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Depending on the type of system/environment that the Sites function is accessed from, the functions which are available will vary and are outlined as follows:
Note!
There must be at least two Sites, including environments where there is only one physical Site.
The ability to access the Sites function is determined based on the following factors:
An environment that contains Idealpos systems running Head Office and Idealpos systems managed by a Head Office:
An environment that contains standalone Idealpos systems which are not managed by a Head Office:
Regardless of whether you're accessing the Sites function on a Head Office system or standalone unmanaged Site, the process to open the Sites screen remains the same.
To access the Sites window, go to: Setup > Sites
The Sites window will vary slightly in appearance depending on whether you are accessing this function on a Head Office or standalone system as well as whether or not Site Groups have been created.
Click on your type of system from the below list for details that are specific to your environment.
If you aren't sure which option applies to you, click on each link below to expand it for further details:
Adding a Site on a Standalone system (not managed by Head Office)
A list of existing Sites are displayed.
Press the "Add" button located towards the top-left corner of the Sites window.
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A new window will appear where you can enter the Site name.
Enter the name of the Site, then press the "Save" button on the top-left corner of the window to create a new site.
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Adding a Site on a Head Office System without Site Groups configured
A list of existing Sites are displayed. The Head Office will also display an additional button on the left for Site Management (to copy Base Items from the Head Office to each Site/Copy items between Sites) as well as a cog icon on the bottom-left corner of the Sites window which is used for creating Site Groups.
Press the "Add" button on the top-left corner of the Sites window.
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A new window will appear where you can enter the Site name.
Enter the name of the Site, and if required, enter the POS Screen Grid range that the site has access to, then press the "Save" button on the top-left corner of the window to create a new site.
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Adding a Site on a Head Office System with Site Groups configured.
For further details about using the Site Groups function, click here.
A list of existing Sites are displayed. The Head Office will display a column for each Site Group which can be used to filter the Sites by their respective groups.
Press the "Add" button on the top-left corner of the Sites window.
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A new window will appear. Enter the Site name and if required, enter the POS Screen Grid range that the site has access to.
Ensure that you enter the details for each Site Group field applicable to the Site.
In order for Site Group filtering to work correctly, ensure that you enter each Site Group name consistently. E.g. If you are entering "Bake Shop" into the "Brand" Site Group field, ensure that you consistently enter "Bake Shop" for each site that is part of the "Bake Shop" brand (and don't enter "Bakeshop"). Entering inconsistent names for each site will result in each unique variation of the Site Group name appearing in the Site Group dropdown box, defeating the purpose of utilising the Site Groups function.
Press the "Save" button on the top-left corner of the window to create a new site.
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Site Groups is a function that can only be enabled and used from an Idealpos system which has the Head Office module enabled in the Licence Gateway.
This function allows each Site to be grouped into a maximum of 10 Site Groups.
Each of the 10 Site Groups can be given a name (e.g. State, Region, Location, Brand, Business Type, etc.) of up to 30 characters in length.
Once the Site Group names have been created, you can then modify each Site and enter the details that pertain to the Site Group name.
E.g. Create or modify a Site and enter "Queensland" into the State field, "Brisbane" into the Region field, "River Mall Shopping Centre" into the Location field, "ACME" into the Brand field and "Restaurant" into the Business Type field.
Note that Site Group names and the details recorded in the Site Groups can only be modified from the Head Office.
The Site Group name has a 30 character limit (an example of a Site Group name being "Region" or "Location") as does the value entered into each Site Group field (an example of a value stored in Region is "Brisbane" and an example of Location is "ACME Centre").
The Site Groups functionality can then be used from Head Office when running any Report which supports the ability to filter by Site as well as when accessing the Sites window via Back Office > Setup > Sites.
Configuring Site Groups
To configure Site Groups at a Head-Office Idealpos system, go to: Back Office > Setup > Sites
On the bottom-left corner of the Sites window, press the configuration cog icon.
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You can then create up to 10 Site Groups.
Using all 10 Site Groups is not compulsory and you can choose to use however many Site Groups you require for your business type.
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Enter the required Site Groups for your business.
The below example shows 5 Site Groups populated.
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Once the Site Groups have been entered, press the "Save" button on the top-left corner of the window.
A column for each Site Group will appear at the top of the Sites window.
If you've entered 6 or more Site Groups, a scrollbar may appear at the bottom of the window so that you can scroll through the entire list (depending on the size of your screen resolution).
Now that the Site Groups have been created, details can be recorded in the Site Groups when creating or modifying existing sites.
In the below example, we'll select "Site 1", then press the "Modify" button on the top-left corner.
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A field will now appear for each Site Group that was created.
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Ensure that you enter the details for each Site Group field applicable to the Site.
In order for Site Group filtering to work correctly, ensure that you enter each Site Group name consistently. E.g. If you are entering "Bake Shop" into the "Brand" Site Group field, ensure that you consistently enter "Bake Shop" for each site that is part of the "Bake Shop" brand (and don't enter "Bakeshop"). Entering inconsistent names for each site will result in each unique variation of the Site Group name appearing in the Site Group dropdown box, defeating the purpose of utilising the Site Groups function.
Press the "Save" button on the top-left corner of the window to update the existing site.
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The Site Group details will now appear in the Sites window as shown in the below example:
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You can repeat the process for each Site by selecting a Site, pressing "Modify", then populating the Site Group fields as required.
Once completed, Site Group details for each site will be displayed.
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It is now possible to filter the Site list using the dropdown boxes at the top of the Sites window.
The below example shows the contents of the Region dropdown box
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Selecting a region from the list (e.g. Brisbane) will filter the list of Sites to only show those which are located in Brisbane
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Filtering by Site Groups when running Reports
As mentioned earlier above, the Site Groups function can also be used when running a report which supports filtering by Site.
An example of such a report is the Stock Item Sales Report.
Go to: Reports > Sales > Stock Item Sales
On the Stock Item Sales Report window, click on the ">" button in the Site field.
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A list of Sites will be displayed.
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The Site Groups filter function can be used to filter the list of Sites as shown in the below example.
Once you have selected the desired Site Groups via the dropdown boxes, you can either click on a single site, then press OK.
Alternatively, you can press the "Select All" button which will include all the sites that are currently being shown by the filter.
For this example, we have selected a brand of "Some Like It Hot" and then pressed "Select All" to select all sites currently visible in the filter.
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After pressing "Select All", the Site Codes will then appear in the Sites field.
You may then press the View button to run the report.
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The report runs for the selected Sites and includes a label at the top of the report, indicating the Site Groups that were selected.
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For information on creating Site Items via the Site Management function, click here.