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Managing Site Policy in Ginesys ERP

Owned by Deepankana Roy (Unlicensed)
Last updated: Aug 17, 2022 by Subhasree Banerjee (Unlicensed)
14 min read

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

Site Policy is the policy by which HO can allow/disallow specific actions for each site. In other words, HO can control the actions only applicable in that site. Site Policy always overrides (get priority over) Master Policy. For example, suppose HO allocates 30% maximum allowable discount as a Master Policy, in other words, a maximum discount of 30% is applicable across all stores. But now the HO allocates a 20% maximum allowable discount specially for the store 'XYZ' through Site Policy. Then the store 'XYZ'  will be able to provide a maximum discount of 20% only and not a discount of 30% like other stores. 

This article will describe how to manage Site Policy in Ginesys HO.

Pre-requisites

  1. 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 Desktop POS Manager- Setup - Manage.

Step-by-step guide

The steps are as follows:

  1. Go to POS Manager > Setup> Manage > Site Policy. 

  2. Site Policy window will open.

  3. Click on Add button.

  4. Policy window will open. 


  5. Put in the Policy Name (mandatory field) and Remarks.

  6. 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 greater 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.

       Application of Negative Stock Check

      Negative Stock Check will be applied and based on what value is specified for it in the Item definition / User Profile. Item definition for Negative Stock Check can be set to Profile, Warn, Ignore or Stop. User Profile for Negative Stock Check can be set to Warn, Ignore or Stop. 

      Important information

      The priority of Item Definition logic is more than User Profile logic; in other words, if the value of Negative stock check is Stop in Item Definition, then for a negative stock of that particular item, the entry of the particular document will stop with proper message to user; even if Negative stock check value is Ignore in User Profile.

      Suppose Negative stock check value for Item - A001 is set to Stop in Item Definition and Negative stock check value is Ignore in User Profile of the user. Then if A001 goes into negative stock, the user will find that the entry of the particular document will stop with a negative stock warning.

      Setting                                                                                     Effect

      Ignore                                                                                      User will not know if stock goes to negative

      Warn                                                                                        User will get a warning and may choose to ignore or cancel.

      Stop                                                                                         User will not be able to proceed.

      To illustrate,

      1. Stock-in-hand – 10
      2. Issued quantity – 25
      3. Received quantity – 12
      4. Negative Stock check is set to Warn in both User Profile and Item Definition.



    • 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 - Number of days the credit note, issued against POS bill, would remain valid. 
    • Validity of credit notes (issue against other bill) in days - Number of days the credit note, issued against other bill (Gift Voucher bill etc.), would remain valid. 
    • Display transaction rate - If this policy value set as Yes, then the users will be allowed to view rate of items 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 during any transaction, the users will be forced to accept quantity of items in multiple of sale factor specified in Item definition. If it is not specified, then the component units of the item can be billed in any quantity irrespective of sale factor.
      For example, suppose Item A001 has three components to it - a tiffin box, a water-bottle and a carrying bag and has a sale factor of 3. But if this policy does not have any specific value; the three components of A001 (the tiffin box, the water-bottle and the carrying bag) may be sold separately as distinct items.


     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 i.e. total number of bills printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) bills would be printed.
    • 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 i.e. total number of bills printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) bills would be printed..
    • Number of copies of Delivery slip to print - POS will automatically print the specified no. of copies of a Delivery Slip i.e. total number of Delivery Slip printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) Delivery Slips would be printed.
    • Allow item level discount - If this policy value set as Yes, then the users will be allowed to give the Item Level discount. 
    • Allow bill level discount -  If this policy value set as Yes then the user will be allowed to provide Bill level discount.
    • Maximum allowable discount percentage - User will be allowed to provide manual discount (Item/Bill level) up to the specified percentage.
    • Maximum allowable discount amount - User will be allowed to provide manual discount (Item/Bill level) up to the specified amount.
    • 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 customer must be mentioned in each bill.
    • Bill expiry for item return (in days) - Bill will expire 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. The return reason will be configured and synced to POS by HO.
    • Allow cash refund - If this policy value is set as Yes, then it allows the user to refund cash to the customer in exchange of items returned. Otherwise, the cashier will only issue the credit note at the time of returning an item.
    • Allow price overwrite - The users will be allowed to edit price of a bill item.
    • Allow to 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 through POS Bill Modification for accumulating loyalty points for the bill. In the rush hour, it is impossible to fill the customer details in the time of billing. user just entry the contact number of the customer and ask  him to fill his basic details in a form. From this policy, HO allow user to entry the customer's remaining details provided by the user even after settlement of POS bill.  
    • Allow mode of payment modification - If this policy value set as Yes, the user will be allowed to modify the mode of payments. In the rush hour it is impossible to take the whole card details from the customer. If HO allowed to modify the Mode of Payment, the the user can update the Mode of Payment details. 
    • 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.
    • Trade group to be applied of the customer GST state is different from store state - If selected "LOCAL”, then for the customer with different GST state from Store GST state system directly applies LOCAL trade group GST tax charges and will NOT consider customer GST state as counter-party GST state.
       If selected "INTERSTATE", then for the customer with different GST state from Store GST state system directly applies INTERSTATE trade group GST tax charges and will consider customer GST state as counter-party GST state.
       If selected "PROMPT USER", then for the customer with different GST state from Store GST state system warns the user to confirm to apply required GST tax charges(LOCAL or INTERSTATE) and consider (or) not a customer GST state as counter-party GST state.
    • Customer Selection is Mandatory at Delivery slip - If Selected 'Yes', The user have to select/ tag Customer on creating Delivery slip at POS.
       If Selected 'No', The user create Delivery slip at POS with or without tagging Customer.
     Goods Receive & Return :

    • Short Goods Receive Tolerance % - Users will be allowed to make short entry upto specified tolerance %. (To know more please Click Here)
    • Excess Goods Receive Tolerance % - Users will be allowed to make excess entry upto specified tolerance %. (To know more please Click Here)
    • 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. Sometime for high valued items, HO does not allow to receive items packet wise to avoid damage item receive or any other reason.
    • 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. It is a mandatory field. If user requires the printing of Refund bills, then at least a value of 1 has to be assigned.
    • Number of copies of Deposit Bill to print- System will automatically print the specified no. of copies of a Deposit Bill. It is a mandatory field. If user requires the printing of Deposit bills, then at least a value of 1 has to be assigned.
    • Number of copies of Gift Voucher Issue to print -  System will automatically print the specified no. of copies of a Gift Voucher Bill. It is a mandatory field. If user requires the printing of Gift Voucher bills, then at least a value of 1 has to be assigned.
    • 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

    • 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. 
    • Maximum allowable discount policy validation mode - If Validate individually option is selected then maximum discount will be validate individually. If Whichever is lower option is selected then the item which has lowest price will be validate for the discount.
    • 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. 
    • 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.
    • Allow POS return for a customer with GSTIN details - User will be allowed to return items against customers with GSTIN information present. If it is not selected, the system would not allow the user to select any return item and save the bill.
    • Default behavior for auto-start data sync scheduler service post DB Backup - If selected 'Yes' then the system will auto-start data sync scheduler service upon successful POS DB backup. If selected as 'NO' then the system will NOT auto-start data sync scheduler service upon successful POS DB backup.
    • Restrict cash transactions of and above (specify value) - The system will restrict the cashier in POS bill & Deposit bill from receiving cash of and above the specified value in the following ways:
      - In a single transaction
      - From the same customer in a single day
    • Allow POS Bill for a customer with GSTIN details - If this policy value set as Yes then user will be allowed to make bills for the customers with GSTIN information present. If set as “No”, the system would not allow the user to select the customer with GSTIN, instead, it will prompt the cashier and populate the customer without GSTIN.
    • Loyalty Service provider - On selecting Easemyretail (EMR) option, EMR based third-party loyalty solution will get applicable.On selection of Ginesys option, Ginesys loyalty program will get enabled. By default Ginesys will be selected.
    • Coupon Service provider - On selection of Easemyretail (EMR) option, EMR based third-party coupon solution will get applicable.On selection of None option, no coupon can be applied to the bill.
    • Easemyretail (EMR) Document Handling Services - On selection of Yes option, bill submission to EMR will take place.On selection of No option, no bills will be submitted to EMR.
    • Allow exchange of item other than same Article - If selected as 'No', then the user can exchange the Bill Item only with Alternate Items having same Article.If selected as 'Yes', then the user can exchange the Bill Item with Alternate Items having both same or different Article.
    • OTP SMS Suffix - Value/Text provided here will be appended with the existing OTP SMS template.
    • POS E-Invoice - if EaseMyGST (EMG) is selected then user can generate/cancel E-Invoice just on click of a button.If E-invoice is applicable, then user need to manually generate and update the IRN details against the document.


       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 configure for the site and click on the right arrow (->) to move the selected policy in 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. 

To go back to the main page click on the link: How To: Manage Setup in Ginesys Retail