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Bramblegate Wine and Deli

Batches with their dates, markdowns, write-offs, the till, age checks and refusals, suppliers and purchase orders for a food and drink shop.

Download 662 KB16 tables, 16 queries, 8 reports, 5 print templates and 40,106 invented records, dated back from 2026-10-22.

The everyday tasks of Bramblegate Wine and Deli, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Do the morning date check

  1. Before opening, run the report Date check list. It lists by category every batch on the shelf with a date in the next seven days.
  2. Open the Date Checks form and press New. Type the next number in Number (DC-2026-0042 is followed by DC-2026-0043), today in Date, choose yourself in Staff, and type the two fridge readings in Fridge Temperatures.
  3. For each batch to reduce, open the Markdowns form and press New: choose the date check in Check and the batch in Batch, type today in Date, the shelf price in Was, the reduced price in Now, how many packs are left in Labels, and the reason. Type the reduced price into the batch's Marked Down To in the Batches form.
  4. For each batch past its date, open the Write-offs form and press New: choose the check and the batch, type the units, Out of date in Reason and the units at the batch's Unit Cost in Cost. Take the same number off the batch's Remaining.
  5. Open the print template Markdown label sheet, choose today's check and press Print. Print a Reduced label from the Markdowns form for each pack, and stick them over the shelf price.

2. Sell from the till, with an age check

  1. Open the Sales form and press New. Type the next receipt number in Number, the date and time in When, and choose who is on the till in Staff and how the customer paid in Payment.
  2. In the Sale Lines below, choose each Product and the Batch it came from (the one with the earliest date: the query Stock by batch shows them in order), and type the Quantity, the shelf price in Full Price and the price charged in Unit Price. Copy the category's Tax Rate and the batch's Unit Cost.
  3. If the sale has six or more bottles of wine, or twelve or more beers and ciders, type 0.1 in Discount on those lines, except any already reduced.
  4. If there is alcohol, type Looked over 25 or ID checked in Age Check, and what was shown in ID Seen.
  5. Run the query Receipt totals and type the sale's Total, VAT, Standard Rated and Saved from it. For cash, type the money handed over in Tendered and the difference in Change.
  6. Open the print template Till receipt, choose the sale and press Print. Take each line's units off its batch's Remaining.

3. Refuse a sale and keep the register

  1. When you refuse to sell alcohol, open the Refusals form straight away and press New. Type the next number in Number and the date and time in When.
  2. Choose this month's register in Register (if the month has none yet, add it in the Refusal Registers form first, with the month as 2026-10), yourself in Staff and what was asked for in Product.
  3. Type the Reason, how old the customer looked in Approx Age, the ID shown, and a few words in Description. No names.
  4. At the month end the licence holder runs the query Refusals, last 30 days, types the month's count in Refusals Logged and their name and the day in Reviewed By and Reviewed On, then prints the print template Refusals register for the month and signs it.

4. Order from your suppliers

  1. Run the report Stock to reorder. It shows, on a page for each supplier, what is at or below its reorder level and the pack size it comes in.
  2. Open the Purchase Orders form and press New. Type the next number in Number (PO-2026-0042 is followed by PO-2026-0043), choose the Supplier and yourself in Staff, and type today in Ordered On and the delivery day in Expected. Status stays Submitted.
  3. In the Purchase Lines below, choose each product and type how many to order, in whole packs, and the Unit Cost.
  4. Open the print template Purchase order, choose the order and press Save as PDF to e-mail it to the supplier.

5. Take in a delivery as batches

  1. When the goods come, check each case's date and batch code. Open the order in the Purchase Orders form, type the day in Received On, Received in Status and the number on the supplier's invoice in Supplier Invoice.
  2. For each line, open the Batches form and press New: choose the Product and the Purchase Order, type the Batch Code and the date from the pack in Expiry Date (leave it empty for wine and spirits), the day in Received, how many came in Quantity and again in Remaining, and the Unit Cost.
  3. Add the units to the product's In Stock in the Products form.
  4. When you pay the supplier, tick Paid on the order. The query Deliveries to pay lists what is still owed.

6. Look at the month

  1. Open the report Takings by month and the report Margin by category to see what each category took and earned after VAT and the cost of the goods.
  2. Open the report Write-offs by month for what was thrown away, and run the query Write-offs by product for the lines to order less of.
  3. Run the query Age checks by month to see how often the till asked for ID.
  4. For the VAT return, open the report VAT on sales and take the VAT for the months of the quarter.

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