Location Setup

Most of the Location Settings information will have been completed during the On-Boarding process. However, if you need to amend any of it or add anything to it, please follow the advice below.

Please Note: Mostly only the Admin User will have access to this menu.

There are three sections to the Location Settings page.

The First Section is Location Details and Settings. This contains the fields:

• Location Name - The name of the current location.
• Location Address - the address of the current location.
• Transfer Request E-mail - any e-mail addresses used when transfers are sent. Multiple e-mails can be added (though there is a character limit) and should be separated by a space and a comma ( ,).
• Postcode - the postcode of the location address.
• Use location Address and Use site Address - These options will switch between the location address (written above) or the site address (entered at the site location information). Only one can be selected, and this will affect your order details so it's essential it's set correctly.
• Date Format - This drop-down field can be used to select from a variety of date formats. The default is dd/MM/yyyy.
• Date Time Format - This drop-down field can be used to select from various date/time formats. The default is dd/MM/yyyy HH:mm.
• Local Time Zone (select one) - This drop-down field can be used to select your local time zone, affecting times and dates recorded on the system. The default is GMT Standard Time.
• Current EPOS - EPOS name is visible if integration is completed for the location.
• Default Tax Percentage - the percentage number tax will default to on the system.
• Auto sales Import Daily - If integrated, daily auto import time can be set for the sales to be automatically reflected on STO fetching sales data from POS.
• Import Code - the sales code dictates the file downloaded from the FTP, this must be correct if sales imports are to work.
• Auto Batch Process Option - Drop-down menu can be used to select which data is to be considered while processing the batches.
• Report Access to Users - Using this option, admin can decide if all users should be allowed access to reports.

The second section is the Other Settings, which contains many options:

• Limit amount of orders per day – enter a number and tick the box for budgetary control over orders by day.
• Limit amount of orders per period – another budget control, this time on orders by period.
• Show cost on orders to the Suppliers – Tick this box if you wish to show prices on purchase order PDFs.
• Allow Stocktake Import - Enable Export/Import tab on stocktake page.
• Email orders to the suppliers – this box must be ticked to send e-mails from Stocktake Online.
• Display Tax on Order and Delivery - if this box is ticked, tax information will be displayed on the order and delivery pages, as well as PDFs.
• Enable Optional Order unit on top - Enabling this option will show unit selected as optional for the products while creating orders.
• Allow excess delivery than ordered – Tick this so that you can take delivery of more items than you ordered.
• Allow Price Update on Deliveries? - This option enables the ability to update product prices from your deliveries.
• Allow excess Transfer than Requested - This option allows you to transfer more items than were originally requested.
• Enable admin to add price in inward adjustment - If enabled, admin users can change price while recording inward adjustment.
• Disable Transfer Price Edit for Transfer Location - Transferror product price is considered & enabling this will not allow editing price while approving transfer requests and accepting deliveries.
• Disable Delivery Price Update - Product price cannot be changed while accepting delivery if this is enabled.
• Enable Invoice Module - This option is used for accounting integration purposes.
• Enable extra field setup - An extra field can be added for adding any product information on the system.
• Enable delivery charge - The delivery charge field can be added to an invoice.
• Show Tax in Sales - Tax column will be added for sales information with this feature.
• Order reference Title - Order title while PO is sent to suppliers

Please discuss the following options with the STO Support Team before implementing:

• Enable Rolling stocks and Ignore negatives – these boxes control the ‘rolling stocks’ option.
• Enable Hotel Charge - This field is percentage-based, and the box must be ticked to enable it. 
  • Hotel Charge on FOC? - This box enables the above Hotel Charge option on Free of Charge stock.
• Inventory Valuation Option - this can be set to Current Value or Weighted Average.
• Transfer Valuation Option - How is transfer costing done can be decided using this option

The Third section is the E-mail Settings. This should be filled in during the On-Boarding phase as it is essential to use the system for ordering. These settings should not need to be changed, though the order e-mail password may need to be updated occasionally.

• The E-mail server information can be requested from your e-mail provider and will be required to send e-mails through Stocktake Online to suppliers.
• The order E-mail address should ideally be a new and independent e-mail ID that will send out purchase orders to the supplier.
• You can choose an e-mail to copy orders to as well as customize various bits of information you would like present in order or pending e-mails.

Most of this information will be filled out by the STO Support Team during the On-Boarding phase, please discuss with us if you'd like to know more.