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Managing Site Master

Owned by Aparajita Basu Roy
Last updated: Jun 30, 2023 by Aparajita Basu Roy
9 min read

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.

  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 Site

Prerequisites

  1. 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.

  2. 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:

  1. Go to POS Manager > Setup > Manage > Site.
     
  2. Site module will open with the list view of previously created site.

  3. Click on Add button.

  4. Site window will open.
     

  5. 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.

    Logic for site resolution - ?


    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. 

     Audit Plan

    In this tab you will get two sections - Available Audit Plan and Assigned Audit Plan.

    1. Select one Audit Plan you want to assign to the site.
    2. Click on the Right Arrow to move the selected audit plan to the Assigned Audit Plan section.
     Mode of Payment

    You will get two sections - Available Mode of Payment and Assigned Mode of Payment. 

    1. Select the Mode of Payment you want to assign to the site.

    2. Click on the Right Arrow to move the selected Mode of Payment to the Assigned Mode of Payment section.

      Note: You can set Credit Note and Debit Note as Global issue and redemption by selecting Allow Global Issue and Receive from Assigned Mode of Payment.

     Petty Cash Head

    This tab is for Petty Cash Head allocation. You will get two sections - Available Petty Cash Head and Assigned Petty Cash Head.

    1. Select the Petty Cash Head to assign to the site.
    2. Click on the Right Arrow to move the selected Petty Cash Head to the Assigned Petty Cash Head section. 
     Document Scheme

    You can allocate Document Numbering Scheme from this tab. You will get two sections in this tab - Available Document Numbering Scheme and Assigned 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 Assigned 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 Assigned 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 Assigned Cost Center Applicable Ledger.
     Coupon Offer

    This tab is for Coupon Allocation. You will get two sections - Available Coupon Offer and Allocated Coupon Offer.

    1. Select the Coupon to assign to the site.
    2. Click on the Right Arrow to move the selected Coupon to the Allocated Coupon Offer section. 
     Plugin

    This tab is for Plugin Allocation. You will get two sections - Available Plugins and Assigned Plugins.

    1. Select the Plugin to assign to the site.
    2. Click on the Right Arrow to move the selected Plugin to Assigned Plugin.
     UDF (User Defined Fields)

    This tab is for filling up the 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.
  6. Click on Save & Close button to save the created site. 
 Publish the site

After the Document Numbering scheme is created and allocated, go back to newly created site and follow the steps below to publish the site:

  1. Go to Ginesys Web - POS Manager - Utilities - Setup - Manage - Site. This opens the Site Master.

  2. Double click on the site name or select the site name and click on the Edit option (using the Actions button).


  3. Now go to the Group Mapping tab, and tag the newly created allocation group in the Master Allocation Group field.

  4. Next, go to the Actions button in the top right hand corner. Click on the Publish option from the drop down.

  5. Site has been published successfully. - message will be displayed. Click OK.
 Edit Site

Prerequisites

  1. The users' role must have access to the Site feature by enabling Modify app operation for the feature in Admin - Security - User - Role through POS Manager - Setup - Manage.

Step-by-step guide

The steps are as follows:

  1. Go to POS Manager > Setup > Manage > Site.
     
  2. Site module will open with the list view of previously created site.

  3. Go to Action > Edit or double click on a site you want to edit. 

  4. Site window will open populating the records in the particular fields. 

  5.  Modify the data as per requirement. 

  6. Click on Save & Close button to save the modified details of the site. 

    Note: You cannot modify Doc. Identification No.

 Manage Versions

Prerequisites

  1. The users' role must have access to the Site feature by enabling Manage Version app operation for the feature in Admin - Security - User - Role through POS Manager - Setup - Manage.

Step-by-step guide

The steps are as follows:

  1. Go to POS Manager > Setup > Manage > Site.
     
  2. Site module will open with the list view of previously created site.

  3. Go to Action > Manage Versions.

  4. Site Version Management window will open populating the records of HO Version Details. Namely CP and Version - Current Version will be selected by default.

  5.  Now Site Version Information will show the Site Names under the connected OU and their Ginesys POS Versions.


  6. Provide the version to which the site has to be updated in the Enforced Version field.

  7. Click on OK to save it and Cancel to discard the changes.

To go back to the main page click on the link: Setting Up the Ginesys POS Management