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Adding & Editing Un-Managed Site in Ginesys HO

Owned by Deepankana Roy (Unlicensed)
Last updated: Aug 09, 2022 by Aparajita Basu Roy
3 min read

The site where any other software can be run rather than Ginesys, called Un-Managed Site. In case of Un-Managed site, there is no control over store. This article describes how to manage Un-Managed Site in Ginesys HO.

  1. '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 Un-Managed Site

Prerequisites

  1. The users' role must have access to the Un-Managed Sites feature by enabling Add app operation for the feature in Admin - Security - User - Role through Sales and Distribution - Setup - Customer.

  2. Site Owner Name, Tax Region and Organization Unit must be exist.


 Detail Tab

Step-by-step guide

The process is divided in the following steps:

  1. Go to Sales and Distribution > Setup > Un- Managed Site.
  2.  Un-Managed Site module opens. 
  3. Click on Add Button.
  4. Add Un-Managed Site window opens. 

  5. Site Information:
    1. Fill the Site Name, Customer Name and Short Name (All are Mandatory Field).
    2. Mode of Operation will be populated automatically.
  6. Document Setting:
    1. Fill the Organization Site (Mandatory Field), Tax Region (Mandatory Field), Trade Group, Sales Term, Sales Form, Price List Name from the drop down list.
    2. Click on the checkbox if Maintain Secondary Stock is needed.
  7. Store Information: (Optional)
    1. Put in the Start Date, Close Date, Target Sale and Store Size. 
  8. Logistic: (Optional)
    1. Select the Transporter Name from the drop down list.
    2. Put in the Transit Days. 
  9. Communication:

    1. You will get two sub sections in the Billing Details section - Billing Details and Shipping Details. Billing Details and Shipping Details can be same or different. If the shipping details is same as billing details, then click on the 'Copy Billing Address' to copy the billing address as shipping address.

        • Billing Address: This address is related to payment. The address of the person who make payment. 
        • Shipping Address: The address where the documents or the items will be delivered.
  10. Statutory Information: 
    1. GST Identification No. and it's Effective Date From
    2. GST State
    3. VAT No. for documents before the GST effective date. You also need to record Effective Date From for VAT.
    4. CST No. for documents before the GST effective date. You also need to record Effective Date From for CST.
  11. Click on Save button to save the newly created site. 
 User Defined Fields

Step-by-step guide

This tab is for filling up the User Defined Fields (UDF) values. 

UDFs have to be configured in Admin > Utilities > Manage > User Defined Fields.( Configuring and Allocating UDFs (User Defined Fields) )


 

Points to be noted

  1. Max 25 UDFs can be configured for the module, i.e. 15 for alphanumeric type data, 5 for numeric data and 5 for date type of data.
  2. Configured UDFs will be applicable for all type of Sites, i.e. Organization Site, Managed Site, Unmanaged Site.
  3. All fields defined will get displayed and validated as per configuration.
  4. Configured UDFs will be displayed in the list view of the Sites.
  5. Configured UDF values will be applicable during import through Managed Site Import, Unmanaged Site Import.
 Edit Un-Managed Site

Prerequisites

  1. The users' role must have access to the Un-Managed Sites feature by enabling Modify app operation for the feature in Admin - Security - User - Role through Sales and Distribution - Setup - Customer.

  2. Unmanaged Site must be already created.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Sales and Distribution > Setup > Un- Managed Site.
  2. Un-Managed Site module opens. 
  3. Select one site from the list.
  4. Go to Action > Edit or double click on the selected site.
  5. Edit Un-Managed Site window will open.

  6. Edit the required fields.

    You cannot modify Customer Name, Organization Unit, Trade Group, sales Term, Sales Form, Shipping Details and Statutory. Only if billing and shipping detail are same, then you cannot modify Shipping Details and Statutory.

  7. Click on the Save button to save the modified data.

Unmanaged Site can be imported from Ginesys Web - Admin - Utilities - Data Import.