Site Setup

Overview:

Sites should be created for any entity that you wish to control inventory or POS Financial Reporting. The most common example of a Site is a restaurant. A single-location restaurant operator will have one Site.  A restaurant chain will have a Site for each restaurant location. COGS-Well Support normally sets up Sites for you.

Things to know!

• The Sites feature will only be available to Users who have been given access to this function.
• Reporting can be done for each unique Site, or all Sites consolidated. 
• Users can be assigned to a specific Site. Administrators and Above Store Users typically have access to all Sites.
• Each Site can be interfaced with its POS System, Vendor EDI, or AP Automation system. Each Site can export adjustments to your accounting system.
• Inventory, Combined, and Recipe Items can be assigned to all or some of your Sites.

Add or Edit Sites:

To add, view, or edit a Site navigate to Company>Setup>Sites. A "Find Grid" similar to the one below will display all the sites that you have set up in your system: 

Add: To add a new site, click the blue "+" button. To edit or delete a site, click on the desired action.  The global search function will help you find a site quickly.  If you select to add or edit a site then you will see a screen similar to the one below:

Site Tab - General Column:

Business Unit: This field will only display if you have set up Business Units in the Company Setup.  

Site name: Enter the site name. (Required field)

Email address: Enter the email address for a primary contact at the site. 

Address: Enter the address 1 and 2 for the site

City, State, and Postal Code:  Enter the City, State, and Zip. 

Phone: Enter Phone 1 and Phone 2 Number(s). 

Site Tab - Settings Column:

Active: An active Site will have set up and transaction entries available. An Inactivate Site will not, but reports can be run for inactive Sites and an inactive Site can be made active again if it has not been deleted.

Time Zone: Use the drop-down to select the time zone the Site is in. 

POS Sales Mix Map: A POS Sales Mix Map links the sales items imported from your POS system to Sales Items in your COGS-Well system. A POS Map must exist for it to be assigned to a Site. POS Maps can be set up from the POS Sales Item Mapping feature POS Sales Item Mapping link. This mapping function should be done by an Administrator.

Users Tab:

Users can be selected or deselected to have access to a site. Users are set up within the Company setup features. You can navigate to add/edit Users via Company > Setup > Users.

Available and Selected: Listed under the Available column are all the active users that are available to be assigned to this Site, but have not been assigned. Listed under Selected are all the Users that have been assigned to this Site.

To move a User from one selection to another, check the box by the User or Users you want to move and then hit the arrow direction you want to move them. You can also double-click on a user to move them from one list to the other. 

Please know that if a user was set up with access to all sites, they will already have access to each site. Please also keep in mind that access for a user to a site can be managed via the User Setup feature that is accessed via the Company Setup menu.

It is up to you whether you manage user access to sites here or in the user setup function.  It often depends on whether your initiative is adding or editing a site or adding and editing a user.

Integration Maps Tab:

Integration Maps are used to identify the Point of Sale system, Vendor system(s), and accounting system that will be interfaced with this Site. COGS-Well Support typically sets up integration maps for you.

Assigned Vendors Tab:

Vendors that you have entered into your system can be assigned or unassigned to Sites via this tab. If you click on the Assigned Vendors tab you will see a display similar to below:

Available and Selected: Listed under the Available column are all the Vendors that are available to be assigned to this Site, but have not been assigned. Listed under Selected are all the Vendors that have been assigned to this Site. To move a Vendor from one selection to another, check the box by the Vendor you want to move and then hit the arrow direction you want to move them to.

Please know that vendors and sites may be assigned to each other via this Site Setup function, or the Assign Vendors to Sites feature. The option to assign vendors in Site Setup enables you to manage vendor assignments at the same time you add or edit a Site. The option to assign sites in vendor setup enables you to manage site assignments at the same time you add or edit a vendor. 

Assigned Storage Locations tab:

The Assigned Storage Locations tab will only show up if you have a storage location or locations that do not have the feature to “make the storage location available to all sites” enabled in the Storage Location Settings.  Storage locations are set up via the Inventory> Setup>Storage Locations function.

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  The dual list box for storage locations will only display the storage locations that are not available to all sites. If you want to assign one of these storage locations to the site, then you can do it here.  Please know that an administrator can also manage the site assignment of storage locations not available to all sites via the storage location site assignment feature in Inventory Setup. For more information please click this link: Storage Location setup.

  Ordering Overrides:

  Ordering Overrides are utilized within the Sites function to enter a unique customer code or vendor email address if the customer code or vendor email differs for this site from what has been set up for the Vendor in the Vendor Setup function. If you select this tab you will see a display similar to the one below:

  

  Unique site codes and vendor email addresses for this site can be entered or viewed in the columns next to the vendor name.  

  Save, Delete, and Exit

  At the bottom of the screen are the Save, Delete, and Exit buttons.

  

  Save - Saves the entry or entries without exiting.

  Delete - Deletes the Site. You will be asked, "Are you sure"?

  Exit -  Exits without saving any new entries or edits.