How To: Manage Site Policy in Ginesys HO

Policy is the course of action introduced or pursued by an organisation or individual. In Ginesys HO, there are two types of policy - Site Policy and Master Policy.

Site Policy is the policy by which HO can allocate the specific action for particular site. Those action only applicable in that site only. Site Policy always Override (get priority over) Master Policy. For example, Suppose HO allocates 30% discount on specific items for all the stores including a store named 'XYZ' through the Master Policy, but allocates flat 50% discount specially for the store 'XYZ' through Site Policy. Then flat 50% discount will be applicable in the store 'XYZ' only.

This article will describe how to manage site policy in Ginesys HO.

Pre-requisites

The users' role must have access to the Site Policy feature by enabling Add / Modify app operation for the feature in Admin - Security - User - Role through Retail Management - Setup - Manage.

Step-by-step guide

The steps are as follows:

Go to Retail Management > Setup> Manage > Site Policy.
Site Policy window will open.
Click on Add button.
Policy window will open.
Put in the Policy Name (mandatory field) and Remarks.
You will get two tabs - Configured User Settings and Configured System Settings.
a. Configured User Settings
Common :
Allow back dated entry up to (in days) - It allows users to entry the Back Dated data in store if HO provides the value which is grater than zero (0).
Negative stock checking mode - If the stock of an item is not available, then the user will get a Negative Stock warning message.
Allow blind session closure - If the value of the policy set as Yes, it allows user to close a session without entering opening and closing amount for the current POS session in emergency situation.
Allow to run drawer summery report - If the value of the policy set as Yes, it allows to run drawer summery report for the current POS session after closing a session.
Validity of credit notes (issue against POS bill) in days - How many days from the issue date of the credit note, issued against POS bill, remains valid.
Validity of credit notes (issue against other bill) in days - How many days from the issue date of the credit note, issued against other bill (Gift Voucher bill etc.), remains valid.
Display transaction rate - If this policy value set as Yes, then the users will be allowed to view rate and amount values at various back office transaction modules.
Accept quantity in multiple of sale factor only - If this policy value set as Yes, then the users will be forced to accept quantity in multiple of sale factor specified in Item definition. Otherwise they can sale the item out of sale factor.
Delivery Slip and POS Bill :
Number of copies of Sale Bill to print - POS will automatically print the specified number of copies of a Sale (no return item present) Bill.
Number of copies of return / Exchange Bill to print - POS will automatically print the specified no. of copies of a Return / Exchange (any return item present) Bill.
Number of copies of Delivery slip to print - POS will automatically print the specified no. of copies of a Delivery Slip.
Allow item level discount - If this policy value set as Yes, then the users will be allowed to give the Item Level discount.
Maximum allowable discount percentage - User will be allowed to provide manual discount (Item/Bill level) up to the given percentage limit.
Maximum allowable discount amount - User will be allowed to provide manual discount (Item/Bill level) up to the given amount limit.
Allow to clear promotion - If this policy value set as Yes, then the users will be allowed to clear/resume both item level & bill level promotions.
Allow adhoc return without sale bill reference - If this policy value set as Yes, then the users will be allowed to return item without sales bill as reference.
Sale person tagging mandatory - If this policy value set as Yes, then users will be restricted from saving the bill/delivery slip if sales person is not tagged in any Item.
Customer selection mandatory for POS bill - If this setting set as Yes, then with every POS bill users have to select customer.
Bill expiry for item return (in days) - Bill will be expired after the specified number of days from its creation date and it will not be considered for return purpose.
POS return reason entry required - If this policy value set as Yes, then user will be forced to provide a reason while taking a return for any item in POS Bill.
Allow cash refund - If this policy value set as Yes, then it allow user to refund cash to the customer in time of return items. Otherwise the concern person of the store will give the credit note in time of return item.
Allow price overwright - The users will be allowed to edit price of a bill item.
Allow change the auto adjust credit note amount - If this policy value set as Yes, then the users will be allowed to modify the automatically adjusted credit notes amount in case of POS Order tagging in POS Bill.
Allow back dated reprint for POS bill up to (in days) - Users will not be allowed to take back dated reprints of POS bills after specific number
of days.
Allow to add customer in POS bill modification after settlement - If this policy value set as Yes, users will be allowed to be add customers in POS Bill Modification for accumulating loyalty points for the bill.
Allow mode of payment modification - If this policy value set as Yes, the user will be allowed to modify the mode of payments.
Allow to void POS bill in which the credit note was issued - Users will be allowed to Void the POS Bill against Credit Note issued if this policy value set as Yes.
Void Bill reason entry required - If this policy value set as Yes, then on voiding POS Bill, users have to provide Valid Reason.
Allow void bill printing - If this policy value set as Yes, users will be allowed to print void bill.
Allow void delivery slip printing - If this policy value set as Yes, users will be allowed to print void Delivery Slip.
1. Configured User Settings:


Allow mode of payment modification	If this policy value set as Yes, the user will be allowed to modify the mode of payments.
Allow to void POS bill in which the credit note was issued.	Users will be allowed to Void the POS Bill against CN issued if this policy value set as Yes
Void Bill reason entry required	If this policy value set as Yes, then on voiding POS Bill, users have to provide Valid Reason.
Void Delivery Slip reason entry required	If this policy value set as Yes, then on voiding Delivery Slip, users have to provide Valid Reason.
Allow void bill printing	If this policy value set as Yes, users will be allowed to print void bill.
Allow void delivery slip printing	If this policy value set as Yes, users will be allowed to print void Delivery Slip.
Goods Receive & Return :
Short Goods Receive Tolerance %	Users will be allowed to make short entry upto specified tolerance %.
Excess Goods Receive Tolerance %	Users will be allowed to make excess entry upto specified tolerance %.
Allow damage Goods Receive	User will be allowed to receive damage quantity in Goods Receive Document if this policy value set as Yes.
Allow packet reconciliation in goods receive	User will be allowed to receive items packet wise if this policy value set as Yes.
Packet creation mode	From this settings HO can decide in which mode the packet will be created. The mode mode can be Adhoc or against GRT.
Restrict goods return entry	HO can restrict the goods entry into the site for particular reason.
Settle with overdue GRT Advice	Action to perform when overdue GRT Advice found while settling a date.
Other Bills :
Number of copies of Refund Bill to Print	System will automatically print the specified no. of copies of a Refund Bill.
Number of copies of Deposit Bill to print	System will automatically print the specified no. of copies of a Deposit Bill.
Number of copies of Gift Voucher Issue to print	System will automatically print the specified no. of copies of a Gift Voucher Bill.
Customer selection mandatory for Deposit / Refund bill	If this policy value set as Yes, then users have to select the customer for Deposit / Refund bill.
Customer selection mandatory for GV issue	If this policy value set as Yes, then user have to select the customer for Gift Voucher Issue.
Allow discounting in Gift Voucher issue	Users will be allowed to issue Gift Voucher at Discounted Value if this policy value set as Yes,
Void Deposit Bill reason entry required	Users will be forced to provide a reason for voiding the Deposit Bill if this policy value set as Yes,
Void Refund Bill reason entry required	Users will be forced to provide a reason for voiding the Refund Bill if this policy value set as Yes,
POS Order :
Number of copy of POS order to print	System will automatically print the specified no. of copies of a POS Order.
Due date mandatory in POS Order	Users will be forced to provide due date in POS Order if this policy value set as Yes,
Minimum percentage of advance against POS order	Users will not be allowed to save POS Order if specified percentage of order value is not received in advance from the customer.
POS Order cancellation reason entry required	If this policy value set as Yes, then the users will have to provide a reason for cancelling the POS Order Items.

b. Configured System Settings

Settings	Explanation
Data Synchronization Schedule	Data synchronization will take place as per specified schedule
Application Update Schedule	Application update will take place as per specified schedule
Full Backup Threshold	From this policy HO can set maximum allowable days without full backup POS can run.
Pending Settlement Threshold	HO can set maximum possible unsettled days in this policy.
CRMRFID Service	HO can enable or disable integrated RFID Service for Loyalty Cards.
Footfall for the day entry required	Footfall is the number of customers who visit the store per day. Ho can decide the store will count the Footfall number or not.
Allow to specify Audit Book Stock Date manually	Users will be allowed to enter and modify Book Stock Date in Audit Journal if this policy value set as Yes.
PAN no is mandatory in POS bill for specified bill value	User will be asked to tag a customer (with PAN No.) if the bill value is equal to or more than the provided value.
OTP authentication is mandatory for credit note adjustment in POS transaction	This will enable or disable OTP validation at the time of credit note adjustment in POS transactions
Promotion applicability on POS order item in POS bill	System will apply promotions on POS order items in POS bills (at the time of delivery) as per the setting done here.
POS function behavior for login, backup, data sync after abnormal shut down	From this policy HO decides the POS function behavior after abnormal shut down.
Cash Limit for POS Bill in Drawer	User will be asked to drop the cash if the total cash value in the drawer is equal to or more than the provided value.
Auto Sync on Settlement	Sync will get executed automatically on Settlement if this policy value set as Yes.
Settle with Open Documents	Action to perform by the site when open documents found while settling a date
Number of digit to capture for Credit Card number	From this policy HO decide how many digits are allowed to enter for credit card number
Item Service	To view stock point wise item stock in POS
Allow Bill value rounding	If this policy value set as Yes, then the users can rounded of the bill value from a decimal value.
Custom loyalty point redeemer	Loyalty points will be redeemed as per the custom method if defined.
Is Eazy Rewardz Integrated	From this policy HO decides Eazy Rewardz, the third party application, will be integrated with the site or not
Rounding behavior in POS bill	Rounding behavior in POS bill can be configured using this policy.
Rounding limit in POS bill	This policy would round the bill value by adding/subtracting the value defined in the policy by HO
Email Domain for Email2SMS Service Provider	Ho decides which Service Provider will work on the particular site.
Display item image at POS based on	Users will be shown Item Image at store end as per the configuration done here.

7. Change the Policies as per requirement from the Configured User Settings and Configured System Settings tabs.

8. Select the Policy which you want to configured for the site an click on the right arrow to move the selected policy to the Configured Settings area.

9. In the Configured Settings area, you will get four columns - Settings, Value, Can Change, Can Delegate.

Settings: Selected Policy for the site.

Value: Value of the policy for the site.

Can Change: If you checked the Check Box of this column, then the concern person of that site can change the policy from the store as per their requirement. These policies will override the policies allocated by HO.

Can Delegate: If you checked the Check Box of this column, then the concern person of the site can allocate a particular policy for a particular role from the store.

10. If you want to remove any configured policy from the Configured Setting area, select the policy and click on the left arrow. Then the policy will be removed from the Configured Setting area.

11. Click on Save & Close button to save the policies for the particular site.

Pre-requisites

Step-by-step guide

Settings

Explanation

Related articles

0 Comments