Automation of Chains

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Microinvest POS software applications are developed to automate the processes in different commercial chains. When you compile such a system, it is desirable to define and follow specific rules for building the network and data management.

Contents

Basics

These are the main points:

  • All objects operate under analogous rules and with the same or similar database;
  • Objects exchange data with the head office and between each other;
  • The managing of the entire business is done from a central location;
  • There are administrators who monitor the system and make corrections to its work.

The following are some good practices for creating such a network, which requires appropriate actions at an organizational level, for example:

  • Definition of the link technology;
  • Definition of roles and access rights;
  • Centralized management of nomenclatures;
  • Entering of rules for editing documents and generating reports.

Link technology

When you build a chain of shops or restaurants at the heart of it is the connection between the objects. There are several technologies of operating, which enable such a connection:

  • A replication between few SQL servers. This is the preferred technology which ensures smooth operation even if the connection fails;
  • Direct connection between the different offices at the level of IP addresses. That is also a very progressive technology;
  • Creating a VPN between the different objects;
  • Exchanging by an Off-Line mode. The products of Microinvest maintain this relatively old method of operation of such system;
  • Exchange of transactions between different bases. This technology is similar to the Off-Line mode for manual control of documents;
  • Each object works with a separate base and only the reports are consolidated.

Most of these technologies are well described in this knowledge base and can be implemented without additional investments. A part of the technical documentation for managing SQL Server is published on the site.

Access rights

It is extremely important to define and delegate access rights. The priority is to enter roles and appoint responsibilities. Without this allocation, the system will not be able to be homogeneous. Access rights shall be defined in the database and workplaces. The rights do not differ in a single store, but you must provide all the duties which will be performed by the employees in the different sites. The protection of data is based on the access rights.

Principles of the database constructing

In chain of stores or restaurants, the proper construction of the database and its head office are important. It is desirable to follow these tips:

  • The nomenclature of the database is built from a central location;
  • Very detailed nomenclatures, which are in accordance with the activity, are entered. Do not leave empty blanks or illegible positions;
  • Principles of building codes, goods and other groups are built. These principles become obligatory for all operators;
  • The database is being propagated in all of the objects.
  • Rules and restrictions are entered in a way that protects data from being typed incorrectly.

Synchronization of nomenclatures

Synchronizing of nomenclatures is implemented through compliance with rules of entering a new element. It is necessary to have defined policy of the company – who, when and where enters the new products. At real time of working this process can be run in each workplace through SQL server. When operating through the exchange of data, it is desirable that this process be carried out only in the central office. Particularly important for the codes of nomenclatures is their matching.

Numbering of objects

The setting for numbering of objects is used in most of cases. With this setup, each object uses its own range of document numbers, which allows relatively autonomous operation of remote objects without detecting individual documents.

Monitoring of the system

Responsibility of the system administrators is to implement continuous monitoring of the system. If there are remote workplaces in other stores, it is important to monitor the stability of the entire system. For this purpose, the following steps should be performed:

  • Periodic inspection of the records in remote workplaces and in the central office;
  • Observing the load on the system and whether the data is received in the expected period;
  • Observing the way of entering the nomenclatures, if it is the proper one or not;
  • Monitoring of the compliance with the schedule of data transmission and the relevant processing in the central office;
  • Optimization of the system and avoidance of potential mistakes or weaknesses.

It is desirable to add a proper design of the servers’ power with those requirements. When operating with many workplaces there is a possibility of exponentially increasing the load and making the work of the servers more difficult.

Version of the products

A system of several POS locations and workstations is fully working only if all versions of the products are the same to all workplaces. This is a must and there is no alternative.

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