Below you will find best practices when changing your store setup either from a Single Store to a Multi-Store configuration, or from a Multi-Store to a Single Store. It is important to read this information thoroughly to best prepare for your configuration changes.

Merging Multi-Store Data into Single Store Operation

When looking to combine your existing Edge data with one from another store, there is preparation you must be ready to perform to ensure smooth conversion.

It is important to note, all data will be shared if you wish to merge the stores together, creating a store 1 and store 2 location. Customers, balances, and items can be viewed from either location and you will have the option to send, receive, and request items from other locations. It is assumed inventory will be managed at your store 1 location. If another location will act as your headquarters be sure to inform us as there is a configuration change. Since the data is shared, you are considered one corporate entity and will fall under a single tax ID.

•  If your data and the store you are looking to consume shared any customers, you will need to manually merge them after the conversion is complete. You can do this by running a Duplicate Customer report to pull customers based on like-criteria, then use our MERGE utility to pick the customer you wish to keep. 
  • Click HERE to learn how to run the Duplicate Customer report.
  • Click HERE to learn about the Merge utility.
     
• The most important preparation which must be done between locations would be matching your Category and Vendor IDs. I normally recommend printing a Category List and a Vendor List from the Edge at the location you wish to keep as your primary. Then at the secondary location, you will need to ensure the Category Number and Vendor IDs match.
   
  •  Meaning, Category 100 in both locations should be diamond engagement rings. If for example the other store is using a Category 101 for diamond engagement rings, when the conversion runs through you will end up with two diamond engagement ring categories. So, before we pull data, that other store should fix and mass move items to Category 100 to match with your setup.
    NOTE:  All items being moved would need to be re-tagged before the merge begins.
     
  • The same applies to vendors. For example, if you have Pandora added at your location with vendor PAN, but the other store has PND, you will end up with duplication which will need to be managed after the conversion runs if not altered beforehand. You can change Vendor IDs by opening the Vendor Record and selecting Supervisor > Enable Vendor ID Change. Any vendor IDs which match between locations, but are for DIFFERENT vendors, we recommend changing the vendor ID to Z001, this will leave you with easy to find vendors which can managed after the merge.
     
• Since both stores are using an Edge database, open balances will be carried over.

Important Next Steps - Renumbering for Additional Stores

For whichever store you end up deciding will become the store 2 location (this would be the store you are consuming), you will need to reprint tags as the item numbers will change in this location. Please note that this is also not limited to 002 numbering, as the number of existing stores you have will determine the next number in your sequence. For example, if you already had 2 stores then the consumed store will be numbered as 003.

Other changes include:

• Customer IDs - Includes all associations to the Customers - Rewards, Notes, Appointments, and Wish Lists.
• Associate IDs - If there are duplicate IDs used between the stores, the consumed store's Associates will get new ID numbers - these can be changed later.
• Time Cards for Associates - while the time cards themselves will not be impacted, the Associate ID attached to the time card will be.
• Sale Numbers
• Purchase Orders
• Job Numbers - Repairs, Special Orders, Custom Jobs, and Appraisals.
• Items - ALL Inventory SKUs will be changed and, as mentioned, you will need to reprint tags at the consumed store.

All of the above will remain in the data after the merge is complete. You will have to look this information up by Dates and/or Name rather than using the sale number or job number on the receipt. 

This applies to anything in the data BEFORE the merger. All new information entered into the database will be searchable using the barcodes and ID/sale number. 

Managers and Associates at the consumed store should be made aware of the changes.

Upgrading from a Single Store to a Multi-Store

If you are currently a Single Store operation moving to a Multi-Store configuration there are some technical preparations which will need to be done prior to us setting up your second store. 

These changes are laid out in the document below, starting on page 2. 
Multi-Store for Technicians

Outside of the preparation above, you may need to perform some upgrades. This includes but is not limited to:

• Database type (upgrading from Access > SQL), 
• Upgrading PCs to meet current System Requirements, 
• Upgrading your Edge version, 
• And/or replacing peripheral devices.

Click the link below for a list of all current hardware and software System Requirements: 
System Requirements

Lastly, a documentation which goes over the changes that you, as the user should know when moving from a Single to a Multi-Store:
Multi-Store for Users

Let us know if you have any further questions regarding the preparation.

Please note that there are fees associated with this type of project. For cost and other billing related questions, please contact us at admin@ajsllc.com or 866-580-3343, Option 0.