MultiStore Purchase Orders are available for systems that have a license for both Keystroke Advanced and the MultiStore module. MultiStore Orders allow a single transaction (a MultiStore Order) to generate Purchase transactions for each individual store. MultiStore Orders work with the different data sets from each store simultaneously. The MultiStore Orders feature requires real-time access to each store's data.
MultiStore Orders contain line items and are attached to vendors just like standard purchase transactions. But each line item will have a separate quantity for each store (called Allotments). As each line is entered, the MultiStore Allotments grid will automatically be displayed showing all the stores set up in your system where the quantity to be ordered for each store will be automatically set based on each store's data and can then be edited. The MultiStore Allotments grid is displayed automatically each time the cursor goes into the Qty field. It can also be displayed up manually by pressing the Allotments key [Ctrl+F9] or the Edit key [F3].
When the MultiStore Order is saved, it will automatically create and save a separate Purchase Transaction in each store's data with just the items and quantity ordered for that store (if no items are ordered for a store, then a Purchase Transaction is not created for that store). Then as the items arrive at the individual stores, they can receive them on that Purchase Order just as if they had entered the Purchase Order themselves. If the Create Purchase Invoice instead of Order Parameter is On, then MultiStore Orders will create already received Purchase Invoices in the store instead of Purchase Orders. The MultiStore Order can also be used to send a conglomerated order to the vendor with the quantity breakdowns for each store included with it. This is done by using specially formatted purchase forms that include the allotments for each store under each line item as well as the shipping info for each store (usually printed on a separate page). Keystroke includes sample forms for this. The filenames of these forms begin with the letters MS (e.g. MSP11LU.POR). Please contact your dealer to have a form customized to match your needs.
Using MultiStore Orders
Before the MultiStore Order functions can be used, it must first be enabled using the Purchase Parameters - Multistore - Enable MultiStore Purchase Orders Purchase Parameter. If the MultiStore function is not available, then either the system is not licensed for it or there are no Stores set up in the Stores List. The Stores List (previously only accessible via the StoreLink module Stores/Setup function) can be accessed in the Purchasing MultiStore parameters by selecting the Edit Stores List button.
Once enabled, the purchase transaction type can be switched to MultiStore Order by using the [Ctrl+M] hotkey or the Special-Transaction Type menu. However, once a line item is entered on a purchase transaction, the transaction cannot be switched to/from a MultiStore Order. The MultiStore Order is entered the same as other purchase transaction types except that the Allotments grid is displayed for each line item. The default quantities are based on the information for that item for each store. The AutoOrder function can also be used.
The list of stores that appears on the Allotments grid comes from the store setup in the Stores List module.
MultiStore Order Restrictions can be used to limit which stores are used when entering items on the current MultiStore Order. Pressing [Ctrl+Shift+F9] displays the MultiStore Order Restrictions entry screen where a Group Mask, Filter, and manually selected Lookup Lists can be used to determine which stores should currently be in use. Note that these restrictions should normally be set before items are entered on the transaction (recommended, but not required). If necessary, restrictions can be changed several times while creating the MultiStore Order. Any items that have already been entered for any store will remain even if a store is restricted after the items have been entered.
The Group Mask field can be used to select the stores to be included on the MultiStore Order based on the Group field assigned to each store in the StoreLink module. The program will compare the Group Mask field to each store's Group field using the same Code Matching used by price and tax formulas. The Filter button can be used to enter additional and/or more complex restrictions if needed. Only stores that match both the Group Mask and Filter will be included.
Stores can also be manually switched from Included to Excluded (and back) by highlighting the store and pressing [Enter] (or double click with the mouse). Stores that would normally be in one list but have been manually forced to the other list will show an * in front of the store's name.
AUTO ORDER - A button is available to display the MultiStore Order Restrictions screen to set up the restrictions for the current AutoOrder.
MACROS - New Purchase Entry Commands for MultiStore Orders:
EditMSAllotments - same as [Ctrl+F9].
EditMSOrderRestrictions - same as [Ctrl+Shift+F9], displays the MultiStore Order Restrictions screen.
SetMSOrderRestrictions - allows the GroupMask to be set directly by the Macro.
PurchaseEntryCommand: ToggleReserved - switches the Transaction Type to Reserved and back to
either the default transaction type (on new transactions) or the original transaction type (when editing a transaction). Switching can also be accessed by pressing the hotkey combination [Ctrl+R].
The StoreLink Store Setup parameter Never Use On MultiStore Purchase Orders can be used to manually exclude any store from all MultiStore Orders.
If a Matrix Item is being entered on a MultiStore Order, the Matrix Grid will display in single item entry mode. The Matrix Grid will automatically be displayed again after the allotments for the selected matrix item are completed so that the next matrix item for the same inventory item can be selected. Press [Esc] to stop selecting Matrix Items and move on to another inventory item.
The Transaction Number used by MultiStore Orders is different than the other transaction types. It should be set (using the Number/Date Function AFTER selecting the MultiStore Orders Transaction Type) to a number that is in a range that will be unique for it. This can help clerks recognize that a purchase order in an individual store was created by a MultiStore Order as well as avoid conflicts with Purchase Order numbers generated in the standard way.
When a MultiStore Order is saved, Keystroke displays the Print Individual Store Purchase Orders box showing all the stores that BOTH are setup to print individual Purchase Orders AND are used by the current MultiStore Order. The box will first show a list of all the stores for which an order can be printed. The Print Selected button (or [F10] key) can be used to print a separate Purchase Order Form (configured by selecting the MultiStore Order Form button in the Stores List, Enter Store Information window) for each store. Stores can temporarily be removed from the list before printing (or added back in) by selecting them. This allows just one store to be reprinted when needed by removing all the other stores (using the Skip All button and then adding the store(s) back in that should be printed). Note that this box will appear every time a MultiStore Order is saved (new or existing). The printouts can be skipped simply by using the Cancel button or hitting [Esc]. Each store's printout is made by loading the Purchase Order from the store's data set, making this a good way to confirm that the Purchase Orders created for each individual store are accurate and correct.
MultiStore Orders can also be edited if necessary. Any changes will be applied to the Purchase Orders created for each store as well. CAUTION: editing the information on a MultiStore Order item for a specific store after that item has been edited on that specific store's Purchase Order will result in the MultiStore Order NO LONGER MATCHING that store's purchase order (retaining both sets of changes is not possible).
MultiStore Orders can be saved as Reserved MultiStore Orders, which do not update inventory quantities or create Purchase Orders in other stores. Once the purchase transaction screen is set to MultiStore Order, selecting the Reserved transaction type will change the MultiStore Order to a MultiStore Order - Reserved purchase transaction type (instead of the standard Reserved type). When saved, it will be saved with standard Reserved Orders but when retrieved, the program will recognize that it is a MultiStore Order. Note that the Vendor Name on the transaction has the characters *MS* added to help differentiate the two types of reserved orders when viewing them on the purchase transaction record list. A MultiStore Order marked as Reserved can be switched back by changing the transaction type back to MultiStore Order (via menu or hot-key [Ctrl+M]).
The MultiStore Orders are available on Reports just like any other purchase transaction and also support additional fields to show the quantity allotments for each store.
Edit Inventory Data for All Stores from a Single Location.
In addition to using MultiStore Orders to generate purchase orders, it can also be used to view and modify the order information for each store. The MultiStore Allotments grid that pops up for each line item also includes the MinQty, MaxQty, and OrderQty fields for each store. From here, any one of these quantities can easily be changed by editing the numbers right in the grid. Also, the [F3]-Edit function can be used to go directly to each store's inventory record and make any additional changes needed without having to switch out to another data set or copy of Keystroke.
Matrix Items that have not been initialized in the other stores will be displayed with the Null symbol in all the fields. The item can (and should) be initialized if it is now going to be used in that store by pressing the [F3]-Edit key. This will bring up the new Matrix Item database screen where any changes can be made. Press [F10]-Save to complete the process.
See:
Purchase Manager - Parameters - Multistore
Purchase Transaction Types
Purchase Manager Contents