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Managing Multiple Stores in PayGo

Another great thing about PayGo is that you can manage multiple stores all in real-time.  PayGo allows for the centralized management of users, customers, time cards, purchase orders and inventory. Actually, everything is centralized and accessible. At the same time, PayGo will track individual inventory by site and even provide the flexibility for varied pricing, costing and on-hand counts. You can also track the transferring of inventory between sites.

Your Workstation Profile Dictates Your Store

When you log into PayGo, it needs to know what store you belong to. This is handled by workstation profiles, which are explained here. Typically, the first time you log into PayGo from a new machine, you will be prompted to select from the list of workstation profiles that you’ve defined.

When a workstation profile is set-up, it is assigned to a store. So, when you choose a workstation profile, that store is locked in with your workstation.

When You Log In

So, based on that info above, when you log into PayGo, your workstation will tell PayGo what store you belong to. Now, everything you do will be flagged as a transaction for that store.  If you click new invoice, that invoice will belong to that store. The same for a PO, an Adjustment and so on.

Adding Inventory

When you add inventory in PayGo, a nerd-fest begins underneath the hood. To you, it’s straight forward, but to handle the tracking of inventory for multiple stores and vendors, things get a little complex. Now, we don’t think you’re not as sharp as a tack, but we’ll super-simplify the overview here.

When you create a new inventory record, ONE record is added to what is called the inventory_master table. This table tracks the global values of a product such as the name, SKU, Size, Style, Color, Department and so on. To track on hand counts and other information specific to an item, another inventory table must be used. This is called the inventory_sites table. Essentially, for each store/site you have for an item, there will be a corresponding site_record.

To learn about adding inventory to PayGo, check this out.

Moving Inventory

Obviously, there may be times in which you want to move an item from one site to another. This can be accomplished in PayGo by using the Site Transfer feature found on the Menu Screen.  To learn about Site Transfers, click here.

Purchase Orders

Purchasing inventory can be quite the task. In PayGo, there are some considerations when ordering inventory for multiple sites.

When you create a PO, PayGo will default that PO to the site that your workstation is assigned to. So, all items you put on order will be on order for that site. However! You do have the ability to specify what site each line item belongs to. This does give you the ability to order for other sites.

For help with purchase orders, please click here.

Creating an Invoice/Sale

When you login into PayGo and create a new invoice, that transaction is ALWAYS assigned to a particular store/site ID.  This is determined by the workstation profile assigned to your workstation. As you ad items to the invoice, those line transactions are also assigned to the workstation site as are any payment records.

Adding Customers

When you add a customer to PayGo, the site ID does not get tracked. Why? Because a customer record is accessible and available to any store. This allows the customer to be known no matter what store they frequent.

Gift Certificates and Gift Cards

These little guys are also global. They are accessible from any workstation assigned to any site. This means that a customer can purchase a card from from one of your stores and it can be used at any of the other stores. It’s amazing. You can learn about defining gift cards here.

Taxes

Obviously, if you have stores in different areas, you’re going to need the ability to have different tax rates. Not a problem! PayGo has the ability to create as many Tax Codes as you desire. And after creating Tax Codes, you can assign each department to a specific Site tax code. To learn how to setup tax codes, click here.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.