Complete RetailGraph Software Offline Setup for Multi-Branches

Offline Setup for SwilERP (RetailGraph)

How SwilERP (RetailGraph) Offline Setup Work for the Branches


What does mean by offline setup?

Offline setup of RetailGraph, you can set up your RetailGraph's database according to the branches. You can do this work offline, but the internet is required for exporting and importing data. First, you need to installed the RetailGraph in different locations to set your offline setup.

RetailGraph can be implemented in offline mode with consolidated database and Master data.  That means you can view data or report of locations and warehouse in the consolidated database. You can create the products from the master data to flow the inventory correctly.

Consolidation: In Consolidation database users can view the data and records. Updates from locations will be shared to consolidated database on regular intervals; say every one hour or at desired frequency. For this you must have internet connection in your system. A new license is required, including registration of locations and users to run the consolidated database separately.


Master data:  Master products can be created centrally and shared with different locations. In the offline setup, product flow is done by only master data. 

The below-given image for your reference, you can understand the offline process from here: 
Offline Master data process for multi branches.

 

Here are the steps to setup your offline process in RetailGraph:

Create Master Data

When you create a master data in master database the same data flow in every location and from here you can start your working. To create a master data in RetailGraph follow the below-given process.

Step 1: Create Product Master in your Master data


The first step  is creating products. When you create a product in master data, that will automatically flow in every location.  If you have an offline setup, then product creation is done by master data. Otherwise, if you manually create a product in your branch, the system receives a duplicate product entry in stock.
Go to the Master section from RetailGraph dashboard:
  1. Click on the INVENTORY > PRODUCT.
Create Product Master in your Master data Product Master Window
Go to the Product tab to add product details: 
  1. Create a Marketing Group or select it from the dropdown list. 
  2. Select product Category from the list or you can create it manually according to the product. 
  3. If you add Manufacturer and branch name, then fill in the details, if required. 
  4. Enter the Product name which you want to create it. 
  5. Enter the details in Size/ Strength  of your product. 
  6. Give a short name in Alias column .   
  7. Enter the details of HSN code, Sales tax, and purchase Tax , if required. 
  8. Enter the  Billing unit   in the columns. (If user wants to sell a product in loose so click on the "Sell Loose")
  9. If you want to do Shelf management, then enter the shelf number.
  10. Select the Rate Unit, in which unit you purchased and sold.
  11. Enter the Generic name, if you want to give a salt name to your product.
add product details Product Tab

Reference Article link: How to create generic name
Reference Article link: How to create tax type.

Go to the additional details tab:
  1. If a user wants to add  MRP, Purchase rate, and Sales rate  then that can also be added.
  2. Users can also fill in Stock Details manually in this option.
  3. Add or less the Discount amount accordingly.
additional details tab Additional Details Tab
In Lot details and Images window :
  1. In this user can automatically see the Quantity of a particular product.
  2. And, also users can put the mages as per their requirements.
  3. Save the page.
Lot details and Images Lot Details and Images Window

Step 2: Create Vendor Master in your Master data  

Second step , a master of vendors can be created centrally and can be shared with different branches. If you create a schedule for vendors, it will automatically flow in branches. Updates from stores/ branches will be shared to the central database at regular intervals, say every one hour or at the desired frequency. Here is the process that needs to be followed to create a vendor.

Go to the Masters section from the RetailGraph dashboard:
  1. Click on the Customer/Vendor> Vendor.
Create Vendor Master Vendor Window
In the Vendor details tab
  1. Enter the Vendor name in column. 
  2. Give a sub name in the Alias  column. 
  3. Fill up details in the Address, Station, District, State, and Pincode dialog box.
  4. Enter the Contact details of your vendor.
  5. E-Mail id, Date of birth also fill in these details as per your requirements.
  6. Add GST details  if you want to do an accounting of transactions.
  7. Select the Location where you want to show the vendors' details.
Vendor details tab Vendor Details Tab
In the Additional Details tab
  1. In the additional details, users can add the status of  Active  and  Inactive  vendors and also fill in the details of  TIN, CST No, and other  license details of your business.
Additional Details Additional Details Window
In the Approved Product tab

With this option, users can create a list of particular products that they always purchased from vendors. They can apply filter and select the products from this option.
Approved Product Approved Products Tab
In the Price List tab
  1. Select the Product from product filter and click on the Update tab.
  2. Now, you can set MRP and Sale Rate according to you.
  3. You can also  Import the List  of the products from the option of Import.
  4. After filling all the details  Save the Window.
Price List tab Price List Window

Step 3: Create Branch in your Head Office data

The third step is to create branches in your Head Office data by giving them a unique number. From there, you can manage and create multiple branches. And easily transfer your stock from head office to your another branch.

After creating a branch, users can use the option of  Branch Transfer (Out)  or  (In)  to transfer or receive their inventory from one to another branch. With RetailGraph, you can export bulk data manually or directly upload the stock data.


For Example, if your stock is in the Head office and you want to transfer stock to the Ajmer road branch, then you can easily transfer your stock from these options.

Here is the process to create branches in your head office data
  1. Go to the Master section in RetailGraph dashboard.
  2. Click on the Other> Branch.
Branch Section
After that the next window of branch creation will appear:
  1. Click on the  New  tab to create a new branch.
  2. First, select the Branch type as  Branch Depot.
  3. Enter the Branch Name  as per your convenience.
  4. Now, enter the important part Number of your branch.
  5. You can create password of your branch.
  6. Fill in the details of your branch in the  Address columns.
  7. Update contact details.
  8. Fill the licence details i.e any food licence or drug licence and update GST Number.
  9. Save the page. 
Branch Creation
After creating branches, you have to link up with your branches to transfer your inventory. To transfer your stock from head office to another branch, you must create a customer of the same branch in the customer section. After creating a customer name, follow the below-mentioned process.

1.  Add Customer in Branch

  1. Go to Branch that you were created and click on the Edit option.
Edit Option Tab
  1. Add the customer name in branch section.
  2. After selecting Customer from the drop-down list you have to Save this page.
customer name in branch section Create Branch Window

2.  Add Products in branch a transfer out window

First, you have to create series of sales invoice in the transaction series section, for selecting entry number. Go to the Master section> Others> Transaction series and click on the new option to create series.
  1. Select the transaction name as Sales Invoice.
  2. Enter the Name of your series.
  3. Add series Starting Number and descriptions, format date name will automatically be filled.
  4. Select location and Billing Rate.
  5. Important part, select the Document name as Branch Transfer.
  6. Save the window.

Transaction series

The second step is to create a schedule to upload transfer data in database. After creating a schedule, when you save the branch transfer window, there will show a pop-up notification to upload data or not. Follow the below-given instructions to create it.
  1. Go to the Tools Section> Schedule SMS/ Email.
  2. Then, select the schedule for Transaction.
  3. Select schedule as Upload in database.
  4. Now, select transaction/report as Branch Transfer (Out).
  5. Save the window.

Schedule SMS and Email


The Third step is, Export your data with export/import data section, to export the bulk data of inventory. In this, first you have to link customer with the given option. Go to the  options> export/import data and click on the Customer Link  option.
 
Customer Link Export/Import Data
After clicking on this option, a pop-up window of linking customer will appear. Enter the RG RegNo in the same customers' column, and Save the window.
linking customer Linking Window

The fourth  step is if users want to transfer their stock from head office to another branch. You can transfer the product manually by export/import data option or upload it by creating the schedule. Follow the below-mentioned products to transfer your inventory.
  1. Go to the Sales section> Branch Transfer (Out).
Branch Transfer Branch Transfer Out Section
In the next page, a branch transfer (out) window will appear: 
  1. Select name of the customer/ branch from the name column.
  2. In this window, you only view the customers name that will be added in branches.
  3. Select the Entry number,  that transaction series you created previously.
  4. Select the Products from the drop-down list and also add their Quantity.
branch transfer Products Add Tab
  1. While saving the window you receive a notification to Upload Data in your system, if you want to upload data then press OK.
  2. After saving this page, data will automatically transfer to another branch.
  3. Upload Data
Notification Window

3. Receive data from the Import transaction option

After the transfer (out) of your data, your stock will automatically be shown in the import transaction section. To receive the stock data, Go to the  Options> Import Transactions.  
  1. Click on the View tab.
  2. There you'll see the transfer data, select your data from IsReceived column. 
  3. Select the series and party name. Once you select these details, those details will automatically be filed for the same branch in the next transaction.  
  4. Click on the Save option. 
Import transaction option Import Transaction Window

4. Export the bulk data of inventory to your branch Manually 

Final step is, click on the Export Transaction option, to export the data. 
  1. First, select the Format in which you want to export your file.
  2. Select the transaction as Branch transfer (out) . 
  3. Entry Number will be automatically filled or if you have multiple series then select it from the drop-down list.
  4. Select the Customer/Branch name. 
  5. Press OK to save the file in your system or you can direct send an Email from the given option. 
inventory to your branch Manually Export Transaction Window

5. Import the bulk data of inventory to your branch Manually

The first step is, you have to create a vendor of the same branch from which your data is exported in your stock. After creating a vendor, add the vendor to your branch. The below-given screen is for your reference.
branch creation Branch Creation
The second step is, you have to create a series of Purchase invoices in the transaction series section for selecting the entry number. Go to the  Master section> Others> Transaction series  and click on the new option to create the series.  
  1. Add transaction as Purchase Invoice. 
  2. Enter the transaction name which you want to create. 
  3. Enter the starting number of your series and select the location. 
  4. Add Document name as Branch Transfer . 
  5. Save the page. 
Transaction Series Window
The third step is manually importing data from the Import/ Export data. First, you have to link your vendor from the given option. Go to the  options> export/import data  and click on the  Link Vendor  option.
Link Vendor Link Vendor Window
After clicking on this option, a pop-up window of linking vendor will appear. Enter the  RG RegNo  in the same vendors' column, and  Save  the window.

vendors column Link Vendor Window
In the fourth step, click on the Import Transaction option to import the data:
  1. First, select the Format in which you want to import your file.
  2. Select the transaction as  Branch transfer (in) . 
  3. Entry Number  will be automatically filled or if you have multiple series then you can select it from the drop-down list. 
  4. Select the vendor/Branch  name. 
  5. Press  OK to import the file from your system.  
  6. And, there is an also option of Save As Draft . 
Import Transaction Import Transaction Window
And that's how you can start working in the offline process of RetailGraph. 



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