Managing Site Master

What is Site?

Sites are the physical locations of the various offices, factories, warehouses and sale counters of an organization. Sites may be managed or run by the organization itself or managed by customers. All POS sites, whether managed by organization or customer, must be created in HO. This article describes how to manage POS Site belonging to the organization in Ginesys HO.

'Bill-to, Ship-to' concept added for Sales & Distribution process (From version 11.137.0 onward)

Government has given a provision to ease out goods movements, i.e., marking separate bill to / ship to locations on a Tax Invoice. For example, A is the seller, B being the Buyer, however, B instructing to deliver directly to C. After this update, this possibility would be adequately mapped, i.e., the 'B' and 'C' do not have to be the same.
While you create sites against outright customers, you will have the option to select different shipping address.
Applicability

Note: For consignment stores this process is not applicable.

Scenario:
Consider the following scenarios -
- Agent Model - Agent asks the seller to deliver directly to the buyer but provide the bill to the Agent only. The Agent, in turn, would issue another Tax Invoice to the buyer.
- One party multiple Sites - The party might want the invoices to be issued in a single location whereas the goods movement to be done directly to the multiple stores.

Add Site

Prerequisites

The users' role must have access to the Site feature by enabling Add app operation for the feature in Admin - Security - User - Role through POS Manager - Setup - Manage.
Audit Plan, Mode of Payment, Petty Cash Head, Document Scheme, Ledger, Master Allocation Group, Site Policy, Tax Region and Coupon - these master modules must be present.

Step-by-step guide

The steps are as follows:

Go to POS Manager > Setup > Manage > Site.
Site module will open with the list view of previously created site.
Click on Add button.
Site window will open.
You will get various tabs in this window like - Site, Group Mapping, Location & Contact Information, Replenishment Source, Audit Plan, Mode of Payment, Petty Cash Heads, Document Scheme, Ledger and Coupon Offer.
Site
In the Site tab you need to fill the Basic Details of the site, More Operation, Statutory Information, HO Control, Data Exchange Information.

Basic Details
1. CUID: It is the ID of the site (Mandatory Field).
  
  Note: CUID is a combination of two parts. The first part is created by HO and it will be populated automatically. You have to put in the second part of the CUID. It can be alphanumeric / numeric / alphabetic value.
2. Short Code: This is the short form of the site name (Mandatory Field).
3. Name: This is the name of the site (Mandatory Field).
4. Price Type: This is the price type (RSP or MRP) of the item when being returned from the store (Mandatory Field), it is used when no in rate is found.
5. Put in the other details like Start Date, Close Date, Transit days etc.
Mode of Operation
1. Site Type: You need to select the type of the site whether it is Customer Owned or Organization Owned.
  
  The Organization Unit must have the necessary Ledgers like Transfer In Ledger, Transfer Out Ledger etc tagged.
2. Customer Name: This is the Owner Name or the Store Name. Select the Customer Name form drop down list (Mandatory Field).
3. Put in the Mode of Operation and Organization Unit
Statutory Unit
1. Put in the GST Identification Number, Date, GST State etc.
HO Control
1. If the Site Security of the site (User, Role and Policy) is HO controlled then select the check box Site Security (User, Role and Policy) is HO controlled.
2. If the Site Sales Persons are HO Controlled then select the check box Site Sales Persons are HO Controlled.
3. If the Site / store needs to make returns for items sold across stores, then select the checkbox Allow to participate in any store return.
Data Exchange Information
1. Site Published: If you select the check box then the site will be published.
2. Site Key: This is an Unique Key to identify the site. It will be generated automatically in time of site publish.
3. Data Exchange: Select the option for Data Exchange or Data Sync either Active or Stop. If you select Active, the data sync from site to HO keeps active but if you select Stop the data sync will not occur.
Group Mapping
In the Group Mapping tab you will get the following fields:
Tax Region: Select the Tax Region from the drop down under which the site is created.
Master Allocation Group: Select the Master Allocation Group which you want to allocate to the site.
Site Policy: Select the Site Policy which you want to allocate for the site.
Transporter: Select the default transporter from site to HO and HO to site.
Location / Contact Information
In this tab you will get two sections - Billing Details and Shipping Details.

Billing Details: The contact details of the person who make the payment.
1. Contact Person: Put in the name of the person who is the owner of the bill (Mandatory Field).
2. Address: Put in the address details like City, District, PIN Code, Country etc.
3. Phone Number: Put in the Official Number, Residential Number of the bill owner etc.
4. Email: Put in the Email of the bill owner.
5. Website: Put in the Website of the bill owner.
Shipping Details: The contact details of the person to whom the product will be shipped or delivered. It can be same as or different from Billing Details. If the billing and the shipping details are same, then select the check box Shipping same as Billing in the right side of the window.
1. Company Detail: Put in the Company Name, CIN No and Contact Person.
2. Address: Put in the address details like City, District, PIN Code, Country etc.
3. Phone Number: Put in the Official Number and Residential Number of the person to whom the product will be shipped.
4. Email: Put in the Email of the shipping owner.
5. Website: Put in the Website of the shipping owner.
6. GST Category: Select the GST Category from the drop down list (Mandatory Field). The categories are - Normal Register, Composite, Exempt and unregistered.
7. Put in GST Identification No., GST State.
Replenishment Source
Replenishment Source is the site from where the stocks receive into store. In this tab you will get two sections - Available Replenishment Source and Assigned Replenishment Source with Item.
1. Select a Replenishment Source from the Available Replenishment Source section and click on the Right Arrow.
2. The selected Replenishment Source will be moved to the Assigned Replenishment Source with Item section with details of the replenishment source.
  
  Note: Inclusive of tax Price List tagging option for owned stores has now been provided and tax amount is added to Discount Amount as that of outright stores.
  Know Tagging a Transit Site to a Replenishment site
  
  Note: You can copy a Replenishment Site from an existing site by clicking on Copy From Another Site button.
Document Scheme
You can allocate Document Numbering Scheme from this tab. You will get two sections in this tab - Available Document Numbering Scheme and Assignment Document Numbering Scheme for Local Purchase.
1. You can select more than one Document Numbering Scheme to assign to the site.
2. Click on the Right Arrow to move the selected Document Numbering Scheme to the Assignment Document Numbering Scheme for Local Purchase section.
Ledger
You can allocate Ledger from this tab. You will get two sections in this tab - Available Cost Center Applicable Ledger and Assignment Cost Center Applicable Ledger.
1. You can select more than one Ledger to assign to the site.
2. Click on the Right Arrow to move the selected Ledger to the Assignment Cost Center Applicable Ledger.
Click on Save & Close button to save the created site.