Inventory & Warehouse
Inventory your reps can promise against
A spreadsheet or a month-end snapshot tells you what was true yesterday. PYLR tracks on-hand, allocated, and available quantity live, per warehouse, so a rep's promise and the warehouse's stock are always the same number.
One number everyone trusts
On-hand, allocated, and available are tracked separately, per warehouse, and recalculated as orders are written — not batched overnight or reconciled at month-end. The moment a rep confirms an order, that quantity is reserved and every other rep sees the updated available count immediately.
That real-time behavior is what stops the classic distributor failure mode: two reps promising the same last few cases to two different accounts because neither system knew about the other's order yet. The guide to allocated versus available inventory walks through each of those numbers.
Wine-shaped inventory
Inventory software built for general goods forces wine into shapes it doesn't fit. PYLR tracks each vintage of a wine as its own distinct unit, with its own quantities and pricing — no workarounds, no shared SKU standing in for three different years. Non-vintage wines are handled just as natively.
Case-and-bottle math is built into the core rather than bolted on: receiving, allocation, and order writing all understand that a case is a unit of twelve (or six, or whatever the pack size actually is) without a rep doing the conversion by hand. Holds and backorder management run on the same live quantities, so a SKU that's held or short is reflected everywhere at once, not just on one screen. For the arithmetic behind that, read the guide to case and bottle math.
From dock to shelf
Receiving is tied directly to purchase orders — check in what landed against what was ordered, and discrepancies surface at the dock instead of three weeks later when a rep can't find stock that was supposedly received. Multi-warehouse operations get the same treatment, with quantities tracked distinctly per location.
Cycle counts run from a phone: walk the floor, count as you go, and PYLR reconciles against book quantities in real time, showing exactly what still needs counting instead of a spreadsheet nobody trusts by the time it's finished.
Ahead of the stockout
Demand forecasting flags reorders before a SKU runs out, based on actual sales velocity rather than a gut feeling or a calendar reminder. That signal feeds the same purchasing and inventory data reps rely on, so the warehouse restocks ahead of demand instead of reacting to a stockout after a rep has already lost the sale.
Optional seasonal history adds context to that decision: compare the last 90 days with the upcoming 90 days last year, with vintage-family history shown where it can be matched. Missing or ambiguous history stays visible. This is a reference for the buyer, not an automatic change to the forecast or purchase quantity.
Reps get the front-line view of all of this on their phones — see wine sales rep software.
Different wines need different reorder decisions
Group wines as Core, Select, Limited, or Allocated, then filter inventory and forecasting by replenishment tier. Everyday stock and limited releases no longer have to compete in the same reorder list.
Set tiers yourself, or enable optional sales-rate rules for eligible wines. Limited, Allocated, and special-order wines stay outside automatic reclassification, so scarce releases do not quietly become routine restock recommendations.
Frequently asked questions
Is availability really real-time?
Yes — available quantity is computed live from on-hand stock minus open orders, per warehouse. When a rep writes an order, every other rep's availability reflects it immediately.
Does it handle vintages?
Natively. Each vintage of a wine is tracked as its own unit with its own quantities and pricing — no workarounds, and non-vintage wines are first-class too.
Can we do physical counts without spreadsheets?
Yes. Cycle counts run from a phone: walk the warehouse, count as you go, and PYLR reconciles against book quantities and shows you exactly what's left to count.
What about receiving?
Receiving is tied to purchase orders — check in what landed against what was ordered, catch discrepancies at the dock, and inventory updates the moment you confirm.
Can we separate everyday reorders from limited wines?
Yes. Replenishment tiers — Core, Select, Limited, and Allocated — help you filter inventory and forecasting around how each wine should be stocked. Optional sales-rate rules can update eligible wines when you enable them. Limited, Allocated, and special-order wines stay outside automatic reclassification.
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