Change SBS/Store (Multi-SBS/Multi-Store)
Prism records the Subsidiary and Store (and Workstation) of all documents or records created in the system. The MultiStore/MultiSBS feature introduce the ability to create documents and records for any location (any SBS or combination of SBS/Store) while staying logged in at the same default location (as set in Admin Console for that workstation). In previous versions of Prism, the only way to create a document for a different Subsidiary and/or Store was to go into the Workstation record, edit the workstation's 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 change the workstation assigning back to the original location.
- The location change is set on a per document basis and remains in effect until the doc is updated or canceled. Once Updated/Canceled, the location reverts to the default location as set in the workstation record in the Admin Console.
- The ability to create documents and records for other locations is limited by various factors including the employee's permissions and Store Assignments.
- The ability to change location only applies to New records of the datatypes described above/below. The ability to change location is locked for updated records.
- When the location for any document is changed, ALL information already entered in the document will be lost and re-set to the new location. A confirmation alerts the user.
Documents and Records where users can change SBS/Store
- Transactions (Sale, Return, Order, Send Sale)
- Transaction Lookup/Pending Transactions
- Time Clock
- New PO, PO Lookup
- New Voucher, Voucher Lookup
- New ASN, ASN Lookup
- New Slip, Slip Lookup
- New TO, TO Lookup
- New Adjustment Memo, Adj. Memo lookup
- Transfer Verification
- Batch Receiving
- Vendor Invoice
- Price Manager
- Note: Physical Inventory is NOT included.
When changing location for a POS document, EFT Tenders cannot be used. This is because certain EFT settings are made at the Workstation and/or Installation level.
The Centrals server is defined at the Installation level (Admin Console > Installation Defaults); therefore, when changing location, Centrals will only be available if new location and original location both have Centrals enabled and are both configured to use the same Centrals server.
Structured Z-Out Reports
If the new location uses structured Z-Out reports and Till is part of the definition, the switch to the new location will not be accomplished due to limitations. This will be addressed in future releases. When changing SBS/Store assignment on a POS transaction, Structured Z-Out are enforced both for Default Location and New Location. This means that the user may have to go through 2 ‘Open Register' flows before a ‘New Document' can be started. (Note: Z-out preferences will be processed for the new location down to Store level. Workstation-level preferences are ignored.)
Preferences (Global, SBS, Store or WS)
When changing location, preferences cannot be read at the workstation level; therefore, Preferences are taken from the first active Store. When changing location to a different SBS at POS, the new document will read the TAX scheme (VAT, Sales Tax, etc.) of the Subsidiary.
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.
Factors that Affect Ability to Change Locations, Create Documents/Records
SBS/Store Assignments: When changing location, only SBS/Stores included in the user's Store Assignments are available for selection. When a document is created in a Store by a user, and the document is looked up by a user who does not have that Store in their Store Assignments, the document can be viewed but not edited. Also, that user cannot create follow-up documents from that document (e.g. creating ASNs from a PO or Vouchers from an ASN).
When a Multi-Store PO or TO is viewed by a user who lacks Store Assignments for one or more stores included on the document, allocations for Stores included in that user's Store assignments will be in bold. Allocations for Stores are not assigned to that user will be greyed out. Users viewing Multi-Store documents with allocations in both Assigned and Unassigned Stores cannot generate follow-up documents from that document.
Active Stores in each SBS: When a user changes SBS, Prism automatically switches to the first active store in the selected Subsidiary. If, after changing SBS, the user changes store, only the subsidiary's active stores will be available for selection.
Existing Permissions: Before the Multi-SBS/Multi-Store feature, Prism had certain permissions to control the ability of employees to create/edit certain document/record types. These permissions are still enforced when a user changes SBS/Store. Note: Some document types have separate permissions to ‘generate' other documents from the Options menu e.g. "ASN Vouchers: Generate receiving." Those permissions are considered separately.
NEW permissions for changing SBS/Store: Several new permissions control the ability of employees to change location for individual document and record types. (NOTE: An SBS change logically also includes a Store change. If ‘Change Store' permission is set to deny, SBS change will not be allowed. This is considered an incorrect configuration.)
Reverting to Default Location
For Non-Documents (or modules that start in Lookup mode), the location is changed upon entering the module (list view/lookup). Once the location is changed, records in the new location can be searched, edited and created, until:
Location is manually changed via controls
Module is exited. When re-entering module, location will be back to the default location
If an Override was required for the Location change and a new record was created/edited, the location will be set back to the Default location once that record has been updated.
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 permissions for Adjustment Memos are shown below. The following table lists the Change Store/Change Subsidiary permissions in each area..
|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|
Exceptions to Permission Checks
Auto-generated records: Documents that are generated by the system (e.g. ASNs created automatically when a Slip is created or documents created by selecting ‘Generate xxx' on the ‘Options' menu) are not checked for Location change permissions (e.g. 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.
Store location changes caused by SBS change (‘Auto Switch'): If a user changes SBS, the store is initially set to the first active store for that SBS. Permissions are not checked.
Location change permissions are ONLY checked in the "Primary" module: For example, Vendor Permissions are checked when in Vendors, but not when creating a vendor for a new item in Inventory for a different location, OR e.g. Customer permissions will be checked when changing location in Customers, but not when creating a new customer in a POS a transaction for a different location.
Change SBS/Store UI Elements
The UI of 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. This section shows a few examples of how to access the UI element for changing Sub/Store on various document and record types.
Click 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 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.
When viewing Transfer Orders, click the Subsidiary/Store button to display a modal for selecting a new Subsidiary and Store.
When viewing Inventory, the top of the screen has drop-downs where the user can select a Subsidiary and Store. Note: Inventory is subsidiary specific.
Viewing the Default Store in Prism
To see the current Default Subsidiary and Store 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.
Document Sequence Numbers
When the session is changed to a new location, Prism can read the sequence numbers in the new location if they are set at the Store or Subsidiary level. If document sequence numbers are set at the workstation level, Prism cannot read the settings. In that Prism will revert to the document sequences that are set for the workstation in the ‘default' location (the location as defined in the Workstation record).
If the workstation does NOT have sequences set, the document will be assigned ‘0' as the document number. The second document will also be assigned a document number of ‘0', with a warning that it is a duplicate number.