other_stuff:virtual_stores

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other_stuff:virtual_stores [2025/03/31 14:59] – [Master lists tab and Visibility tab (controlling item visibility)] Adrian Booneother_stuff:virtual_stores [2025/05/07 03:19] (current) – [Address details] Gary Willetts
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-If you're working within a syncing system (see [[synchronisation:introduction|Introduction to sync]]), stores and their settings/preferences can only be created and edited on the central server, and all stores exist on the central server. A mirror sync setup is slightly more complex - stores themselves and any settings related to //name// visibility are only editable on the central server (primary server in versions of mSupply older than v7.13), but master lists and //item// visibility settings are only editable on the primary server. In this case, all stores exist on both the central server and the primary server.+If you're working within a [[synchronisation:introduction|syncing system]], stores and their settings/preferences can only be created and edited on the central server, and all stores exist on the central server. A mirror sync setup is slightly more complex - stores themselves and any settings related to **name** visibility are only editable on the central server (or the primary server in versions of mSupply older than v7.13), but master lists and **item** visibility settings are only editable on the primary server. In this case, all stores exist on both the central server and the primary server.
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 === Address details === === Address details ===
-  +Enter the address and contact details for the store in here if there are any. These details can be used in reports. Note that these fields will be copied to the **Main/Billing Address** fields in the store's name record (see the [[names:adding_and_editing#editing_or_viewing_a_name|5.01. Names: using, adding and editing]] page for details) if they are updated.
-Enter the address and contact details for the store in here if there are any. These details can be used in reports+
  
 +=== Turn an existing customer into a store ===
 +Only visible if you are creating a new store, not if you are editing an existing one. If this is checked then the **Name** field becomes a search field for the customer: enter the first few characters of the customer's name and press the //Tab// key on the keyboard to select the name from all those that begin with what you entered (or mSupply will select it for you if only one customer matches). When the **OK** or **OK & Next** buttons are clicked, the existing customer record will become this new store.
 +
 +=== Down arrow button ===
 +Only visible if editing an existing store, not when creating a new one. Clicking this button will open the store's name record (see the [[names:adding_and_editing]] page for information on names) where you can view and edit things like categories.
 === Disable this store === === Disable this store ===
  
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 === Master lists tab === === Master lists tab ===
-If you have a lot of stores in mSupply, we recommend that you use master lists to control item visibility. Especially in a [[other_stuff:remote_sync|syncing system]] because it means that the visibility of newly created items will be automatically handled correctly. The visibility of items in a store whose visibility is controlled by master lists is immediately updated if any changes are made to any of the master lists. For instance, if a new item is added to a master list controlling visibility then that new item is made visible in all stores that use the master list. And any items deleted from the master list are made invisible in any store using that list.+ 
 +If you have a lot of stores in mSupply, and especially in a syncing system, we recommend that you use master lists to control item visibility, because it means that the visibility of newly created items will be automatically handled correctly. The visibility of items in a store whose visibility is controlled by master lists is immediately updated if any changes are made to any of the master lists. For instance, if a new item is added to a master list controlling visibility then that new item is made visible in all stores that use the master list. And any items deleted from the master list are made invisible in any store using that list.
  
 The first thing to do is to turn on the preference to make master lists control item visibility in stores. Do that in **File > Preferences...** on the //Item// tab - see [[preferences:general#item_tab|General preferences, the item tab]] for details. The first thing to do is to turn on the preference to make master lists control item visibility in stores. Do that in **File > Preferences...** on the //Item// tab - see [[preferences:general#item_tab|General preferences, the item tab]] for details.
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 === Visibility tab === === Visibility tab ===
 +
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-If your system is a Sync system (with Primary and Satellite servers) and your store is hosted on a Sync Satellite server, then you will not see the Visibility tab.  These settings need to be made while logged in to the Sync Primary Server.+In a syncing system, the **item** visibility icons and fields will be disabled unless you're on the primary server; the **name** visibility icons and fields will be disabled unless you're on the central server.
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-You will //only// be able to use this tab if you have permission to login to the store you have selected and you have permission to edit the visibility of items in that store.\\ To log into a store you may need to first give yourself permission to do so under File > Edit Users > Double-click your user name > the Log in rights tab. Phew!+You will //only// be able to use this tab if you have permission to login to the store you have selected and you have permission to edit visibility in that store.\\ To log into a store you may need to first give yourself permission to do so under File > Edit Users > Double-click your user name > the Log in rights tab. Phew!
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 If you have turned on the [[preferences:general#item_list_master_local|preference to control item visibility by master list]] then you will not be able to use the visibility tab or the visibility settings on the store tab of an individual item's details window. If you have turned on the [[preferences:general#item_list_master_local|preference to control item visibility by master list]] then you will not be able to use the visibility tab or the visibility settings on the store tab of an individual item's details window.
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- 
  
 Here's what the tab looks like: Here's what the tab looks like:
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 ==== Names tab ==== ==== Names tab ====
-This tab shows a list of all the customers, suppliers and stores (collectively called "names") in the datafile and which are visible in this store. You are also able to edit the visibility of names:+ 
 +This tab shows a list of all the customers, suppliers and stores (collectively called "names") in the datafile and which are visible in this store. If you're on the central server (and you have edit visibility permissions for the store), you are also able to edit the visibility of names:
  
 {{ :other_stuff:pasted:20250328-155144.png?600 }} {{ :other_stuff:pasted:20250328-155144.png?600 }}
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 The table shows whether the name is a customer or supplier (or both). The checkboxes in the **Visible in this store** column are editable. If checked then the name is visible in this store, if unchecked then the name is not visible in this store. Click on one of the checkboxes to change its state. The table shows whether the name is a customer or supplier (or both). The checkboxes in the **Visible in this store** column are editable. If checked then the name is visible in this store, if unchecked then the name is not visible in this store. Click on one of the checkboxes to change its state.
  
-  * **Store checkbox:** If checked then names thast are stores are shown in the table+  * **Store checkbox:** If checked then names that are stores are shown in the table
   * **Customer checkbox:** If checked then names that are customers are shown in the table   * **Customer checkbox:** If checked then names that are customers are shown in the table
   * **Supplier checkbox:** If checked then names that are suppliers are shown in the table   * **Supplier checkbox:** If checked then names that are suppliers are shown in the table
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 Clicking on the **OK**, **OK & Next** or **OK & Previous** buttons will save any changes you make on this tab. Clicking on the **OK**, **OK & Next** or **OK & Previous** buttons will save any changes you make on this tab.
 ==== Deleting a store ==== ==== Deleting a store ====
-To delete a store, click on the //Delete// button in the View stores window. **Note:** deletion of a store is a serious thing to do and is only possible when that store contains zero stock and there have been no transactions recorded. mSupply will check and tell you that deletion is not possible if these criteria are not met. If you can't meet these criteria and you still want to stop people using the store then you can [[other_stuff:virtual_stores#disable_this_store|Disable it - see above]].+ 
 +To delete a store, click on the //Delete// button in the View stores window. **Note:** deletion of a store is a serious thing to do and is only possible when that store contains zero stock and there have been no transactions recorded. mSupply will check and tell you that deletion is not possible if these criteria are not met. If you can't meet these criteria and you still want to stop people using the store then you can [[other_stuff:virtual_stores#disable_this_store|disable it - see above]].
  
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-If the store is **Active** on a sync satellite site, then this process will not delete the sync satellite site.+If the store is **Active** on another site, then this process will not delete the site.
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   * mSupply may prevent the merge due to unfinalised CIs from other stores in the system.  You will need to finalise these CIs on the corresponding stores before the merge is successful.   * mSupply may prevent the merge due to unfinalised CIs from other stores in the system.  You will need to finalise these CIs on the corresponding stores before the merge is successful.
   * These can be hard to find on a multi-store system where the transactions could have come from a number of places.  Suggested approach:  Use [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor mode]], view CIs, and customise the list view to show Store name.   * These can be hard to find on a multi-store system where the transactions could have come from a number of places.  Suggested approach:  Use [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor mode]], view CIs, and customise the list view to show Store name.
-  * If these transactions are on a number of stores on satellite sites on dodgy internet connections, it can take **//days//** to log in to the satellite sites, finalise the CIs, and sync the finalised CIs back to the Primary.  Meanwhile, there is a danger that new transactions will be created!  :-\+  * If these transactions are on a number of stores on remote sites with dodgy internet connections, it can take **//days//** to log in to the remote sites, finalise the CIs, and sync the finalised CIs back to the central server.  Meanwhile, there is a danger that new transactions will be created!  :-\
   * These inconveniences are why the [[other_stuff:virtual_stores#turn_an_existing_customer_into_a_store|Turn an existing customer into a store]] feature was developed ;-).   * These inconveniences are why the [[other_stuff:virtual_stores#turn_an_existing_customer_into_a_store|Turn an existing customer into a store]] feature was developed ;-).
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  • Last modified: 2025/03/31 14:59
  • by Adrian Boone