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Control who can use each store, which items each store holds, and when its account can change.

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Business Value

  • Shows each user only the stores of their division.
  • Stops staff from using the wrong store by mistake.
  • Keeps items in the stores where they belong.
  • Locks the store account once transactions have posted.
  • Keeps the balance sheet in line with old journal vouchers.

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Use Cases

  • An F&B purchasing officer sees only F&B stores, not engineering or housekeeping stores.
  • An admin links the Engineering store to the Engineering division only.
  • An admin tries to change the account of a store with posted orders, and the system blocks it.

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How It Works

To set up divisions, see How do I add divisions on the system?
  1. Open the store you want to restrict.
  2. Find the Divisions field. It is optional, and you can pick more than one.
  3. Select one or more divisions. Every division on your system is listed.
  4. Save the store. Only users in the selected divisions can now use it.
Divisions field on a store

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What Each User Sees

When you open a store or item lookup, the system checks your divisions.
  • It shows only stores linked to at least one of your divisions.
  • If you are in Division A and Division B, stores of either one show.
  • Stores with no division always show. They are shared stores.
  • The item lookup works the same way. It shows items kept in stores you can use.
  • A user with no division sees all stores.
The filter applies on these screens:
  • Purchase Requests
  • Receiving Orders
  • Return Requests
  • Store Transfer
  • Store Usage
If a user tries to pick a store they cannot use, for example by typing it, they see:
  • Select the stores this item belongs to.
  • You can link more than one store to the same item.
Stores field on an item How it affects purchasing and inventory:
  • An item with no linked store can be used in every store.
  • An item with linked stores can be used in those stores only.
  • Picking the item number limits the store list to the item’s stores.
  • The store magnifying glass shows only the item’s stores.
  • Picking a store first shows only its items, plus items linked to no store.
This applies on Purchase Requests, Receiving Orders, Stock Transfer and Stock Usage. Store list limited to the item's linked stores

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Protect the Store Account

Inventory Account field on a store You cannot change the Inventory Account when the store has submitted transactions with JVs. These include receiving orders, stock transfers, stock usages, POS invoices and return requests. Saving a different account shows an error. It says the account is linked to existing inventory transactions. You can change it when:
  • The store is new and has no transactions.
  • The store has only unsubmitted transactions, with no JVs yet.
Keeping the same account is always allowed.