There are two ways that Sites can be created in Inventory:
This article will cover the considerations and required actions for each approach.
Sites are stock locations within a Unit. Every Unit should have at least one Site. There is no limit to the number of Sites there can be in a Unit. For more detail, please see Inventory Restaurants: Organisational Hierarchy
Cloning an Existing Site
A Site clone copies a number of data points from a nominated Site, removing the need to manually assign core data.
The Site clone copies:
- Assigned Suppliers
- Assigned Batches
- Assigned Recipes (including PLUs)
- Assigned Ingredients
Site clones are a great tool to utilise in a branded scenario.
Site clones are requested through Fourth Support, incur a charge, and require the customer to provide a Site clone template.
- Please follow the instructions in this article - Inventory Restaurants: Site Clone Template
- Once a Site clone is complete, any required accounts will need to be assigned. For guidance, see Inventory Restaurants: Create or Edit Accounts
- Required users will also need to be created or assigned to the Site. See Inventory Restaurants: Creating New Users with Single Sign On Access
Creating a New Site
A new Site will always be created with no data assigned. Suppliers, Batches, Recipes and non-Recipe Ingredients will need assigning manually once created.
New Sites are best for new concepts, brands, or Sites with a different supply base.
New Sites are created directly in the solution by the customer's system administrator - see instructions below.
If a new Unit is also required, please first follow the steps detailed at the bottom of this article.
- To create a new Site in Inventory, navigate to Setup > All Options > Organisation Hierarchy
- Expand down to the Unit where the new Site will sit
- Then select Create new site
Fig.1 - Create new site
A 'Site Details' pop-up will appear.
- Enter the Site Name - this would usually be the Unit name plus the stock location type, if splitting food and beverage in the Unit, e.g. Kings Arms Bar, Kings Arms Kitchen, Kings Arms Consumables etc.
- Enter the Site Code - this is the code or location ID and is used to match incoming POS sales so must match the ID being sent by the POS provider
- There is an exception to this rule - when sales splitting is in use: Inventory Restaurants: Setting up Sales Split Rules
- Enter a Main Phone number for the new Site
Fig.2 - Site Details 1/3
Scroll down and:
- Complete the Invoice Address - this is the address displayed on purchase orders that suppliers send paper invoices to
- Complete the Delivery Address - this is the address displayed on purchase orders that suppliers send the physical delivery to
- Delivery Times and Delivery Notes can be completed and will appear on any email purchase orders to suppliers
Fig.3 - Site Details 2/3
The final steps are to:
- Confirm the First Stock Period Date (the start date)
- Complete the Default Stock Period Length - It is usual that all Sites within the same Unit are on the same stock period length
- Select Save
Fig.6 - Site Details 3/3
Once saved, the new Site will show on the hierarchy.
Fig.7 - Completed site
Following Site creation, the next steps are to:
- Assign any required suppliers
- Assign any required accounts - see Inventory Restaurants: Create or Edit Accounts
- Create or assign any required users to the Site - see Inventory Restaurants: Creating New Users with Single Sign On Access
Then, publish any required:
- Batches: Inventory Restaurants: Publishing a Batch to the Stock System
- Recipes: Inventory Restaurants: Publishing a Recipe to the Stock System
- Ingredients (that are not assigned via Recipes): Inventory Restaurants: Publish Products to the Stock System
Creating a New Unit (if required)
- Select either the top level of the hierarchy (company name) or the entity where the new Unit will sit
- Then select Create new unit
Fig.8 - Create new unit
A 'Unit Details' pop-up will appear.
- Enter the Unit name - this would usually be the physical location's name (St Paul's, Gunwharf Quays, etc)
- Enter the Account System Code (PS) if relevant. This is the code used in the accounts package to identify the Unit and should be consistent across both Purchase to Pay and Workforce Management solutions (if used)
- Enter the Unit Code Prefix. This is the Unit code or Location ID. It can be anything but ideally will have the Unit name in it as part of the code. This is used in various reports.
Fig.9 - Complete unit details