Meeting the Modern Challenges of Drinks Production
For whisky, spirits, and wine producers, the last decade has brought increased complexity. Supply chains have become more fragile. Input costs for raw materials, packaging and energy are rising. Consumers want high-quality, traceable products made responsibly. At the same time, the demands of regulatory reporting and digital transformation are growing.
Relying on legacy systems or disconnected tools is no longer enough. To manage this environment effectively, producers need real-time visibility, reliable data, and joined-up processes. ERP and digital transformation provide a practical path forward, helping drinks businesses streamline operations, respond to change, and plan for the future.
How ERP Helps Whisky, Spirits and Wine Producers Operate More Efficiently
Many drinks businesses still rely on spreadsheets or siloed systems that weren’t built for today’s demands. These tools make it difficult to keep teams aligned, track performance accurately, or adapt quickly when circumstances shift.
When sales, production, and supply chain teams are working from different data sets, errors multiply and decisions slow down. Common problems include duplicated work, poor forecasting, compliance risks, and reporting delays. The cost of staying still is becoming too high.
What Modern ERP Brings to a Drinks Business
ERP is more than a new system. It creates a central source of data across finance, operations, sales, and compliance, replacing manual processes with connected workflows. This gives producers the clarity and control needed to operate more efficiently. ERP helps teams:
- See real-time stock and production performance
- Improve forecasting using current and historical data
- Maintain traceability for every product, batch, and ingredient
- Streamline reporting for faster, more confident decision-making
- Instead of working in silos, departments have shared visibility and a single version of the truth.
“Digital transformation doesn’t mean losing your brand’s history and tradition. It’s about building the capability to grow while staying true to what makes you different.”
How ERP Supports Every Function
Every department within a whisky, spirits, or wine business has its own set of challenges. A well-implemented ERP system can address many of these issues and help each function operate more efficiently. By understanding the specific needs of each department, businesses can identify where ERP will deliver the greatest impact.
Production and Operations
Distillation, fermentation, ageing, and bottling all require careful planning and coordination. ERP connects production with inventory and sales, helping to manage batches, reduce waste, and meet demand.
- Providing real-time updates on production and stock
- Aligning schedules with sales forecasts
- Managing recipes and batch control for quality
Case Study: Data Cleansing and Forecasting for a Whisky Producer
An international whisky distiller struggled with supply chain planning due to fragmented data and thousands of outdated inventory records. Optimum PPS helped design a structured data cleanse, introduce obsolescence rules, and integrated cask stock into their ERP. The result was improved visibility, more reliable forecasting, and better cost control.
Supply Chain & Procurement
The supply chain is one of the most vulnerable areas in drinks manufacturing. With volatile pricing and long lead times, it’s difficult to maintain consistent supply. ERP gives procurement teams better forecasting, supplier oversight, and control over stock levels.
- Supporting demand planning and dynamic reordering
- Tracking supplier performance and pricing trends
- Automating purchase approvals and stock replenishment
Improvements don’t always have to come from large system changes either. Often, they come from getting the basics right. That means refining internal processes, improving communication, and making sure the right people are involved at the right time.
Case Study: Preventing Stockouts with S&OP
This independent Scottish whisky distillery found itself running out of seasonal products due to poor communication between sales and production. Optimum introduced a Sales and Operations Planning (S&OP) process and forecasting tool. This improved coordination, provided a clearer view of future demand, and reduced stock shortages during critical trading periods.
Finance and Accounting
Finance teams need to produce accurate reports, manage complex structures, and provide strategic insight. ERP streamlines tasks like month-end close and consolidations and makes financial data easier to access and trust by:
- Automating reconciliations and journal entries
- Providing dashboards for profitability and cash flow
- Supporting audit readiness and compliance reporting
A robust ERP system also gives finance teams trusted, real-time data, which is essential in a sector where long-term investment is the norm. For whisky producers, laying down spirit ties up significant capital for years. Clear cash flow forecasts and visibility over working capital help manage these gaps. ERP supports confident planning by aligning financial insight with operational needs.
“We speak to producers still relying on spreadsheets and outdated systems to manage complex, multi-million-pound operations. This slows down decision making, creates disconnects between departments, and makes it harder to respond to changing demand.”
Sales and Marketing
Commercial teams rely on accurate data to respond to market trends, run campaigns, and ensure availability across channels. Without access to real-time inventory or customer data, teams risk missing opportunities. ERP systems help align commercial teams with stock, pricing, and customer behaviour.
- Showing live stock availability across locations
- Connecting customer history with sales and marketing tools
- Tracking campaign performance and pricing changes
Case Study: Improving Sales Insight at Events
A family-owned Scottish whisky producer was attending trade shows without reliable data on what was sold or whether the events were profitable. Optimum implemented a mobile EPOS system to track real-time sales and stock. This gave the team better visibility, improved cash handling, and helped them make informed decisions about which events to prioritise.
Compliance and Sustainability
Regulatory requirements and sustainability expectations are increasing. From excise duties to batch traceability and carbon reporting, drinks producers must provide accurate, auditable records. ERP gives compliance teams the structure and data they need to stay on top of obligations.
- Automating excise reporting and regulatory submissions
- Maintaining full product and ingredient traceability
- Supporting sustainability metrics and reporting requirements
Case Study: Ensuring Compliance with HMRC Changes
A leading wine producer and distributor needed to adapt to changing HMRC requirements following Brexit and updates to duty classifications. Optimum supported them with system upgrades and process reviews, helping them stay compliant with bonded goods regulations and maintain accurate reporting. This long-term partnership has ensured they remain agile and compliant in a shifting regulatory landscape.
Scaling, Adapting and Optimising Your ERP Over Time
ERP isn’t just about solving today’s problems. It provides a platform that supports long-term growth and adaptability. As drinks producers expand into new markets, launch direct-to-consumer channels, or adopt new technology, the right ERP system ensures the business is ready to scale with confidence. Modern ERP platforms can:
- Support multiple brands, production sites, and international operations
- Integrate with e-commerce and logistics partners
- Enable predictive insights using business intelligence tools
- Connect with mobile devices and smart production technologies
But the real value of ERP doesn’t stop at go-live. Business priorities evolve, product lines change, and market demands shift. ERP systems need to evolve too. Optimising your ERP setup is an ongoing process, not a one-off project. As your business grows, so should your systems. Reviewing and refining how your ERP is configured ensures it continues to support your goals, improve efficiency, and unlock new opportunities.
Case Study: ERP Optimisation for Global Drinks Business
Following a complex SAP implementation, a global drinks business faced serious operational challenges, including poor data quality, unclear roles, and declining customer satisfaction. Staff morale was affected, processes were fragmented, and cross-team communication was weak.
Optimum PPS carried out an ERP Optimisation programme incorporating a stabilisation and diagnostics review, identifying key problem areas across supply chain, production, market services, and warehousing. In response, a phased action plan was developed to help the business regain control, improve data integrity, rebuild confidence in the system, and lay the groundwork for longer-term optimisation.
This approach helped the business stabilise day-to-day operations, reduce customer complaints, and improve internal collaboration. Teams became clearer on their roles, data accuracy improved, and confidence in the system returned, setting a more solid foundation for future improvement.
What Makes ERP Successful in the Whisky, Wine and Spirits Industry
The most effective ERP projects align people, processes, and systems, supported by a clear roadmap and expertise tailored to your sector. Many drinks businesses hesitate due to concerns about disruption. But with the right support, implementation can be phased and practical. To get the most from your ERP, you should:
- Define clear goals and business outcomes
- Involve teams from across the organisation early
- Phase delivery to reduce disruption and manage risk
- Choose a partner who understands drinks manufacturing and distribution
“Implementing ERP isn’t about changing everything overnight. It’s about making steady, confident changes that add value from day one.”
Let’s Talk: Start your ERP Journey with Optimum PPS
If your current systems are slowing down growth or putting your compliance at risk, it may be time to rethink your ERP approach. With experience across the drinks sector, Optimum PPS helps producers simplify complexity, reduce risk, and build systems that support long-term success.
If you’re reviewing your systems or preparing for growth, we’d love to talk. Optimum PPS brings hands-on experience with drinks producers and a practical, results-focused approach to ERP delivery.
Contact us today to start your journey.
Frequently Asked Questions
Q: What does ERP do for drink manufacturers?
ERP systems integrate finance, operations, supply chain, sales, and compliance processes to improve efficiency, reduce errors, and provide real-time data visibility across the business.
Q: Why is ERP important for whisky, spirits and wine producers?
Producers in the drinks sector face complex challenges such as inventory traceability, seasonal demand, and regulatory compliance. ERP provides the structure to manage these areas effectively.
Q: Can ERP support new product development?
Yes. ERP helps track new product trials, manage costings, align development with supply chain availability, and ensure quality standards are met.