Back Office > Administration > Location Groups (Venues)
Description
This menu item is used to create/maintain and configure Location Groups (Venues), as well as configure their End of Day processes. Each Location Group (Venue) can have up to 50 Price Levels assigned. For most small, single site establishments only one Location Group (Venue) is generally needed. Location Groups (Venues) are generally setup to represent a Venue, which is then made up of individual Locations.
For example, 2 pubs are owned by the same company. Each pub has 3 different bars. The 2 pubs would be considered Location Groups (Venues) in SwiftPOS and could if required report back to a 3rd Location Group (Venue), namely Head Office. The bars would be considered Locations within 1 of the 2 Location Groups (Venues).
To Be Considered
- Any addition/changes made to Location Groups (Venues), will require the SwiftPOS Sales Services to be restarted to ensure those changes are applied.
- Location Groups (Venues) that do not have any Locations set up within them (for example a Head Office or detached bottle shop) may result in batch reports not being visible at that Location Group (Venue).
Location Groups (Venues)
This screen is accessed from here.
Search Filters
- The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:
- Full/Partial Texts - The filter fields of this type are: Search.
Grid
The grid displays the: Location Group, Type, Path, Sales File, Phone, Fax, Key, EOD and Time Zone. Note : To edit an entry in the grid, double click a row. Rows displayed in the grid can be sorted by toggle selecting the column headings.
Noteworthy
- EOD - Displays the last time the End of Day Process was invoked. Note : The date/time displayed here does not mean that the End of Day process, actually processed something or completed successfully. It is recommended that the logs be checked to confirm processing outcomes.
- Time Zone - Displays the selected Time Zone set for each of the Location Groups (Venues) listed.
Footer
- New - Select to add a Location Group (Venue).
- Full Edit - Select to edit the selected Location Group (Venue).
- Delete - Select to delete the selected Location Group (Venue).
- Close - Select to exit.
Location Group Edit
The Location Group Edit screen is used to configure a range of different Location Groups (Venues). You will find that different amounts of settings will be visible depending on the type of Location Group (Venue) that has been selected.
Header
- ID - Displays the Location Group (Venue) ID. Note : Zero is reserved for Head Office type Sites.
- Name - Displays/Enter the Location Group (Venue) name.
- Location Group Type - Select from the drop down list one of the Location Group (Venue) Types listed. The type selected will determine which settings are enabled in this screen.
- Update/Sales File Path* - Displays/Enter the path (folder) specifying the location of Sales Processing files/folders used by the SwiftPOS Back Office. Default is C:\SwiftPOS. Select the button to open the Select the Terminal Comms Folder screen. Note : When configuring sites that will have more than one Location Group (Venue), ensure the Update/Sales File Path specified for each Location Group (Venue) is unique. Non-unique File Paths may cause issues when processing sales.
- Open Path - Select to open File Explorer to view the contents of the Update/Sales File Path (folder) specified.
- Sales File Extension - Select from the drop down list the file extension used to identify the sales file used by the Sales Processing software at the Location Group (Venue). Default is AJL. However, any valid 3 characters can be used as a file extension with the exception of TJL. This extension (TJL) is used reserved for turnstiles only and denotes a specific file format. Sales file extensions are defined here. Note : While the Sales Service is processing sales, the AJL extension will be changed to _JL, so the Connect Service can continue to download sales. 30,000 sales can be processed per minute.
- Group Prefix / Venue Code - Displays/Enter one of the following depending on the currently registered General Ledger interface:
- Group Prefix - Displays/Enter the Location Group (Venue) Prefix. This is used by 3rd party applications to secure the transfer of data from remote sites with a Pin Number. Note : This field is the default field.
- Venue Code - Displays/Enter the Venue Code Branch Code field required for the export. Note : This field is mandatory when registered and exporting data for TechOne.
- Scan Data Group Prefix - Displays/Enter the Location Group (Venue) identifier that will be used This is used for the Scan Data Export.
- The following fields will only be visible if the site is registered for MS Dynamics GP.
- Entity - Select from the drop down list the appropriate Entity. Note : This field will only be visible when the site is registered for MS Dynamics GP.
- MS Dynamics GP Export Path - Displays/Select the folder to which exported files will be written. Note : This field is mandatory when exporting data for MS Dynamics GP and will only be visible when the site is registered for MS Dynamics GP.
- MYOB Data Export Path/MYOB Exo Data Path* - Displays/Enter the path (folder) specifying the location to which the Export files will be written to, for the selected Location Group (Venue). For a multi Location Group (Venue) site, if you are exporting to a single MYOB Company file, then the Path (folder) specified here can be the same for the other Location Groups (Venues). For example C:\SwiftPOS\MYOB_Export. If exporting to multiple MYOB Company files, then the Path (folder) specified here must be unique and NOT be the same as any of the other Location Groups (Venues). For example C:\SwiftPOS\MYOB_Export\n, where n is the Location Group (Venue) ID. Note : This setting will only be displayed if the site is registered for either the MYOB Export or the MYOB EXO Export.
- Open Path - Select to open File Explorer to view the Update/Sales File Path (Folder) specified.
* Note : If the path (folder) is to be located over a local area network (LAN) or VPN (i.e. not on the local PC) then ensure the path is specified in Universal Naming Convention (UNC) format or also know as the network path (eg. \\Servername\SwiftPOS\...), are not in a mapped drive format (eg. S:\SwiftPOS\...). Also, ensure the appropriate folder permissions are configured when using a LAN or VPN location. Also, if a path (folder) has been specified for the local PC, then the same PC must have SQL Server installed on it. For a path (folder) on any other PC, then specify the full UNC path.
Buttons
- Families - Select to open the Location Group Families Assignment screen and assign Families to the Location Group (Venue).
- Clerk Groups - Select to open the Location Group Clerk Group Assignment screen and assign Clerk/Staff Groups to the Location Group (Venue).
- Price Levels - Select to open the Location Group Price Levels screen and assign Price Levels to the Location Group (Venue).
- Taxes - Select to open the Location Group Taxes screen and and configure the Taxes. Note : Only assign taxes here when more than 4 taxes are setup in the system.
- Details - Select to open the Location Group Details screen to configure Contact, Reseller and Miscellaneous information.
- Schedule Stocktake - Select to open the Scheduled Stocktakes screen to schedule dates against Locations for future Stocktakes. The following prompt maybe displayed first:
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Details
End of Day
- End of Day - Select to open the End of Day Options screen to configure End of Day settings.
- Last End of Day - Shows date when last end of day procedure was run.
Remote Systems Settings
- Update Time - Update time for Remote Task Manager sites.
- Exchange Rate - Exchange Rate for Remote Task Manager sites.
- Use HO Costs - Select to ensure Head Office Product costs are used.
- Use HO Prices - Select to ensure Head Office Product selling prices are used.
Promotion Group
- Promotion Group - Select the to open the Search Promotion Groups screen and select the appropriate Promotion Group. Note : This will need to be configured in order to be able to Import Promotions.
Members Promo Group
- Members Promo Group - Select the to open the Search Members Promotion Groups screen and select the appropriate Members Promotion Group. Note : This will need to be configured in order to be able to Import Member Promotions. Once selected it will allow the importing of a 2 nd Promo Group from the IBA Promotions file and flag then as Member Only Mix and Matches. IBA refers to them as Multi Buys.
Supplier Costing Method
- Supplier Costing Method - Select from the drop down list one of the options available. Refer to Costing Methods for more information. Note : The Costing Method selected here, will be used as the default when creating Invoices via the Suppliers Invoices/Receipt Goods screen.
Front Office
- Property ID - Displays/Enter the Property ID. Property IDs must be entered as comma separated numeric values. For example : 12, 13, 14, etc. The Property ID is used in conjunction with the Room Lookup POS key.
The following settings have been added to allow Venues that use the same Member Numbers in different Location Groups (Venues) for different Members. The Club ID will help differentiate one Member from another Location Group's (Venue's) Member depending on the Location Group's Club ID set below.
- Club ID - Displays/Enter the Club ID. Note : Once configured, ensure the Use Club ID option is selected HERE.
- Card Length - Displays/Enter Card Length.
Terminal Cash Off
- Terminal Cash Off - Select to create Terminal Cash off records in the SwiftPOS database. Once changed, restart the Sales Processing Service.
Products
- Clerk Security Override - This feature overrides a clerks ability to see what Products are able to be seen in their assigned Location Group. If this is un-ticked, then only Products assigned to the Location Group can be seen in the inventory transfers and batch transfers.
- Track Individual Location Costs - Select to ensure that all Locations within the selected Location Group (Venue) are able to maintain their own Product costs. Unselect to ensure all Locations will share the same Product costs. In the situation of a Business/Venue where goods are purchased into any Location at the same price then this option can be left disabled to ensure that all Locations are updated with the same Product costs. Note : This option will be disabled if the Use Global Cost Price option is selected.
Time Zone
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Select from the drop down list the appropriate Time Zone for the selected Location Group (Venue). |
Auto Delete
- Classification - Select the checkbox option to enable the automatic deletion of Members in the selected Classification that have zero Points and a zero Account Balance. Once selected, Members will be deleted as part of the End of Day process.
- Non-Zero Balance - Select to ensure that Members are deleted regardless of their Points or Account Balance.
SAP
- Sales Organisation - Displays/Enter the SAP identifiable Sales Organisation provided by the Venue to which the selected Location Group (Venue) is associated with. Note : A value entered here is mandatory when a Venue is wanting to make use of the SAP Export interface.
BPAY
- Show BPAY Info -Select to show BPAY information on account reports and member marketing documents. Once selected the following options will be enabled:
- Use Alternate ID as Ref - Select to use members alternate ID as their BPAY reference number.
- Use Default - Select to use the Default setting.
- Biller Code - Add the customers BPAY biller code to appear with BPAY information.
Account/Loyalty Conditions
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Depending on the option selected above the selected Customer/Members will be sent to the SwiftPOS Touch terminals. Note : A check will be done to ascertain if a Member's Account is Active and will send Un-Financial Customer/Members if the account is in the Active date range. |
- Exclude Banned - Select to ensure Customers/Members that are assigned to the BANNED (99) Classification are excluded from receiving Member benefits/entitlements.
- Only Send if Active in the Last xx Days - Enter and select to only send those Customer/Members that have had some activity in the last number of days entered. Selected Customer/Members will be sent to SwiftConnect when updates occur.
- # of Days Grace for Paying Renewal Fee - Displays/Enter the number of days grace Customer/Members will receive to pay their renewal fees. Once the number of days has expired, only then will they be considered Un-Financial.
- Name Format - Select from the drop down list one of the formats available in which Customer/Members are displayed at SwiftPOS Touch terminals.
- Allow Room Charges to Accumulate Points - Select to allow. The redemption ratio is now set here.
Account Fees
Configure the following to ensure the successful generation of Account Fees. For more information ...
- Terminal - Select to open the Search Connect Terminals Only screen to select the Terminal to be used when generating Account Fee transactions.
- Product - Select to open the Search Products screen to select the Account Fee Product to be used when generating Account Fee transactions.
- Clerk - Select to open the Search Clerks screen to select the Clerk/Staff Member to be used when generating Account Fee transactions.
Footer
- New - Select to add a Location Group (Venue).
- Tools - Select from the drop down list, the following:
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- Save - Select to save changes.
- Undo - Select to undo changes made.
- Close - Select to exit.
Location Group Family Assignment
This screen is accessed by clicking on this button, and is used to assign Product Families to the Location Group (Venue). Assigning Families to a Location Group (Venue) will affect the Products that are sent out to SwiftPOS Touch terminals in both full updates and automatic updates. If a Family that contains only wine Products is the only Family assigned to the selected Location Group (Venue) then only those wine Products will be sent to SwiftPOS Touch terminals. Using Families is an effective way of limiting the number of Products which will reach the SwiftPOS Touch terminals in any Location Group (Venue) and can greatly increase the speed at which updates can be sent to the SwiftPOS Touch terminals.
Location Group Clerk Group Assignment
This screen is accessed by clicking on this button, and is used to assign any number of Clerk/Staff Groups to the Location Group (Venue). By assigning a Clerk/Staff Group to the selected Location Group (Venue) you are effectively allowing any Clerk/Staff Member belonging to that Clerk/Staff Group to view data related to the Location Group (Venue). This is explained in detail in the Security documentation and is a very effective way of limiting Clerks/Staff to see only the data relevant to their Location Groups (Venues).
Location Group Price Levels
This screen is accessed from here, and is used to select Price Levels that will also be able to be used in Locations assigned to the Location Group (Venue). A single Price Level may be assigned to any number of different Location Group (Venue), avoiding the need for Price Levels that just contain prices duplicated from another level. Note : A minimum of 1 and a maximum of 50 Price Levels can be selected for a Location Group (Venue).
Location Group Taxes
This screen is accessed from here. Note : Only assign taxes here when more than 4 taxes are setup in the system.
Location Group Details
Details
This screen is accessed from here, and is used to enter Site and Bank Details.
- Trading Name/Address/etc - Displays/Enter the Location Group's (Venue's) address and contact details.
- Bank Details - Displays/Enter the Banking Details specific to the Location Group (Venue). If required these details can be configured to appear on Account Statements.
Note : The Information recorded here can be used to print on Receipts by accessing the Print Fields via the Add Item button. Contact Information will be first sourced from the Location, then from here. If all the fields in this screen are blank, then the Contact Information will be sourced from the Registration. Also, the ABN # will only be sent to the SwiftPOS Touch terminals as part of a Full Update, if a value has been entered in the Trading Name field.
Reseller Details
This screen is accessed from here, and is used to enter Reseller contact information. Note : Reseller Details must be recorded against the Location Group zero (0). Information recorded here will be displayed when the About and Registration buttons are selected.
- Get Details - Select to Load the Reseller Details from Location Group 0, and populate the fields.
Misc
This screen is accessed from here, and is used to configure Statement comments, the Message body for emailing Batch Reports and Report Graphics (Logo).
- Statement Comments - Displays/Enter comments that if required can be configured to appear on Customer/Member statements. Note : To ensure both Bank Details and Statement Comments appear on Customer/Member statements then make sure the Member Classification assigned to the Customer/Member has the Location Group (Venue) selected in the Member Classification's Location Group column. If <<ALL> appears in the Member Classification's Location Group column then both the Bank Details and Statement Comments will NOT appear on Member statements.
- Batch Report Message - Displays/Enter the default message that will be sent out as part of the body of emails sent when emailing Batch Reports.
- Report Graphic - Select Set to include a graphic (for example a Logo) in the top left hand corner of selected Reports. Select View to view the current graphic, and Clear to remove the current graphic. Size is 350px x 350px. Below is a list of Reports, that currently support this feature:
Location Group Types
Regenerate Sales Files
This screen is accessed from here, and is used to regenerate Sales Files from a JRN file in case of emergency.
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