AI wine import

How to use it

Start an import

Magic import opens from three places on the web: the button in the cellar header next to Add wine, the same button on the cellar home, and the Batch import wines card on an empty cellar. Wines land in the location you have open when you start; with All wines open they land in Uncategorized.

Upload

1. Drop one file on the upload area or pick it. The dialog lists what works: a CellarTracker export file, Excel and CSV sheets, wine lists, PDF invoices and images (JPG or PNG). Excel .xlsx, CSV, plain text, PDF, JPG, PNG and WebP are accepted; anything else is refused after the upload with "Unsupported file type". The browser refuses files over 6 MB.
2. Press Scan wines. The screen reads "Wines from the file are being scanned" and the Magic import button in the cellar header turns into "Scanning in progress...". You can close the dialog and keep working; the header button shows "Scanning complete Review" when the file is ready and reopens the result.
3. Files are scanned one at a time on a shared queue, so a scan can take from a few seconds to a few minutes. A PDF is read up to 20 pages, an Excel workbook is read sheet by sheet.

Check the columns

The result is titled "Scan complete: N wines" and shows the first ten wines found, one column per field the scan detected: Producer, Wine name, Vintage, Bottle size, Quantity, Buying price ex VAT, Buying price inc VAT, Selling price, Note, Supplier, Cellar Tracker ID, Vinmonopolet ID and Vectura ID. Check that each column has the right label; use the dropdown on a column to relabel it or to set it to Ignore column. A label can only be used once, so picking it on a second column clears the first. Wine name is mandatory. Cells cannot be edited here, only labeled; clicking a row reminds you that everything can be edited later in the cellar. Missing cells read "Not detected", a missing vintage reads "NV". Your labels apply to every wine in the file, not only to the ten shown; the footer counts "Showing 10 out of N wines scanned".

The scan also fills in what the file does not say: producer and wine name are always filled in, even when the file has no producer, and style, country, region and sub region are read from the file or inferred from the wine. Those inferred values are not shown in this step; they are carried into the import and can be corrected on each wine afterwards.

If nothing was found, the dialog reads "No wines detected in the file" with Try again and Add manually.

Choose how to add the wines

Continue opens "How would you like to add these wines?" with two options:

• Match with Vinify wines. Each wine is matched to our database for market value, details and images. You confirm every match.
• Quick import to cellar. All wines are added straight to your cellar as custom products. You can match or edit them later.

Match with Vinify wines

The matching table lists every scanned wine with the scanned text in italics ("Scan: ...", plus "Scanned ID:" for Vinmonopolet numbers), the proposed Vinify wine with its image and a Liv-ex chip where the wine has one, and counters for scanned, matched, unmatched and confirmed wines. Matching goes by producer and wine name; the vintage, size, quantity, prices and note come from your file, with 0.75 l when the file gave no size.

• Vintage, bottle size, quantity, the two buying prices, the selling price and the note can be edited in the row. Entering one buying price fills the other with the wine's VAT.
• Add details or Edit opens the full Add wine form for that row, prefilled with the scanned values, so you can change the matched wine, pick a location or wine lists, or turn the row into a custom wine.
• An unmatched row shows a red badge and Find wine, or the links "Add wine or Add custom wine". Pick the right database wine, or add it as a custom wine; the row then counts as matched.
• Confirm each row you want, or Confirm all to confirm every matched row at once. Only confirmed rows are imported. Unconfirm all clears the selection.
• The button reads "Add X of N wines to cellar". Imports of 100 wines or more are sent in batches of 100 with a progress bar. The screen says "Your wines are being added to the cellar. This may take a few minutes depending on the amount of wines. Leaving this screen will cancel the import process." and offers Cancel import process.

Wines already in your cellar (same wine, vintage and size) get their quantity increased instead of a second entry, the same as with Add wine. The success message reads "N wines imported!" and the cellar refreshes.

Quick import to cellar

Every scanned wine is added at once as a custom product with the scanned producer, name, vintage, size (0.75 l if missing), quantity (1 if missing), prices, note, supplier and the style and origin the scan inferred. Nothing is matched to the database. After the import you land on the cellar table and can match wines one by one from their profile.

Alternative methods

The Alternative methods link at the bottom of the upload step opens "Alternative batch import methods" with three cards: Excel sheet, Vinmonopolet and Vectura. Each goes to its own upload screen and then straight into the same matching table.

• Excel sheet. Download the Simple template (wine name, producer and vintage in one column) or the Advanced template (producer, wine name and vintage in three fields), fill it in and upload it with Match my wines. The file may hold up to 250 rows and 1 MB. Matching runs in the background; the header button shows "Matching in progress..." and then "Matching complete Review", and the state survives a page reload. Discard progress in the matching table throws the result away.
• Vinmonopolet invoice (image) and Vectura invoice (PDF) are read by Vinify's receipt scanner and matched by the supplier's article numbers. They are described under Scan invoices.

On mobile

Neither iOS nor Android has the file import. iOS scans Vinmonopolet and Vectura invoices from the camera, which is a separate feature.

Common questions