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The Victorian Commission for Gambling and Liquor Regulation (VCGLR) is the independent statutory authority that regulates Victoria's gambling and liquor industries.

Our vision is that Victorians and visitors enjoy safe and responsible gambling and liquor environments.
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Wholesales data reporting

Some Victorian liquor licensees must collect and report information about their annual wholesale transactions to other Victorian licensees. Read more to find out how and when to report.

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 must report wholesale transactions. Licences include:

  • pre-retail licence
  • wine and beer producer's licence
  • limited licence, including:
    • renewable limited
    • temporary limited
    • major event licence.
What do I need to report?

Licensees are required to report the following*:

  • 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 small container, large container or bulk**
  • the dollar value of each type of liquor supplied.

* Requirements may alter each financial year

** The Liquor Control Reform (Wholesale Liquor Supply Information) Regulations 2015 (PDF, 105KB) provides definitions of types of liquor as well as definitions of small, large or bulk containers.

What format should I report it in?

Wholesale sales data must be 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. 2015-16 wholesale sales transactions must report combined, not single transactions.

Licensees may download the report template directly here (CSV, 4KB).

Do not change the template in anyway as this will result in you being unable to submit your report. You may have to start again to ensure your data is accurate.

To reduce potential validation failures, make sure your report:

  • Is a valid CSV (comma separated values) file.
  • Contains headings exactly as those in the CSV template.
  • Does not contain any blank lines.
  • Has valid numeric, eight digit licence numbers that represent real licence numbers. If you do not know the licence number of the licensee 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.

Full details on the information to be reported is available under 'Record keeping requirements' and the Regulations (PDF, 72KB).

How do I report?
  1. Download the CSV template.
  2. Complete the CSV template with the combined 2015-16 sales to individual licensees.
    Combined sales must report the licensee's liquor licence number, delivery postcode and total amount of liquor supplied by liquor type, volume and total dollar amount.
  3. Save the CSV file to your desktop and name it '2015-16 wholesale sales report'.
  4. Open the wholesale reporting portal on the VCGLR website.
  5. Register your business with your liquor licence name, a contact name, email address, phone number and liquor licence number.
  6. Follow the instructions and upload the CSV '2015-16 wholesale sales report' in the online portal.
  7. Click 'submit' after uploading the CSV file in the portal.
    It's important you do this, as uploading the file is not 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, see the Frequently Asked Questions (PDF, 520KB).

Reporting deadline

Details for the 2017 reporting period will be posted here shortly. 

The reporting period is set by legislation and there is no possibility of extension once it has been set.

Are there any exemptions?

Some small businesses are exempt from the requirement to report. Exemptions apply to independent producers that produce 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.

If you exceed the limit in one liquor category, you must collect and report information about all of your wholesale liquor transactions. Exemptions do not apply to importers.

More information

Use the wholesales sales data portal to report your wholesale transactions

Page last modified 
28 March 2017