The Way Things Work
QuickBooks Point of Sale Multi-Store can be configured to manage up to ten stores, each with one to ten workstations running the software. Multi-Store includes features like centralized purchasing and inventory control, inter-store transfers, exchange of information between stores, company-wide reporting, and the ability at any store to view the on-hand quantity of an item at any other store.
One store is designated as the Headquarters Store (HQ or Store 1). Headquarters maintains central control over inventory, purchases merchandise, runs company-wide reports, and handles data exchange with QuickBooks financial software. Headquarters also has all the capabilities of a remote store, plus can create documents for any store.
Stores 2-10, called remote stores, receive and sell merchandise, capture customer information, transfer items to other stores when necessary, and run local store reports. Each store authorizes and settles its own credit, debit/ATM, and gift card transactions, runs the End of Day procedure, and defines its own employees and security settings.
Headquarters and remote stores communicate through a process called Store Exchange. Store Exchange typically is done at the end of each business day, so that Headquarters, all stores, and your financial software all have current information for the start of the next business day.
The Store Exchange Center is a central place to initiate all tasks related to exchanging data between your stores and to see the current status of exchange with each store.
To access the Store Exchange Center:
From the Stores menu or the Navigator, select Store Exchange Center.
The Store Exchange Center is made up of three panels:
- Actions: Use these buttons to send or receive Store Exchange mailbags, prepare and send item pictures, configure exchanges, and view the activity log to troubleshoot any problems encountered.
- FAQs: Provides answers to frequently asked questions about Store Exchange.
- Status: Provides the exchange status with each of your other stores. At a glance you can view the last successful exchange dates and times and color coding provides an alert when an issue needs your attention (Green – OK, Yellow – Minor issue. Red – an issue that needs your attention). Use the buttons and I Want To menu for each store to perform routine tasks or correct problems.
- You can set a preference to be alerted in the Status panel when an exchange with a store doesn’t occur in a specified number of days.
- You can also add the Store Exchange Status report to your Point of Sale Dashboard. With the Dashboard displayed, select Customize Dashboard and then add the report from the “Other” content area.
Configuring Store Exchange includes specifying or confirming:
- Whether you are a Headquarters or remote store
- The number of stores you have and assigning store codes to each (Headquarters only)
- The Store Exchange method you will use to communicate with other stores
- The license number for the Server Workstation at the other store(s) in your company
- The e-mail address, file transfer path, or drive that will be used to send files to other stores
- Protecting Store Exchange files with a security password (required: Learn more)
Important: Before beginning, be sure you have the license numbers from the Server Workstation at the other store(s). Until you have entered the license number from the other store(s) in your Store Exchange preferences, you will not be able to receive and process files from the store(s).
License numbers can be found on the Point of Sale CD holder, in the e-mail you received if downloading the program, or by selecting About Point of Sale from the Help menu at the Server Workstation in each store after installing.