Updated: September 3, 2020 6:30am

Regional Inventory

Disclaimer: This feature is available starting with Prism 1.14.7. This topic is currently under construction. Check back later for updates.

Prism's Regional Inventory feature enables retailers to mix centralized and local control of inventory. The Regional Inventory feature lets you define which key information (e.g. UPC) is defined and controlled centrally at the Master Subsidiary and which information (e.g. Description 1) can be defined and controlled at the child Subsidiary. Using the Regional Inventory feature, retailers can be certain that updates or changes to inventory are communicated to subsidiaries.
Sample Use Case for Regional Inventory Feature
Using the Regional Inventory feature, child subsidiaries in other countries can define item descriptions in the local language. In this type of setup, the item's UPC is selected as being controlled by the master subsidiary (as well as other values, if needed). the same at all locations, enabling item performance to be tracked. At the HQ, the item description is entered in English, the language set up for the Master Subsidiary. At each child Subsidiary, the item description can be replaced with a description in the local language, making it easier for employees.
Basic Steps for Regional Inventory

  1. Designate a subsidiary as the master subsidiary for the Corporate Region in Global Preferences > Corporate Regions > General. (There may be a default Corporate Region defined with a Master Subsidiary selected, by default Subsidiary 001.)
  2. Set up regions and districts in Global Preferences > Corporate Regions > General. Group the master subsidiary and the child subsidiaries into one region that will be controlled by the master subsidiary.
    Add region
  3.  Select Regional Inventory Options in Global Preferences > Corporate Regions > Options.
  4. Mark individual items as Regional Inventory items (by selecting the "Regional" checkbox in the item record).

Configure Regional Inventory Options
In Admin Console > Global Preferences > Corporate Regions > Options, select the Inventory information that will be controlled by the Master Subsidiary.
The screen is divided into two areas:

  • In the Merchandise Options area, you can select to automatically have new items, departments and/or vendors be regional. If unselected, new items, departments and vendors will not be regional.
  • In the Regional Inventory Options area, select the check box for each Inventory information type values that will be controlled by the master subsidiary. Click the "All" checkbox to select all values.

 
Sample Global Preferences > Corporate Regions > Options
Global preferences Corporate Regions Options

Merchandise Options

Option Description
Default new items as regional If this checkbox is selected, when a new item is created, the item's Regional checkbox will also be automatically selected.
Default new departments as regional If this checkbox is selected, when a new department is created, the department's Regional checkbox will also be automatically selected.
Default new vendors as regional If this checkbox is selected, when a new vendor is created, the vendor's regional checkbox will also be automatically selected.

Regional Inventory Options

Option Description
Price  Select this option to include Prices in the Regional Inventory. If selected, any price changes made at the child subsidiaries will be discarded when received at the HQ. Any price changes made at the HQ will be replicated to child subsidiaries, overwriting any price differences that exist at the child subsidiaries
Cost Select this option to include Costs in the Regional Inventory. If selected, any cost changes made at the child subsidiaries will be discarded by the HQ when received during replication. Any cost changes made at the HQ will be replicated to child subsidiaries, overwriting any cost differences that exist at the child subsidiaries.
ALU Select this option to include the ALU field in Regional Inventory. If selected, any changes to the ALU made at the child subsidiaries will be discarded by the HQ when received during replication. Any ALU changes made at the HQ will be replicated to child subsidiaries, overwriting any different ALU value at the child sub.
UPC Select this option to include the UPC field in Regional Inventory. If selected, any changes to the UPC made at the child subsidiaries will be discarded when it arrives at the HQ during replication. Any UPC changes made at the HQ will be replicated to child subsidiaries, overwriting any different UPC value at the child sub.
Description 3, Description 4 Select the Description 3 and Description 4 checkboxes to include either or both of those fields in the Regional Inventory. If selected, any changes made to Description 3 and/or Description 4 at the child subsidiaries will be discarded by the HQ when received during replication.
Inventory UDF Select this option to include Inventory user-defined and auxiliary fields in the Regional Inventory
Vendor UDF Select this option to include Vendor user-defined fields in the Regional Inventory. If selected, any changes made to vendor UDF fields at the child subsidiary will be discarded when received at the HQ. Changes made to vendor UDF fields at the HQ will be replicated to the child subsidiaries, overwriting any differences that may exist at the child Subs.
Tax Code Item Tax Code. For example, in some regions, an item might be assigned a special tax code.
Unorderable Item Unorderable status. For example, in some regions, certain items can't be sold and therefore should not be ordered.
Scales Select this option to include Inventory grid scales in the Regional Inventory. If selected, any changes made to grid scales at child subsidiaries will be discarded by the HQ when received during replication. Changes made to grid scales at the HQ will be replicated to the child subsidiaries, overwriting any differences that may exist at the child Subs.
Use Exchange Rate for Cost If selected, when sending Cost from the master subsidiary to the child subsidiary, the exchange rate for the currencies involved is applied.
Define exchange rates between the currencies used by the master and child subsidiaries in Admin Console > Global Preferences > Currency.
If this preference is disabled, then whatever amount is entered as the Cost at the master subsidiary will be copied directly to the Cost field at the child subsidiary.
Round Cost Conversion Select the number of decimal places that will be rounding. For example, if set to "2", then a number like 1.009 will be rounded to 1.01. If set to "1", a number like 1.009 will be rounded to 1.0
Use Exchange Rate for Prices  If selected, when sending Price from the master subsidiary to the child subsidiary, the exchange rate for the currencies involved is applied.
Define exchange rates between the currencies used by the master and child subsidiaries in Admin Console > Global Preferences > Currency.
If this preference is disabled, then whatever amount is entered as the Price at the master subsidiary will be copied directly to the Price field at the child subsidiary.
Round Price Conversion/Round Cost Conversion Select the number of decimal places that will be rounding. For example, if set to "2", then a number like 1.009 will be rounded to 1.01. If set to "1", a number like 1.009 will be rounded to 1.0

Mark Items (or styles) as Regional
1.    At the master subsidiary, select or display the item.
2.    Click the Edit button.
3.    Select the Regional Inventory checkbox.
4.    Click Save. Changes made to the item at the master subsidiary are sent to other subsidiaries in the region. (If the Regional Inventory field is not selected, changes are specific to the subsidiary.)
If you select the Regional Inventory checkbox for an item, the change is applied to the individual item only.
If you select the Regional Inventory checkbox for a style, the change is applied to the entire style.
When a user creates an item for a style, Prism checks the following:

  • Is the creating subsidiary a child sub?
  • Are any of the items in the style regional?
  • Is the "Create Items for Regional Styles at Child Sbs" permission assigned?

About the Corporate Region
The Corporate Region is a collection of subsidiaries, where one of the members is designated as 'Master' to control inventory propagation.

  • Each Corporate Region has a single master subsidiary.
  • A Master Subsidiary can be a member of more than one region; however, any sub that has been designates as a Master Subsidiary cannot also be designated as a child Subsidiary in a different region.
  • Corporate Regions may have child member subsidiaries.
  • Child subsidiaries may be members of multiple corporate regions.
  • Migration of existing regions migrated from RIL (or RP 9) is supported.

Designating a Subsidiary as the Master Subsidiary
Go to the Admin Console. Click Global Preferences. Locate the desired Subsidiary (e.g. by typing the name of the Subsidiary in the Search field). Click the pencil icon. In the Subsidiary record, click the Master Subsidiary checkbox.

Managing Price and Cost between Master and Child Subsidiary
Care must be exercised when managing Price and Cost between the master and child subsidiaries, especially when multiple currencies and exchange rates are involved.

  • Define exchange rates between the currencies used by the master and child subsidiaries (Global Preferences > Currency > Exchange Rates).
  • Configure regional inventory settings to use these exchange rate calculations when sending price and cost information from the master to child subsidiaries. To use these exchange rates with regional inventory items, select the following options in Global Preferences > Corporate Region > Options: Use Exchange Rate for Prices, Use Exchange Rate for Costs. If you don't enable these options, then whatever amount is entered as the Price or Cost at the master subsidiary will be copied to the Price or Cost field at the child subsidiary.

Round Price Conversion/Round Cost Conversion
In Global Preferences > Corporate Region > Options, select the number of decimal places that will be used for rounding. For example, if set to "2", then a number like 1.009 will be rounded to 1.01. If set to "1", a number like 1.009 will be rounded to 1.0
Using Price Levels with the Regional Inventory Feature
If you use Price Levels and Regional Inventory, make sure to define price levels in the same order at each subsidiary. When Prism matches price levels, it matches based on the price level's order in the list, not by the name (order position can be assured of being consistent across subsidiaries while price Level names could be spelled differently at different subsidiaries).
For example, consider a situation in which there are three Price levels: PriceLvl, Price1 and Price2 and the sequence differs at the master subsidiary and child subsidiary.

At Master Subsidiary At child Subsidiary
1. PriceLvl 1. PriceLvl
2. Price1 2. Price2
3. Price2 3. Price1

In this situation, if a user at the child subsidiary updates the price for a price level named Price1, the user in fact updates the price for Price 2. Similarly, when a user updates the price for a price level named Price2, the user in fact updates Price1.
When price or cost is updated at any subsidiary, Prism creates an adjustment memo for each subsidiary that receives updated information. The memo identifies the price and cost of the given subsidiary at the time of the change. Prism does not communicate quantity information; therefore, quantity adjustment memos are not created.

"Create Items for Regional Styles at Child SBS" permission
The permission "Create Items for Regional Styles at Child SBS" controls the ability of users at a child subsidiary to create non-regional items for a regional style. This permission prevents styles from becoming broken when users edit style definition fields.
Refer to the following table for information about what Prism will do:

Style item created at child sub? Style contain regional items? Create Items For Regional Styles At Child Sbs setting Result
Yes No N/A Item is created and added to style
No Yes N/A Item is created and added to style
No No N/A Item is created and added to style
Yes Yes None User is prevented from creating the item. The following message is displayed: "Style contain items that are regional items. Create new items for this style from the master subsidiary."
Yes Yes Normal Item will be created as non-regional.
Yes Yes Override The following message is displayed: "Permission is needed to create an item for a style that contains regional items. It is recommended that this item should be created from the master subsidiary." If an override user enters credentials, then the item will be created as non-regional


Regional Inventory Examples
Example 1: A shoe retailer with five subsidiaries
In this example, the retailer designates SBS 001 as the master subsidiary, then:
1.    Defines a global region and creates a district.
2.    Adds each of the other subsidiaries to the locations for the Region/District in system preferences.
3.    Selects the inventory fields to be controlled by the master subsidiary.
When the retailer makes changes to inventory at the master subsidiary, Prism automatically communicates those changes to the retailer's other subsidiaries during Day-to-Day replication

Example 2: A sporting goods retailer with 10 subsidiaries
Five of the subsidiaries are in the U.S. and five of the subsidiaries are in Japan. The retailer defines two regions, East and West, and assigns his subsidiaries to one of the regions.

  • SBS 001 is designated as the master subsidiary for the West.
  • SBS 006 is designated as the master subsidiary for the East.

When the retailer makes changes to inventory at SBS 006 and then performs data replication, Prism automatically communicates those changes to the other subsidiaries in the East region.
Migrating Existing Regions and Districts from RIL (or Retail Pro 9)
If you have set up Regions and Districts in RIL (or Retail Pro 9), you can migrate them to Prism. If Region and District labels match, the displayed label will be per 'Region'. If Region and District labels differ, the displayed label will show both 'Region' and 'District' labels, Edits to existing the existing label in Prism will affect both Region and District labels (to match).