Stores and Locations

In Cashflow, stores and locations are two similar but distinct entities in how they operate and play essential roles in sales and operations management.

• ‍Stores
  Stores are specific centers where sales transactions are handled. They allow for the definition of cash registers, accepted payment methods, and the users who operate these registers. The interface in this context is simpler and limited to the cash register and payment process, similar to traditional cash registers.‍
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• Locations
  Locations on the other hand, do not include cash registers, payment methods, or specific users. Instead, they operate with the invoicing module and the conventional sales and collection flow. Locations can define sequence numbers for each type of sales document.

For a location to function as a store and allow cash registers, the "Point of Sale" option must be activated when creating the location.

It is important to differentiate that a point of sale (POS) is not the same as an invoicing module. While the POS focuses on the cash register and payment process with a simpler interface, the invoice module encompasses a broader set of functionalities.

This distinction is key for efficient management tailored to the specific needs of each aspect of the business, and in this article, we will provide a detailed guide on how to manage stores and sales locations in our system.

1. Creating a New Store

To create a new store/location, follow these steps:

1. In the main menu, go to POS, and then click on Stores and Locations.
2. Alternatively, you can access this through Configuration > Sales > Stores and Locations.
3. In the list of Locations, click the (+) button to add a new store/location.
4. In the new Location form, complete the general information such as code, name, and the warehouse assigned to the location.
5. In the Address section, fill in the data with the address of this location.
6. Set the enable the location check the Active option.
7. In the Warehouse section, select the Warehouse assigned to this location. When making a sale, the inventory will be deducted from this warehouse.
8. In the Sequence section, you can define the number sequence for each sales document (e.g. Invoice Number) created in this location. Here you'll have two options, Use global sequence, which instructs the system assign the sequence globally for all locations, or Define sequence by location which lets you set this sequence manually for this particular location.
9. In the Determination section, you can define the ledger account for each sales transaction associated this location. Here you'll have two options, Use global determination, which instructs the system to create new ledger accounts for this location, or Use determination by location, which allows you to choose the ledger accounts manually from the chart of accounts.
10. If this location will be managed as a Point of Sale Store, activate the Point of Sale option, you'll then be able to see sections for  Cash Registers, Users and Payment Methods‍
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1.1 Adding Registers

In the Cash Registers section, you can create the cash registers that will record sales in this location. To create a new cash register:

1. In the Cash Register section, click the "+" button,
2. In the window that appears, fill in the required information like Name, Description, the receipt Template and if is Active and ready to transact),
3. Then click Save button.

You can repeat this step for each register you need to add.

1.2 Adding Users

In the Users section, you can assign system users who will operate the cash registers at this location. To assign a user:

1. In the User section, click the "+" button.
2. In the window that appears, select the User, Type (Role), Cash Register, and define their Quick Access Code.
3. Then click Save button.

You can repeat this step for each user you need to add to this location.

1.3 Enabling Payment Methods

In the Payment Methods section, define the payment methods that will be active for this location. To enable a payment method:

1. In the Payment Method section, click on the checkbox for the payment methods to enable.
2. If don't see a payment method you need in the list, you can add more payment methods in Settings > Sales > Payment Methods.
3. Once you add the new payment method, you can come back and activated here.
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Click Save to save the location.

2. Editing a Store

To edit a location, follow these steps:

1. In the main menu, go to POS, and then click on Stores and Locations.
2. Alternatively, you can access this through Settings > Sales > Stores and Locations.
3. In the list of Locations, locate the location you wish to modify.
4. Click on the action menu (three horizontal dots), and then click on Edit.
5. Here you'll be able to add new cash registers, users and payment methods, also edit the location's address and edit existing cash registers, users and payment methods.
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6. To edit an existing Cash Register, in the Cash Register section, find the register you need to edit and click on the Edit (Pencil icon) and update the required information. To delete it, just click on the Delete (Trash can Icon).
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7. To edit an existing User, in the user section, find the user you need to edit and click on its the action menu (three horizontal dots), and then click on Edit. Update the required information and click on Save. To delete a user, in the action menu for the user,  click Delete.
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8. Make any other necessary adjustments.
9. Click Save to save the changes.

3. Deleting a Store

To delete a store without transactions, follow these steps:

1. In the main menu, go to POS, and then click on Stores and Locations.
2. Alternatively, you can access this through Configuration > Sales > Stores and Locations.
3. In the list of Locations, locate the location you wish to delete.
4. Click on the action menu (three horizontal dots), and then click on Delete. Take into account that if the location already has transactions, you won't be able to delete it.
5. When clicking on Delete, you will be asked to confirm the action.
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Tips & Best Practices

When implementing and managing stores and locations in Cashflow, there are some best practices that can help you optimize your experience and ensure efficient sales and operations management:

1. Understand the Difference Between Stores and Locations
   Although similar, stores and locations have distinct functionalities. Stores handle cash registers and payments, while locations use conventional billing. It's crucial to understand this difference for efficient operation.
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2. Enable Point of Sale (POS) Activation
   To make a location function as a store, activate the "Point of Sale" option. This allows a location to have cash registers, similar to a store.
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3. Define Accepted Payment Methods
   Configure the payment methods you accept in your business and define the corresponding accounting accounts for each one. Define the bank account for debit/credit card deposits to ensure proper tracking.
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4. Control Cash Registers and Users
   In the Cash Registers and Users section, assign users who will operate the cash registers, defining roles and quick entry codes. This improves transaction efficiency.
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5. Disable and Remove Inactive Users
   When an employee no longer works for the company, it's essential to disable or remove their access to the POS system immediately. This action prevents potential security issues and ensures that only authorized personnel have access to cash registers and sensitive company information. Regularly reviewing users and timely disabling or removing those no longer associated with the company is a recommended practice to maintain system integrity and security.
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6. Edit Carefully
   When editing a store or location, carefully review the changes made to avoid potential issues.
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7. Staff Training
   Provide proper training to the staff who will handle cash registers and the POS system. Well-trained staff can offer a faster and more pleasant shopping experience.
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8. Integration with Other Modules
   Verify how stores and locations integrate with other modules, such as inventory and accounting. Proper integration ensures a consistent and accurate flow of information.
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9. Regular Review
   Keep a regular review of your stores and locations to ensure everything is functioning optimally and aligned with your business needs.
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10. Support and Assistance
    Stay in touch with technical support and ensure you have access to the necessary documentation and help. Timely support can quickly resolve issues and keep operations running smoothly.
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These tips can contribute to smoother and more efficient management of stores and locations in your point of sale system, improving both internal operations and the customer experience.

Common Issues

While Cashflow is an effective tool for managing stores and locations, users may encounter a range of common problems. Here is a list of these problems and possible solutions:

1. Unauthorized User
   If an employee attempts to access a cash register without proper authorization, it can result in an access error. Verify that users have the appropriate permissions and are correctly assigned to cash registers.
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2. Inconsistencies in Payment Methods
   Failing to define payment methods correctly for a location or store can lead to confusion during the checkout process. Ensure that you configure bank accounts and accepted methods correctly.
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3. Unable to Set Up Cash Registers and Payment Methods in a Location
   If a location is not functioning as a store when it should, verify that the "Point of Sale" option is activated when creating the location.
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4. Issues with Debit/Credit Cards
   Not configuring the bank account for debit or credit card payments can result in problems in managing these funds.
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5. Former Employee Still Has Access to the System
   Failing to disable or delete a user who no longer works for the company can pose security problems. Regularly review users to prevent this situation.
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6. Inventory Impact in the Wrong Warehouse
   Ensure that you correctly assign warehouses to stores or locations, as incorrect assignment can lead to conflicts in inventory management.
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This section aims to assist in resolving common issues that may arise during the management of stores and locations in the system and provides guidance on how to address and avoid these problems in the future.