Changing Subsidiary, Store
Prism records the Subsidiary and Store (and Workstation) of all documents or records created in the system. In previous versions of Prism, the Subsidiary and Store entered on the document or record was automatically set to the Default Subsidiary and Default Store as defined in the Workstation record of the currently logged-in user's workstation. The only way to create a document for a different Subsidiary and/or Store was to go into the Workstation record, edit the Default Subsidiary and/or Default Store, log out and then log back in and create the document. After the document or record was complete, the user would have to repeat the process in reverse in order to create documents again for the original Subsidiary/Store before the change.
Documents and records include a UI element that enables the user to change the Subsidiary and/or Store for that specific document or record. If a user selects a different Subsidiary or Store, the change applies only to the current document or record. Any subsequent records or documents created will revert to the user's Default Subsidiary and Default Store as defined in the Workstation record. The appearance and location of the UI element for changing the Sub/Store varies depending on the area.
Below is the UI Default Store element on Purchase Orders. Purchase Orders are subsidiary-specific, so a user is limited to changing the store. In the example below, the store naming convention concatenates the Subsidiary Number and Store Number.
A typical user of this feature is an admin-level user whose Store Assignments include all stores and who has permissions for changing Subsidiary/Store for all areas. If ordinary users (with limited Store Assignments) use this feature, problems could result, especially with "chained" documents (e.g. a multi-store purchase order from which ASNs are generated, and then vouchers are generated from the ASNs, and transfer slips generated from the vouchers.
Documents and Records for which a non-default SBS and Store can be selected
The following table lists the areas where a user can change the Subsidiary and/or Store:
|POS Transaction||Disbursements||Time Clock|
|Purchase Orders||ASN Vouchers||Vouchers|
|Transfer Slip||Transfer Order||Employee|
Viewing the Default Store in Prism
Each workstation running Prism is assigned to a Default Store and Default Subsidiary. To see which Subsidiary and Store is assigned to a workstation, drill down and edit the Workstation record. When a user logs in to Prism and creates a document, the document is created for the Subsidiary and Store shown in the Workstation record.
Each area has its own permissions for enabling the changing of Subsidiary and/or Store. To change the Subsidiary/Store for a document or record, the user must be assigned to a group that has the appropriate permission. The following table lists the permissions used to control the ability of employees to change the Subsidiary/Store.
|Adjustment Memos - Change Store||Change stores within the default subsidiary on Adjustment Memos.|
|Adjustment Memos - Change Subsidiary||Change subsidiaries on Adjustment Memos.
ASN Vouchers - Change Store Change store within the default subsidiary on ASN vouchers.
|ASN Vouchers - Change Store||Change store within the default subsidiary on ASN vouchers.|
|ASN Vouchers - Change Subsidiary||Change subsidiary on ASN Vouchers.|
|Customers - Change Store||Change store within the default subsidiary on Customer records.|
|Customers - Change Subsidiary||Change subsidiary on Customer records.|
|Departments - Change Subsidiary||Change subsidiary on Department records.|
|Disbursements - Change Store||Change store within the default subsidiary on Disbursements.|
|Disbursements - Change Subsidiary||Change subsidiary on Disbursements.|
|Employee Management - Change Store||Change store within the default subsidiary on Employee records.|
|Employee Management - Change Subsidiary||Change subsidiary on Employee records.|
|Inventory - Change Store||Change store within the default subsidiary on Inventory records.|
|Inventory - Change Subsidiary||Change subsidiary within the subsidiary on Inventory records.|
|POS - Change Store||Change store within the default subsidiary on POS transactions|
|POS - Change Subsidiary||Change subsidiary on POS transactions.|
|Price Manager - Change Store||Change store within the default subsidiary on Price Manager price changes.|
|Price Manager - Change Subsidiary||Change subsidiary on Price Manager price changes.|
|Purchase Orders - Change Store||Change store within the default subsidiary on purchase orders.|
|Purchase Orders - Change Subsidiary||Change subsidiary on purchase orders.|
|Time Clock - Change Store||Change store within the default subsidiary on Time Clock records.|
|Transfer Order - Change Store||Change store within the default subsidiary on transfer orders.|
|Transfer Order - Change Subsidiary||Change subsidiary on transfer orders.|
|Transfer Slip - Change Store||Change store within the default subsidiary on transfer slips|
|Transfer Slip - Change Subsidiary||Change subsidiary on transfer slips.|
|Transfer Verification - Change Subsidiary||Change subsidiary on transfer vouchers in transfer verification.|
|Vendor Invoice - Change Store||Change store within the default subsidiary on vendor invoices.|
|Vendor Invoice - Change Subsidiary||Change subsidiary on vendor invoices.|
|Vouchers - Change Store||Change the Store on vouchers|
|Vouchers - Change Subsidiary||Change the Subsidiary on vouchers|
Changing Subsidiary, Store on Different Document and Record Types
This section shows a few examples of how to access the UI element for changing Sub/Store on various document and record types.
A key limitation to keep in mind when changing location for a POS document, is that EFT Tenders cannot be used. This is because certain EFT settings are made at the Workstation and/or Installation level.
When a user clicks the Options button on the transaction form, one of the available options is "Change Location." If the user selects Change Location, the Change Location modal is displayed. In the displayed modal, select the desired Subsidiary and Store.
Notes about Changing Subsidiary on POS Transaction in Progress
- If a user changes the SBS on a POS Transaction, a prompt will be displayed to explain that the document's existing contents will be cleared.
- When changing the SBS on a POS Transaction to a non-default SBS, the first active store for that SBS will be selected.
- When changing the SBS on POS Transaction to the default SBS, the default store for the SBS will be selected (e.g. 001).
- Changing the SBS on a POS Transaction to a non-default SBS will select the first active store.
When adding a Cash Drop, Paid Out, or other disbursement, click Subsidiary/Store element at the top of the screen to display a modal for choosing a Sub and Store.
Time Clock Records
When viewing Time Clock records, users can click the Subsidiary/Store button to display a modal for choosing a Subsidiary and Store. *Remember, the user must be assigned to the store.
When viewing Transfer Orders, click the Subsidiary/Store button to display a modal for selecting a new Subsidiary and Store.
*Remember, the user must be assigned to the store.
When viewing Inventory, the user can select a Subsidiary and Store.
*Remember, the user must be assigned to the store. Inventory is subsidiary specific.
- Store Assignments and Permissions: Only the stores included in the employee's Store Assignments will be available for selection. Each area in Prism has separate permissions that control the ability of users to change Subsidiary and/or Store. To change the Subsidiary and/or Store for a document or record type, the employee must belong to a group that is assigned the appropriate permissions. Records which are in a finalized state will be prevented from location changes.
- When the new location has Centrals enabled, centrals will not be available when changing to that location, unless the original location has the same Centrals server configured for those services: This is because some Centrals parameters are configured at Installation level
- When the new location has Structured Z-out enabled, if Till is part of the definition, user cannot change the subsidiary or store.
- Physical Inventory does not have UI elements for changing subsidiary or store.
- Replication Considerations: A key concern when changing the Subsidiary and/or Store is ensuring that the records are replicated to the correct installations (e.g. the POA collecting the data). For example, if a user at Location 1 creates a record for Location 2, then Location 1 must have a profile set up to replicate the appropriate resource to the POA and the profile must be linked to the appropriate connection.
- The New Location change is checked only once - Example 1: Location for POS is Allowed/Override, and Customer or Z-out Location change is Denied/Override, the Location change for Customer/Z-out is not checked when a customer is created/ Register is opened from within a new document as it is directly forwarding to Z/out from POS without additional location change checking. Then, if you go back to POS and make a transaction on a location which is just opened register then location change is checked. The Location change is checked when switching location inside the Customer or Z-out module. Example 2: When creating new inventory and the location is changed in Inventory, the Location change in e.g. DCS or Vendor is not checked when creating a new DCS/Vendor record in Inventory during the creation of the new Inventory record or editing of an existing record. For this case session is not change but subsidiary is changed.
- System Generated records (e.g. ‘Generate xxx' via the ‘options' menu) or automatically generated records (e.g. ASNs when Slips are created) will not be checked for Location change permissions - Example 1: PO location change set to Override; TO location change set to Deny. When creating a Marked for PO for a different location, the user will be asked for the override password. However, when the user generates a TO from that PO (generate TO from the Options menu in the PO), it will be allowed. If the user were to try a Create a new TO, it would be Denied. Example 2: Location change for Slips is set to allow, but for ASNs, location change is Deny; (with default transfer settings). If a user creates a Slip, the ASN will automatically be created, regardless what the Location change setting for ASNs is; however, if the user tries to create a new ASN in the ASN module, it would be denied. In the same example, if the user wanted to generate Slip(s) from that TO, he would be denied permission in the TO module to switch location to view that TO and generate the Slip(s). For some type of document creation, there are separate permissions to ‘generate' other documents from the Options menu e.g. ASN Vouchers: Generate receiving. Those permissions are considered separately.