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Wholesale liquor data reporting

Other related content
Liquor

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.

The Liquor Control Reform Act (1998) requires that some Victorian liquor licensees must collect and report information about their annual wholesale liquor transactions to other Victorian licensees.

The reporting period for 2018-19 opened on 1 July 2019 and closes midnight 15 August 2019.

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.

If you hold any of the following licences, you must report wholesale transactions. Licences include:

  • pre-retail licence
  • producer's licence
  • limited licence, including:
    • renewable limited
    • temporary limited
    • major event licence
    • producer's licence  (please ensure your data or exemption for your ceased beer and wine producers' licence are lodged. This can be lodged as combined data)
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?

The VCGLR has approved a template to collect wholesale transactions made in the 2018– 19 financial year. It is available on our website here and through the Wholesale Sales Data Portal, and is the same as the 2017-18 template.

To assist with creating a CSV file in the same format as the template, the VCGLR has developed an application that provides a user-friendly method for inputting your data to create the CSV file. The application also allows you to import data in other formats and easily translate it into our template. Refer to the topics below for more information.

Please visit our wholesale data portal to report your data.

Full details about the information required to be reported is available under 'Record keeping requirements' and the Regulations (PDF, 105.25 KB).

Compiling your data into the CSV template

The template you must use to report your sales is available on our website here and through the Wholesale Sales Data Portal.

Do not change the template in anyway as this will result in validation failures which will need to be resolved before you can submit your report.

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 Victorian Liquor Licence numbers which are 8 digits. 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.

You can also make use of the new Wholesales Sales CSV Builder application to more easily create the required CSV file. This application converts your Microsoft Excel files into a CSV file or you can add your data directly into the application. Refer to the next topic.

The new Wholesale Sales CSV Builder application

To assist with creating a CSV file in same format as the template, the VCGLR has developed a new application that provides a user-friendly method for creating the CSV file.

The Wholesale Sales CSV Builder (XLS, 424 KB) allows you to more easily create the required CSV file that must then be uploaded to the Wholesale Sales Data Portal.

The application supports a user friendly, manual entry of sales records that will step you through the reporting process to generate a valid CSV file for submission.

It also allows you to import your ‘raw’ data and includes the ability to translate your customers’ identifiers to VCGLR licence numbers, and to translate your product identifiers to the VCGLR product categories. You can import your data at a transaction level and it will be summarised by the application.

An inbuilt user guide is available to assist you with using the application and you can contact us for further assistance.

The Wholesale Sales CSV Builder (XLS, 424 KB)application requires Microsoft Excel 2003 or later running in Windows.

Note that the CSV file the application produces must still be uploaded onto the Wholesale Sales Data Portal by midnight on 15 August 2019.

How do I report?

Reporting must be done via the online portal.

Download the FAQs (PDF, 112.82 KB)for more information on the reporting process.

Reporting deadline

Licensees must submit their data or exemption by midnight on 15 August 2019. 

The portal will open for submissions on 1 July 2019 and close at midnight on 15 August 2019.

 

Are there any exemptions?

There are some licensees that may be exempt from this reporting requirement. To find out if you are exempt or to register as exempt, please visit the wholesale data portal.

Exemptions do not apply to importers.

Please note: registering your exemption will ensure that we know not to contact you again regarding the 2018-2019 reporting period.

Producer’s Licensees

The wine and beer producer’s licence transitioned into the producer’s licence in October 2018.

What does this mean for your reporting?

This transition means that holders of a producer’s licence will need to report wholesale sales data for both licences. You can combine the reporting data for both licences into a single report and submit that against your current producer’s licence.

If you already have an account registered to the wholesale portal using the old wine and beer producers licence, your account will automatically be linked to your current producers licence. Simply login to your account and submit your report.

If you didn't previously hold an account on the wholesales portal you only need to register an account, associate your current producers licence and submit your wholesale report containing data for both licences.    

More information

Click here to access the Wholesales Sales Data Reporting Portal.

Page last modified 
4 July 2019