Location Maintenance
Location Maintenance
The Location File plays two important roles. The first role is maintaining multi-locations for the account. Module that are multi-location capable can be maintained in System Administration, Configuration, Parameters. The second role Location Maintenance plays is in determining the default Sales Tax hierarchy. In the Sales Tax hierarchy, the system will look at the Location File first for Sales Tax Calculations. The Postal Code in the Ship to Address is the driving force behind the tax calculations. The Postal Codes can be set up with additional tax schemas in the Postal Code Maintenance to accommodate unique State, City or County taxes. Also note that the location name, address, and contact information is utilized for printing on receipts and layouts etc. so the information should be representative of what you want your customer's to see.
From the menu select System Administration, Location Maintenance.
Tab 1 General Information
Location Code - Location codes can be Company initials, numbers, letters or a combination of numbers and letters. Your account has the location code 1 defined as part of the standard setup.
Description - Enter a Description of the location, note that the location name, address, and contact information is utilized for printing on receipts and layouts etc.
Location Number - Press Enter to accept the Location Number. The application will provide this number; you will not be able to enter a number greater than the number shown.
Resale Number - Enter the Tax Registration number for US customers and the GST Registration number for Canadian customers. For all others this is the company's resale tax id.
POS Default Pay Type - This pay type is used processing change back to the customer.
Merchant ID - This field will contain the PAYware Connect Merchant Id if that integration selection was made in DockMaster Parameters. If There is no integration selected this field will not be maintainable.
Ship to Address Group
The Ship to Address will default on all layouts and receipts for this location if they are designed to print it.
Address Line 1 - This field contains the first line of the street address for this location.
Address Line 2 - This field contains the second line of the street address for this location.
Address Line 3 - This field contains the third line of the street address for this location. Be aware that the third line of the address is not normally used in the US. Your layouts and receipts may require edit and additional customization if you need the third line printed.
Postal Code - This field contains the postal code for the location. When a valid US postal code is entered the City and State will populate automatically upon enter.
Note: The Postal Code is the key to calculating sales tax and is the first place the system will look for tax calculations. To change/add a postal code, go to Postal Code Maintenance in Tax Info. If your postal codes have additional sales tax that needs to be calculated, this can be handled by attaching a Tax Schema to the postal code. See Postal Code Maintenance for more information.
City - This field contains the City for the location.
State/Province - This field contains the State/Province for this location. A two-letter abbreviation is required. Use the official U.S. Post Office abbreviation.
Country - This field contains the Country for the location. It will default to the country defined in the DockMaster Parameters.
Phone - This field contains Phone number for this location.
Fax - This field contains Fax number for this location.
Bill to Address Group
The Bill to Address will default on all layouts and receipts for this location if they are designed to print it. The description for each prompt is the same as the Ship to Address.
Tab 2 Boat Sales Accounts
The Boat Sales Accounts tab should only be utilized when the Unit sales Module is in use and it is set to multi-location. By adding GL account here the hierarchy for accounting will look for GL accounts defined here before looking at the Unit Sales parameters. There is no need to define anything on this tab if your account is not multi-location for unit sales.
Income Accounts - This group of fields contain the default general ledger income accounts to use if the department code, or location code does not contain the needed information. The default accounts have been predefined.
Cost of Sale Accounts - This group of fields contain the default general ledger cost of sale accounts to use if the department code, or location code does not contain the needed information. The default accounts have been predefined.
Accrual Accounts - This group of fields contain the default general ledger accrual accounts to use if the department code, or location code does not contain the needed information. The default accounts have been predefined.
Other Accounts - This group of fields contain the default general ledger other accounts to use if the department code, or location code does not contain the needed information. The default accounts have been predefined.
Tab 3 Parameters
This tab is contains the parameters for Carleton SmartCalcs and Point of Sale email settings.
Parameter File - This field contains the path to the Carleton SmartCalcs file that is stored on the local or network drive. Note that all workstations that connect to this location must be able to access the file from their local drive or the network share that is defined in this field.
Use Trace file - This check box flags whether or not a trace file should be used with the Carleton SmartCalcs file above.
Location DSN - For Premise based server systems a location code DSN can be defined for this location for switching between accounts quickly.
POS Email Settings Group
Email Subject - This field contains the subject for all email receipts sent from POS
Email Body - This comment box contains the email body for all email receipts sent from POS.
Tab 3 Merchant Setup
The Merchant setup tab is only available when the account is integrated with WorldPay credit card processing. If the account is not setup for WorldPay the tab will not appear in the location code.
Account Id - This field contains the Primary merchant account id for WorldPay
User Id / Sub Id - This field contains the User and Sub id's provided by WorldPay when the account is activated.
Merchant Pin - This field contains the merchant pin provided by WorldPay.
Pre-Auth Stored Profiles - This flag when checked will automatically confirm that the card is valid when it is pushed up for storage. It is recommended that this flag always be checked to eliminate any issues with invalid card numbers.
Register Overrides - This grid allows each register to have its own merchant id and process independently of the primary merchant number. Note WorldPay can combine all sub merchant numbers into a single batch or multiples. During integration setup, you should discuss your setup with WorldPay to determine the best setup for your accounts based on your needs.
Renaming a Location
This process renames the old Location while maintaining the current Location Number. The old location remains in the Location File.
Warning, Location codes should never be renamed unless you completely understand the consequences and the impact it will have on operations. If you feel that you need to rename a location once it has been in put into use. It is recommended that you contact support first to review the process and the consequences.
- To Rename a Location, select the location code to rename and click the Rename icon.
- In the Enter New Location ID window, enter the new Location code. The new Location Code cannot exceed 3 characters.
- Click the OK button to continue.
- Press the Save icon to save your current changes.