Several stores, each with its own books
Run each store as an Entity with its own registers, payment methods, journals and settings. Each store's sessions post in its own books, and its staff see only their own store. A manager who may switch to several stores sees them together in the same lists and reports.
PLANSFrom Growth
The problem it solves
- Two branches share one set of books, and the accountant splits the figures by hand every month.
- A cashier in one branch can look up another branch's sales.
- Head office waits for each branch to send its figures.
- Each branch follows its own discount habits, and nobody can compare them.
How it works
- Create an Entity for each store and give each user the Entities they may switch to.
- For each store, create its payment methods with that store's journals, its cash move reasons and its registers.
- Set the store's own settings: its loyalty programme, gift card and deposit accounts, promotions and approval chains.
- Cashiers sell on their store's registers. Each closed session posts its entry in that store's journals.
- A manager ticks several stores in the Entity selector at the top right. Lists and reports then cover all ticked stores; group by Entity to compare them.
Everything it does
Kept per store
- Registers, sessions, orders, payment methods and their journals
- Session entries and counter invoices in the store's own books
- One loyalty programme per store, with balances per store
- Gift card and deposit accounts; a gift card or deposit is used only in the store that issued it
- Promotions and their approval chain; the counter approval chain
- Registers can be limited to some employees on a shared counter
Access
- Staff see and use only the registers of the stores they may switch to
- Sessions, orders, deposits, gift cards and reports follow the same rule
- The app lists only the registers of the user's stores
- Shown as Branch on some screens
Seeing stores together
- Tick several stores in the Entity selector; there is no separate head-office screen
- Sales Analysis and Discounts by Cashier group by Entity to compare
- Exports cover every ticked store
Who uses it
POS AdministratorCreates each store's registers, methods, reasons and settings.
Owner or operations headSees all stores together and compares them.
Store managerRuns one store and sees only its figures.
AccountsSets each store's journals and reads its own books.
Where you use it
- Web: the Entity selector at the top right, and Administration > Users & Entities for stores and access. The same Point of Sale menus for every store
- The SmartMy POS app: registers of the user's stores (built and in testing, not in the app stores yet)
- Not built: stock transfers between stores, a consolidated set of books, and one loyalty balance across stores
What you control
Settings
- Entities a user may switch to: per user
- Payment methods, reasons, registers and the loyalty programme: per store
Works with
SmartMy TradeShops can also be places of business under one GST number. Counter invoices and session entries name the register's shop. Trade parties on credit may pay later at the counter with Trade's credit checks.
Questions
Can a cashier see another branch?
Only if you allow them to switch to that store. Otherwise they see only their own store's registers and orders.Can a gift card bought in one branch be used in another?
No. Gift cards and deposits are used in the store that issued them.Can head office see all branches in one report?
Yes. Tick the stores in the Entity selector and group the report by Entity.Does every branch need stock?
No. Stock is optional per register; a register without stock products sells without movements.Can we move stock between stores?
Not in SmartMy POS. Transfers are done in your stock screens, where you have them.Related features
STORES AND REPORTSSales analysis and discounts by cashierSales Analysis shows paid sales and refunds in a pivot table or a graph, by day, register, cashier, customer or session. Discounts by Cashier shows who gives how much off, why and who approved it. Every list of registers, sessions, orders, products and payment methods can be searched, grouped and exported.STOCK AND ACCOUNTINGOne accounting entry per sessionWhen a session is closed, one balanced journal entry is posted for all its sales that have no invoice. It holds income per account, taxes with their tax report lines and money per payment method. It also holds rounding, cash moves and the cash difference. Your accountant gets one entry per till per shift instead of a pile of slips.SET-UPRoles, branches and a shared counter with PINsFour roles decide who sells, who approves and who sets up, and each person sees only the stores they may switch to. On a shared counter, staff sign in with their own PIN, so every sale shows who made it.SET-UPRegisters, products and barcodesEach register is one till with its own payment methods, price list, cash rounding, walk-in customer and favourites. Products carry a POS category, a barcode, a picture and the rules for discounts and price changes.LOYALTY, PROMOTIONS AND DEPOSITSLoyalty points for paying customersEach store runs one points programme. Customers earn whole points on what they buy. They use them as a discount at the counter, in the browser, the app or the back office. Refunds take points back, and every movement is kept in a ledger that cannot be changed.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.