You are here:

Wholesale Sales Data – collecting and reporting

New requirements for suppliers of wholesale liquor

In 2014 the Liquor Control Reform Act 1998 (the Act) was amended to require some Victorian liquor licensees to collect and report information about their annual wholesale transactions. This requirement will assist the Victorian Government's development, implementation and evaluation of future alcohol related harm minimisation policies and inform research into the relationship between alcohol consumption and the misuse of alcohol.

A wholesale transaction is one that involves the sale of liquor to another licensee. If you do not undertake wholesale transactions, these reporting requirements do not apply to you.

From 1 July 2015, if you hold any of the following licences, you needed to start collecting wholesale transaction information. Licences include:

  • pre-retail licence
  • wine and beer producer’s licence
  • limited licence, including:
    • renewable limited
    • temporary limited
    • major event licence.

A wholesale sales data portal has been created to capture licensees wholesale sales data each financial year. The portal can be accessed via clicking on the image below:

Exemptions

The Minister for Consumer Affairs, Gaming and Liquor Regulation has exempted some small businesses from the requirement to report. You are exempt if you are an independent producer (not importer) that produces less than:

  • 8,750 litres of spirits
  • 28,500 litres of wine
  • 100,000 litres of cider
  • 100,000 litres of beer in a financial year.

Important note: if you exceed the limit in one liquor category, you must collect and report information about all of your wholesale liquor transactions.

If you carry out wholesale sales transactions, and are not exempt, you should ensure that you keep a record of all your wholesale transactions.
For the 2015-16 financial year, you will be required to report the following from 1 July 2015:

  • the licence number of the licensee to whom the liquor is supplied
  • the postcode of the premises to which the liquor is delivered
  • the type of liquor* supplied, being low strength beer, medium strength beer, heavy strength beer, wine, fortified wine, spirits, ready to drink spirits and cider
  • the volume in litres of each type of liquor that is supplied, including:
    • if beer is supplied, the volume supplied in a container with a capacity of
      • 48 litres or less; or
      • more than 48 litres
    • if wine or fortified wine is supplied, the volume supplied in a bottle, in a cask or in bulk*
  • the dollar value of each type of liquor supplied.

*  The Liquor Control Reform (Wholesale Liquor Supply Information) Regulations 2015 (PDF, 72KB) provides definitions of types of liquor as well as definitions of bottle, cask and bulk containers. 

Template record keeping form - CSV template

Wholesale sales data must be recorded and reported in a form approved by the VCGLR.

The approved form is a CSV template file with specific headers for each liquor type, volume, container size and total dollar amount as outlined in the Regulations.

Do not change the template in anyway as this will result in your report being declared invalid and you will have to reformat your report or clean the data and start again.

The 2015–16 wholesale report uploaded must be a CSV (comma separated values) file. To minimise the likelihood of validation failures, make sure the CSV file:

  • Is a valid CSV file.
  • Contains headings exactly as those in the CSV template.
  • Does not contain blank lines.
  • Has valid numeric, eight digit licence numbers that represent real licence numbers. If you do not know the licence number of the retailer or wholesaler who purchased your product, you can check on Liquor Licence and Applications Online or on the Data page on the VCGLR website.
  • Has numeric, four digit postcodes.
  • Has the appropriate values for each dollar and volume pair. You can have a non-zero volume and a zero dollar value, but not a zero volume and a non-zero dollar value.
  • Blank dollar and volume values will be taken as zero values.
  • Dollar signs are allowed only in dollar columns.

When reporting your 2015–16 wholesale sales transactions you must report combined, not single transactions. That is, the total sales over the year to each liquor licensee, not each individual transaction to that licensee.
Full details on the information to be reported is available under 'Record keeping requirements' and the Regulations (PDF, 72KB).

Licensees may download the report template directly here

How to report

To complete your wholesale sales report, follow these easy steps:

  • Download the CSV template from the online portal available on this page.
  • Complete the CSV template with the combined 2015–16 sales to each individual licensee. Each combined sale must report the licensee’s liquor licence number, the delivery postcode and total amount of liquor supplied by liquor type, volume and total dollar amount.
  • Save the CSV file to your desktop and name it “2015-16 wholesale sales report”.
  • Open the wholesale reporting portal on the VCGLR website.
  • Register your business using your trading or liquor licence name, a contact name, email address, phone number and liquor licence number.
  • Follow the instructions and upload the CSV “2015-16 wholesale sales report” in the online portal.
  • Click “submit” after uploading the CSV file in the portal. It’s important you do this, as simply uploading the CSV file will not be considered reporting. You must click submit.

We recommend completing the wholesale report before registering on the online portal.

Temporary and major event licensees may be required to submit separate reports against separate licence numbers. For information, please see the Frequently Asked Questions.  

Reporting deadline

The wholesale reporting portal for reporting of wholesale sales data in the 2015-16 financial year is now closed.

Information on reporting requirements for the 2016-17 financial year will be provided in early 2017.

Questions?

More information

Newsletter

For news and updates, subscribe to our newsletter

Newsletter