Code Centralization Enhancement

Head Office managed Master information.
All the master information will now be Head office managed. Head Office will create master data and will send files to respective store. Stores will not be able to modify or delete that information. All the Master forms which are managed by Head Office are specified as “HO Controlled”. Below mentioned are the master information’s newly included in this type:
1.    Company Profile
2.    Credit Card
3.    Denomination
4.    City Master
5.    Purchase Service
6.    Purchase Charge
7.    Purchase Forms
8.    Credit rating
9.    Price List
10.    Sales Forms
11.    Sales Charge
12.    TDS Source
13.    TDS Definition
14.    General Ledger (GL)
15.    Sub Ledger Class
16.    Sub Ledger (SL)
17.    Cost centre
18.    FTP Configuration
19.    Multi Store Setup

Note: 1. Child Stores can also create Sub Ledger Master, but cannot modify or delete the one sent by head Office.
2. Creation of Child Template will send only mandatory GL to new Store.

Master Information which were previously managed by Head office are Company Information, Company Group, Company tax Group, Chart Of Accounts, Discount Master, Payment Voucher, Card Master, Return Reason, Vat / Tax Master, Item Group, Article Master, Item Master.

Head office managed Company Profile
Company Profile will now be defined and managed by head office for all the stores. After this patch update active company will be updated as the source company. Head office will have to select the store company name as Source Company and define their profile. Any changes in Store Company Profile will enable it to list of pending files to be sent to stores. On receiving the company profile information at store system will delete all the previous settings and enable the new setting sent by head office.
New block has been added for default setting regarding POS Related Information’s. Default ledger needs to be specified for posting of Sales, Sales Return, Cash Drawer, Return Adjustment, Round Off, and Loyalty Redeem. Account posting done at POS end will be done to these ledgers if specified.
Stores will only be able to view own company name as Source Company and will not be able to modify any settings.
Note: If ERS is implemented then tick the check box provided for ‘Activate Enterprise Reporting Services (ERS)’ for all Source Company before sending company profile.

Changes in Sub Ledger Master
Sub Ledger Master can now be transferred from Head Office to all his stores. Child Store can also create its own sub ledger but cannot transfer to any other company. A new concept of Sub Ledger ID is added for its creation.  User will have to maintain an ID number for the entire sub ledger created which will be concatenated with the company code in order to recognize the creator company. Sub Ledger ID cannot be same in a store but ledger name can be. Stores can generate Template Purchase Orders only from the sub ledgers created by head office.
Child Stores can change Sales Term name, Receive Stock Point and Issue Stock Point only of the sub ledger sent by Head Office.

Changes in Multi Store Distribution
Multi Store Setup
Multi Store Setup is now Head Office Managed.  A new field named Source Company Name has been added, selection of which will display the setup of the company. Destination Company and its parameter set will be displayed for the Source Company name selected. MSD information can be sent only to those companies for which setup store ledger has been defined at head Office. Company name with whom the Source Company is desired for making transaction should be defined here in Destination Company else selection of Destination name ( in Create Package, Purchase Order template) will not display those companies.

By default active company name will be displayed as Source Company name and Stores will not be able to view setup for any other company. All the existing setup will remain same at stores but on receiving the new setup file from Head Office will update the new setting. (If any existing Destination Company name is not specified at HO the receiving the file will removed the company name).
Note: After child store creation from child template file, it cannot create package or receive sale transfer document without receiving MSD information file from HO.

Addition in Master Files Information
As more master information is made Head Office managed, number of Master File to be sent has been increased and enhanced. Provided below is complete list of Master Files can be sent to Stores from Head Office, prefix for their file name and related information transferred with these Master files.

File Send – Receive Mechanism
Files sent through Multi Store Distribution can be segregated in 5 different categories are discussed as below with their behavior.
a.    Full Master: This includes all the master files except Item Master, Multi Store Information, Partial Member Information and Company Profile. These types of file are always generated for ALL companies and are never deleted from FTP server. Sending of new files replaces the previous one.
b.    Selective Master:  This includes General Ledger, Sub Ledger, Item Master and Partial Member Information. These can be generated for ALL companies, Group of Companies or can be Company specific. If sent for some specific companies then multiple files will be generated with respect to every company.
c.    Transaction File: This includes Sales Transfer, Acknowledgement, Template order and Requisition files. These types of files are always company specific i.e. from one company to another company. On receiving of the file by company, deletes the same from FTP site.
d.    Source wise Master: These include Multi Store Setup, Company Profile information. This type of file is always generated for the company if any change is made in Source Company.
e.    Allocable Master: These includes Theme file, General Ledger and Sub Ledger. If any change is made in the ledgers, previously sent to certain company i.e. allocated to any company, will make the same pending in list of files to be sent. Every time a file generated for the destination will get uploaded to FTP site irrespective of existence of any previous file for same destination.
File receiving at store will be done in following sequence.
1.    Admin: Company/Store Master
2.    Finance: Chart of Accounts
3.    Finance: General Ledger
4.    POS: Master
5.    Procurement: Master
6.    Procurement: VAT/TAX Group
7.    Finance: Sub Ledger
8.    Inventory: Group & Articles
9.    Inventory: Item Master
10.    S & D: Master
11.    MSD: Multi Store Setup
12.    Customer Loyalty: Member (Full)
13.    Customer Loyalty: Member (Filtered)
14.    Admin: Company Profile
15.    Theme file
16.    Procurement: Margin Rules
17.    Sale Transfer
18.    Sale Transfer Acknowledgment
19.    Requisition
20.    Purchase Order Template

Send – Receive Concept for GL and SL
Mandatory General Ledger (GL) and Sub Ledger (SL) gets transferred to child Stores with their master and Transaction file information. User can also send GL and SL to specific companies if require from “Selective” master File option. Now if any changes is incurred in those GL and SL at Head Office the system will track the companies to whom those GL and SL were sent before and will make them pending to be sent again in Auto Pending list company wise.
Master or Transaction file once sent will transfer respective GL and SL along with the same to the Store. This transferred GL and SL will also get allocated to the respective companies and will display as pending to be sent in Auto Pending list. Transaction file or Master file sent via Selective option will only transfer Sub Ledger of its Level -1. For Example, a supplier S1 master can have an agent A1 and a transporter T1 tagged with it. Again, sub ledger T1 can have an agent say A2 tagged to it and sub ledger A2 is having transporter T2 tagged with the same. Sub Ledger master defined at Head Office with its tagged Agent and Transporter name is as below:

Here, if a User is sending any transaction file say Purchase Order Template (POT) to a child store for supplier S1, with Agent A1 and Transporter T1. On receiving this POT file information user will receive 3 sub ledgers S1, A1 & T1 which are tagged with Purchase Order. Here if subledger master for S1 is viewed then, it will reflect both A1 and T1 as its agent and transporter coz both are transferred and received but agent and transporter for A1 & T1 will not be reflected as their master are not sent.
If the order is sent for supplier S1, with Agent A2 and Transporter T1, then store will receive SL masters for S1, A2 & T1. A1 will not be transferred as it is not defined in the order and hence will not get reflected in Sub Ledger master for S1.  It will reflect T1 as its transporter. Subledger master of T1 will reflect A2 as its agent in its master but subledger of A2 will not reflect T2 as its transporter as it is not transferred.
In order to receive the detail information of any subledger at store user will have to transfer Sub Ledger master information from Selective option in Send Data Files.  After receiving of Subledger Master File sent from Head Office, It will reflect all the tagged information like that of Agent and transporter for that supplier. With respect to above example, if subledger master for S1 is sent to Store then it will now reflect A1 as its agent and T1 as its transporter. It will also send master for A1 and T1 but will not reflect A2 as the agent of transporter T1 as master for A2 is not there. To get the complete details of T1, sub ledger master file for transporter t1 needs to be transferred to Store.

Master Data Merging
A new form is added under Utility – Special path named Master Data Merging. This module is to merge the existing master data at Child Company with that of Head Office. Merging of data cannot be done at Head office. All the HO managed master data in the Child Stores will get prefixed with Asterix ’*’ (except Sub Ledger and City Master, as these are not merged). Merging of data at Child Store is done for maintaining data consistency with respect to HO.

Merging can be done on two modes-

Auto: Selection of Auto mode will compare the data of both Head Office and Child Stores and will display the similar data in the table grid for the user to check and apply merging. Auto Merging will display only those data of Child Store which are having exact HO matched data. System will display a message for no matching records if matching is not found.
Merging process will update the record at child store with that of Head Office. If any error for any particular ledger is occurred in the process, merging for that particular ledger will be rolled back and continue for the next ledger. Error can be checked with by querying option ‘Error occurred while merging data’. This will display the ledger for which the error occurred and the reason on pressing the error button.

Manual: In Manual option user will have to match the data/ledgers from the available list of values of HO data. If there is no records in HO data merging is not possible. Select HO data from list of available values. In case of General Ledger, LOV for HO data will display data matching group and nature with the child data.

Successfully merged data are displayed master type wise in ‘Successfully merged data’ option. If any error occurred at the time of merging, error detail will be displayed in the ‘Error occurred while merging data’ option and system will skip that master data and rollback the related merged record of the same and start to merge the next master data.

Merging process cannot be started if another session is active; pressing of merge button will display the terminal name on which GINESYS is in active state.

Data Extinct at Child Store
Data at Child Stores are made extinct for the below mentioned master modules as these are now Head Office managed. Data will get updated in these modules once new master files from HO are received.
1.    Credit Cards
2.    Denomination
3.    Charge Master
4.    Purchase Forms
5.    Service Master
6.    Sub Ledger Class
7.    Cost Centre Master
8.    Credit rating
9.    Sales Charge
10.    Sales Form