Why log harvests in Cepaos
The Alcohol and Tobacco Tax and Trade Bureau (TTB) requires bonded wineries to maintain accurate records of all grape receipts, wine production, and inventory movements. Cepaos automates cellar book entries: when you log a harvest, the system generates the corresponding record without double entry.
Prerequisites
Before logging your first harvest, make sure you have:
- At least one vineyard block created in Vineyard > Blocks, with variety and acreage.
- At least one tank or vessel registered in Cellar > Vessel Manager.
- Your TTB permit number entered in Settings > Winery Details.
Step by step
1. Access the Harvest module
In the sidebar, under the Vineyard tab, click Harvests. You will see the list of harvests for the current vintage.
2. Create a new harvest
Click + New Harvest. The entry form opens.
3. Fill in required fields
| Field | Description |
|---|---|
| Harvest date | Day the grapes were picked |
| Source block | Selecting it auto-fills the variety |
| Quantity (tons) | Gross weight received at the crush pad |
| Destination vessel | Tank or fermenter where the fruit is deposited |
4. Add analytical data (optional)
You can record quality metrics at reception:
- Brix: sugar concentration.
- Total acidity: in g/L tartaric acid equivalent.
- pH and condition notes (rot, sunburn, etc.).
These values feed into the Lab module and quality reports by block.
5. Record scale weight
If your winery has a connected scale, Cepaos can receive the weight reading directly. Contact support to configure the integration.
For manual weighing, simply enter the tonnage in the corresponding field.
6. Save and verify the entry
When you click Save, Cepaos automatically generates:
- A receipt entry in the cellar book (type "Grape/must intake").
- The traceability link between the source block and the destination vessel.
- An update to the vessel's volume (estimated gallons based on the conversion factor).
7. Verify in the cellar book
Go to Cellar > Cellar Book and filter by today's date. The entry appears with all reception data. This is the record that supports your TTB 5120.17 filing.
Purchased fruit
If you purchase grapes from a third-party grower, create a block with type "Third Party" and enter the grower's details. Traceability is maintained the same way, and the purchase appears on your TTB reports with the supplier's information.
Correcting errors
You can edit or void a harvest entry. Voiding generates a reversal entry in the cellar book to maintain audit integrity. Voided entries are never deleted — they remain visible with a "Voided" status.
Frequently asked questions
Are quantities tracked in tons or wine gallons?
Cepaos tracks grape weight in tons and converts to wine gallons for TTB reporting using a configurable conversion factor (default: 165 gallons per ton for reds, 155 for whites).
Can I split a harvest across multiple tanks?
Yes. Register one harvest per fraction. All share the same source block and date but differ in quantity and destination.
Does Cepaos support custom crush clients?
Yes. You can track grape lots by client within the same winery, maintaining separate traceability chains for each.