itself with step 4, and you have to do that every time again: whenever you unpin the app, and also after the tablet has restarted or been switched off. When the list is back on the table in the morning, check quickly that it is still pinned. The same goes for Guided Access on an iPad: after a restart, start it again by pressing three times.

The names of the menus differ a little per brand and per version of Android. If you cannot find it, type pin or pinning in the search field of Settings.

11. Your details

Via the menu → My details, logo and other currencies you change your name, address and telephone number. That is also where you upload the logo of your business or your cellar: it appears on your PDFs and, for a business, on the wine list for your guests. We use your details only to let you know about updates to the app. We never use them for marketing and we never pass them on to third parties. Everything about that, and about licences, payment and ending your subscription, is set out in the terms of use (menu). That's also where your customer number is shown (for example CNS-1004), which you also see at the top of the menu: please mention it when you contact us or make a payment.

Second currency: under Menu → My details, logo and other currencies you can choose a second currency alongside the euro. Everywhere a price appears — on the card, in the details, in the totals, in the PDF and on a shared bottle — the conversion is shown next to it. The prices themselves always stay in euro; the rates are updated every day. You can enter a purchase price in your own currency and Cellarnova converts it at that moment's rate.

Language: Cellarnova is available in Dutch, English, French, Italian, Spanish and German. You choose the language when you create your account; you can switch later under Menu → My details, logo and other currencies. The explanations for your bottles (summary, description, taste profile, estate) are prepared in all languages in advance, so after switching they appear straight away in the new language. For a new bottle it can take a few minutes before the translation is ready. Only the Dutch text of the terms of use is binding; the translations are there to help you understand them.

Open the app
All about cellarnova.com, your personal sommelier and cellar manager