Cellar Management

Introduction to Cellar
Cellar Products
Refrigeration System & Storage Condition
Safety & Maintenance
Stock Management
Gas Systems
Key handling & Storage
Safety Procedures

1. CELLAR 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

2. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

3. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

4. Cellar Products There are 2 main categories of alcoholic beverages Fermented 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

5. 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 Products Presentation by Edgar Dsouza, Asst. Professor, Goa University

6. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University

7. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University

8. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

9. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

10. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

11. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University

12. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

13. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

14. Cooling Systems Instantaneous coolers (Shock Coolers) Chilled water systems ( Glycool tank & Chiller plates) Ice bank systems Presentation by Edgar Dsouza, Asst. Professor, Goa University

15. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University

16. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

17. 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. Presentation by Edgar Dsouza, Asst. Professor, Goa University

18. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University

19. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University

20. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University

21. 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 Presentation by Edgar Dsouza, Asst. Professor, Goa University