RetailGraph Online Setup for Centralized Working for Multi-Branches

Online Setup Process For SwilERP (RetailGraph)

How to Set Centralized Online Working with SwilERP (RetailGraph)                

In RetailGraph, you can set up centralized online working. With this process, users have only one database, and they can create multiple branches of stock locations . But the users should have a stable internet connection to connect with the server. For centralised working, data will be kept in the cloud, and RetailGraph must to be installed at all locations.

The below-mentioned image will show how the online database process at RetailGraph works. As you can view office 1, office 2, warehouse, distributor 1, distributor 2, and distributor 3 these all can works their data in the Centralised Server, if they have Role & Rights.

In this, you can see the centralized server manages all the branches and users, and is called the database.  

Centralized Online Working

From the Above-given illustration, you can understand the definition of the online process. Now, to set up your software you have to follow some below-mentioned steps. 

Step 1: Create Branches  

The first step is to create Branches according to the locations, and users can seed the branches with unique numbers. With this they can make stock locations and manage the inventory. It is necessary to create branches in the online process because that will help to set up your database or inventory according to your locations. To create branches, do follow the below-mentioned process.

Open the RetailGraph dashboard:  
  1. Go to the Master> Others> Branch .
Create Branches

Here are the steps to creating branches:
  1. After that, a new window of the branch master  will appear. 
  2. Click on the New tab to create a new branch. 
  3. First, select the Branch type as Branch Depot.  
  4. Enter the Registered branch name in the Branch column. 
  5. Enter the Branch number  which you want to create a code for your created branch. ( For example - 1,2,3 or you can add another code) 
  6. You have received a password while doing registration on CRM, enter the same password in column. 
  7. Enter the branch's  Address, Station, and Pin code  in a dialog box. 
  8. Contact details fill in the mobile no, phone no, E-mail id box. 
branch master
  1. Fill out the License Details while creating a branch: 
  2. In the same window of branch creation, users can fill the license details i.e.   GST number, TIN number , and Other license details. 
  3. You can also set the E-mail setting, Bank Detail, SMS setting, and Whatsapp setting over here. 
  4. Save details with the above-given option. 
License Details
  1. After this users can see all created  Branches  in the branch section.
  2. If you want Edit something in the branch section, then contact your local service provider, or you can also raise a ticket on  support.swildesk.com .
created Branches
Note: If you edit something while creating a branch, you can't login again once you have been logged out from the system. 

Step 2: Create Stock Location 

The second step  is creating stock locations to manage your inventory. With RetailGraph, you easily transfer your inventory from one location to another by using the stock location option. For example, you have four branches in the different-different city. Then users can create four stock locations by giving them names i.e, head office Mumbai, hold stock Mumbai, in transit Mumbai, and non-salable stock Mumbai . In the same way, you can create branch-wise stock locations .  Do follow the below-given process to create stock locations. 

Go to the Master section from the RetailGraph dashboard: 
  1.  Click on the  Inventory> Stock Location .
  2. Tap on the  New  option. 
Create Stock Location

Here is the process to create stock locations branch-wise:

Go to the Stock Details tab   
  1. First, you need to select  Branch  in which you want to create your location. 
  2. Enter the  Name  of the  Stock Location.  
  3. Give a short name by entering the name in the  Alias column . 
  4. If you want to enter the  Address, Station, Locality, Pin Code,  and  Other contact  details then, fill them out in these columns. 
  5. As per your requirements,  tick mark  on the below-given options (If you mark on the options, then stock location is applicable on all these options).
Note: It is mandatory to tick mark on Billing Location when you create a Saleable stock location.

Stock Details

Go to the User tab
  1. After entering stock details, you can select the  User  to whom you want to show the stock location.
  2. Here you can see a list of the  created users, tick mark  on it to show them the stock location.
User tab
Go to the Product tab

 If you select the particular products, then the products will be shown at the same stock location as the one you are creating. 
  1. In the Product tab, select the  products  from the  dropdown list. 
  2. You can also create a  new product  manually by clicking on the  new  tab.  
Product tab
Go to the Customer Tab

 If you want to show created stock location to certain customers only then, you can select customers one by one. 
  1. Go to the Customer tab. 
  2. Select the customer name from the  dropdown list  or you can create a new customer from the same window. 
  3. The stock under this stock location will be shown to only selected customers. 
Customer Tab
Go to the Vendor Tab

 In the same way as the customer tab, you can add the vendor name to show the stock in the same stock     location. 
  1. Go to the Vendor tab. 
  2. Select the vendor name from the  dropdown list . 
Vendor Tab
Go to the Account Tab

If the user wants to add an account in the stock location then, you can add it from the account section. 
  1. Go to the  account tab . 
  2. Select the account from the list or you can make it manually from the new tab. 
  3. Now,  Save  the page with the aloft given option.
Account Tab

Step 3: Create Users  

The third step is to create users according to the branches. You can create multiple users accordingly but ensure only the registered users can operate the software together. For example, if you have only four registered users, they can only use the software simultaneously. Apart from four registered users, if another user operates the software, then a pop-up window will show that is notified you four users already logged in software . You can create users according to their job role and give rights you want to give them. To create users, you need to follow the below-given process.

Go to the Master section to create a new user:
  1. Click on the Resources> User . 
Create Users

Here's the process to create a new user.
  1. Click on the New tab.
  2. Enter the User   ID  and Password  that's also your user credential.
  3. Select the Employee in the Type tab.
  4. Enter the Employee name and Expiry Date.
  5. Now, Select the Role of the user or you can also create it manually.
  6. Select the Branch for which branch's data you will show to your user. 
  7. Enter the E-mail id if you want to log in with your Email id. 
  8. Tick Mark on the Locations where you want to give the rights to view the Stock.    
  9. Then, tick mark on Rights of Editing in the sales and purchase section. 
  10. Save the page with the given option. 
 (Note: Kindly fill in all the details which have a red star mark)
create a new user
  1. That's how we can create multiple users according to their requirements. 
  2. You can also Edit the user after creating the user. 
Edit the user

Step 4: Create Transaction Series

The fourth step is creating transaction series according to the stock locations. Users can give the series' name at their convenience and set series according to location. Also, in the transaction series window, you can select the options on which series will be applied: All, Taxable, and Exempted options.       

 Go to the Master section in RetailGraph 
  1. Click on the Others> Transaction Series.
  2. Tap on the New option. 
Create Transaction Series
 
Here is the below-given process that needs to be followed to create a series:
  1. After that, a new window of transaction series will appear.
  2. Then, Enter the  Transaction Name  in which you want to create a series i.e. sales invoice, sales challan, sales credit note, sales debit note, and purchase debit note.
  3. Enter the  Name  of the series for which Branch you want to create a series. 
  4. Enter the series  Starting Number.
  5. Select  Location  and  Billing Rate.
  6. If you want to add  Descriptions  and  Document  names then, enter them in a dialog box.
  7. Now, select the options in which Series will be applied on: 
    1. In case selection of " All " in series, All products will show in the transaction.
    2. In case selection of " Taxable " in series, Only taxable products will show in transactions that have a tax rate of  More Than Zero  in master.
    3. In case selection of " Exempted " in series, Only taxable products will show in transactions that have a tax rate of  Zero  in master.
  1. Tick Mark  on the options that you need to be allowed in this series.
  2. Save  the window with the below-given option of saving.
( Note : Kindly fill in all the mandatory fields that are showing with a red star mark)
Transaction series

 In the window of transaction series, you can view all the series:
  1. Users can also Edit previously created series according to the branch from the given option. 
  2. And, view from the Form view option. 
Edit previously created series

Step 5: Create a Product by product master

The fifth step is creating a Product. When you set up RetailGraph, you have to add products by  Product Master.  In this, you can add new products along with every type of detail. Users can create products from every transaction option, and they will automatically integrate with the product master.  

Go to the Master section from RetailGraph dashboard:
  1. Click on the Inventory> Product.    
Create a Product by product master

Here you need to follow the below-given process for creating a product: 
  1. Go to the Product tab to add product details.  
  2. Now, select or create a Marketing Group . 
  3. Select the Category of your product from the dropdown list or you can create it from the same window. 
  4. If you want to add the Manufacturer and Brand name, then enter it in a dialog box. 
  5. Enter the Product name which you want to create.  
  6. Add Size and  Strength  if you want to add in product details. 
  7. Give a short name by entering the name in the  Alias column. 
  8. Users can add HSN code from the list or you can also create it manually.
  9. Add Sales and Purchase tax in the column, whose tax is relevant to transactions. 
  10. Enter the  Billing unit in the columns. (If user wants to sell a product in loose so click on the "Sell Loose")
  11. Select the Rate Unit as they are mandatory.
  12. If you want to do  Shelf management ,  then enter the shelf number.
  13. As required, enter the   Generic Name. 
Generic Name Product Tab
  1. Go to the  additional details tab to add details in this tab.
  2. If a user wants to add  MRP, Purchase rate, and Sales rate  then that can also be added.   
  3. Users can also fill  in  Stock Details  manually in this option.
  4. Add or less the  Discount  amount accordingly.
additional details
  1. In  Lot details  and  Images  window :
  2. In this user can automatically see the Quantity of a particular product and also add opening stock on the same. 
  3. And, also users can put the images as per their requirements.
Lot details and Images

Export/Import product list from excel sheet

Users can easily export or import product list from excel sheet. To know more about the process, click on the below-mentioned link and follow process for the same.                
Reference Link: Export/Import data.

Step 6: Create Customer/ Vendor

The sixth step is that users can create customers/vendors according to their stock location. And set a location while creating a customer master so that they only show in a particular branch. Users can create Customer/ Vendor one by one, or they import or export the list from the export/import data. To create a customer or vendor, do follow the below-given instructions.

Here are the steps to creating a Customer

Go to the Masters section from the RetailGraph dashboard:
  1. Click on the Customer/Vendor> Customer.
Create Customer vendor

In the Customer Detail Tab  
  1. In the next window, the customer tab will appear. 
  2. Enter the Name of the customer in a dialog box. 
  3. If you want to give any short name then, enter the name in Alias column. 
  4. Fill in the details in the  Address, Station, District, Pincode, and State columns of the customer. 
  5. Enter details in the   Phone and Mobile number   column. 
  6. Then, As per required fill in the details in other columns. 
  7. Enter customers' GST details to do an accounting of transactions. 
  8. Now, the Important part is select the location where  you want to show the customers' details. 
Customer Detail Tab

In the Additional Details tab

In this window, users can add additional details of the customers i.e opening points, expiry date, license detail, etc. Do follow the below-mentioned instructions to add these details. 
  1. Enter the  Opening Points of the customer which you want to give. 
  2. Enter the  Expiry date  if you want to add. 
  3. Add TIN number, CST no , and License details if you have any.
Additional Details tab Additional Details Tab
In the Price List Tab

Users can set a price on the Products for a particular Customer and also they can apply the filter on it.   
  1. Select and Filter the products from the product tab.
  2. After selecting the product, click on the Update option. 
  3. Now, you can set MRP and Sale Rate  according to you. 
  4. You can also Import the List of the products from the option of Import. 
  5. The Last step is to  Save the page after filling all details in tabs. 
Price List Tab

Here are the steps to creating a Vendor

Users can also create a vendor according to their Locations, in which they can add details in Vendor, Additional detail, Approved Products, and Price List. The vendor is only shown to the particular branch which one you added in master.  Do follow these steps to create a vendor in master. 

Go to the Masters section from the RetailGraph dashboard:
  1. Click on the Customer/Vendor> Vendor.
creating a Vendor

In the Vendor details tab
  1. Enter the Name of your vendor in the 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, etc 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

In the Additional Details tab

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 tab

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.



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

Export/Import customer or vendor list from excel sheet

Users can easily export or import list of customer/vendor from excel sheet. To know more about the process, click on the below-mentioned link and follow process for the same.  
Reference Link: Export/Import data.

Step 7: Create Billing Head  

Seventh step , a Billing Head  is a head used for an accounting purpose to post transactions in accounts. Users can set the Add or Less amount transactions in which they will be creating a billing head. With this option, the user can define the deduction and collection of products, services, and capital goods.  

Do follow these steps to create a Billing head
  1. Go to the  Masters  Section from the RetailGraph dashboard.
  2. Click on  Others> Billing Head. 
Create Billing Head

Here is the process to create a new billing head:
  1. Click on the  New  option.
  2. Now, add a Billing Head  Name   that you want to create. 
  3. Then select the option of  Add/ Less , if you want to add charges to the bill then select Add, and select the Less option to reduce charges. 
  4. Select the  Posting account   in which you want to post this billing head. 
  5. If required, then select the  Tax calculate method  and  Tax Code  which is apply for the same. 
  6. When you select  Rate in percentage (%)  then you will enter the value in  Rate  column (otherwise you can skip the rate column). 
  7. Select the  HSN code , if required.
  8. Select the  Type   in which you want to apply charges on  Product , Services , and  Capital Goods . 
  9. The final step is, Save the Page.
Billing Head NameBilling Head
    And that's how you can start working in the online process of RetailGraph.

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