40 Pa. Code § 11.84 - Records
(a) The holder of a
Sacramental Wine License shall maintain and keep on the licensed premises,
under section 409 of the Liquor Code (47 P. S. §
4-409), in hard copy or electronic media
consistent with generally accepted accounting procedures, complete and accurate
daily records containing the following:
(1)
The date of purchase.
(2) The name
and address of the person from whom purchased.
(3) The date of sale.
(4) The name and address of the priest,
clergyman or rabbi to whom sold.
(5) The type, quantity and price of wine
sold.
(6) The name and address of
members to whom wine is delivered directly, and the quantity.
(b) A copy of all sales records
shall be retained in the records of the licensee on the licensed premises for 2
years.
(c) All stock of wine on
hand shall be reconciled with the records by means of a physical inventory
taken at the close of business each month, at which time proper claim shall be
made for any unusual losses of wine through theft, evaporation, absorption or
other conditions. No retroactive claims for losses will be allowed.
(d) The records maintained by licensees under
this section shall be open to inspection by authorized representatives of the
Board and the State Police, Bureau of Liquor Control Enforcement, under
sections 211 and 493(21) of the Liquor Code (47 P. S. §§
2-211 and
4-493(21)). A recordkeeping
system utilized by the licensee shall have the capability to provide for the
reconciling of required data. Entries shall be verifiable by supporting
documentation-original documents. Records shall be clearly identifiable to the
licensed operation.
(e)
Federal and State government reports and forms. Copies of
reports or forms required by Federal or State governmental agencies related to
the licensed operation shall be maintained for a period of 2 years unless
required to be maintained for a longer period by the Federal or State agencies.
The reports or forms shall also be open to inspection by authorized
representatives of the Board and the State Police, Bureau of Liquor Control
Enforcement, and shall constitute a satisfactory record if they contain the
information required in subsections (a)-(c).
Notes
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