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Intuit

Store Exchange Overview

Store Exchange is the transfer of data between your Headquarters and Remote Stores. Data is sent between stores in a compressed file referred to as a mailbag (compressed to reduce transmission file size and time).

It has two components:

  • Send Files - to create and send mailbags to other stores.
  • Receive Files - to process mailbags that have been received from other stores.

When a remote store is first installed, a mailbag from Headquarters is required to initialize the remote connection with the company inventory, preferences, and related files. It is recommended that you run Store Exchange between each store daily to ensure that:

  • Each store can view current item quantities available at other stores.
  • Headquarters are updated with the daily transactions from each remote store.
  • Company reports are current.
  • Remote Stores receive new data files, including inventory updates, vendor lists, customer lists, and purchase orders from Headquarters.

Daily exchanges also allow Headquarters to keep QuickBooks Desktop records current.

Information exchange between stores

Headquarters to Remote Stores

  • Inventory including item, department, and vendor lists, and all item quantities, costs, and prices
  • Price Manager price change and discount records
  • Active purchase orders designated by store
  • Customers
  • Shared company preferences include store codes and headings, price levels, sales tax instructions, customer order deposit requirements, etc.
  • (Optional) If using item pictures, you can send these to remote stores in a separate Store Exchange file

Transactional documents made at the Headquarters, employees and security settings, store-specific and workstation preferences are not sent to remote stores.

Store exchange files (mailbags) sent from Remote Stores to Headquarters are in the format snn00001.qbt where snn = Store number, e.g. s02 = Store 2 and 00001 is the sequential mailbag number sent from this remote.

Remote Stores to Headquarters

  • Transactional documents including receipts, vouchers, adjustment memos, and transfer slips
  • Customer orders (for quantities only; documents cannot be viewed, edited or filled at Headquarters)
  • Customer records that have been added, edited, or deleted since last exchange
  • Time Clock records
  • Z-Out Drawer Count Reports

Inventory and related files, employee records (except time clock records), security settings, store-specific and workstation preferences are not sent to the Headquarters.

Store exchange files (mailbags) sent from remotes to Headquarters are in the format snn00001.qbt where snn = Store number, e.g. s02 = Store 2, and 00001 is the sequential mailbag number sent from this remote.

Allowed activities by store type

Managing Inventory

Area/FunctionHQRemote
View item quantity and infoXX
Add/edit/delete/merge Items and stylesX
Create special order itemsXX
Convert special order items to regularX
Enter/edit costs, prices, tax codesX
Define assembly itemsX
Build/break/sell assembliesXX
Define group itemsX
Sell group itemsXX
Inventory reminders: new items, price changesXX
Inventory reminders: reorder items, duplicate itemsX
View item history (all stores)X
View department informationXX
Add/edit/delete departmentsX
View vendor informationXX
Add/edit/delete vendorsX
Define multi-vendors for itemsX
Merge vendorsX
Physical Inventory for local storeXX
Physical Inventory for other storesX
Print tagsXX
Print tags for other storesX
Use Price ManagerX
Create quantity adjustmentsXX
Create cost adjustmentsX
Put adjustment memo on holdXX
View/copy/reverse memosXX1
Create transfer slipsXX
Create transfer slips for other storesX
Put slips on holdXX
View/copy/reverse slipsXX1

1 Remote stores can reverse documents unless they are already sent to Headquarters. Once they are sent, they can only be reversed at Headquarters.

Purchasing and Receiving

Area/FunctionHQRemote
Add/edit/delete/merge vendorsX
Create POs (for all stores)X
Create special order POXX
View POs for local storeXX
View POs for other storesX
E-mail POs to vendorsXX1
Delete filled POsXX1
Create voucher for local storeXX
Create voucher to receive PO itemsXX
Create voucher for other storesX
Put vouchers on holdXX
View/copy/reverse vouchersXX2
Sales and Customer Orders
Create receipts for local storeXX
Create receipts for other storesX
Accept all payment methodsXX
Authorize/settle credit card paymentsXX
Authorize/settle debit/ATM paymentsXX
Sell/redeem gift cardsXX
Put receipts on holdXX
View/copy/reverse receiptsXX2
Print gift receiptsXX
Print store logo on sales documentsXX
Create customer ordersXX
Create special order items from ordersXX
Define initial deposit requirementsX
Sell customer order items for local storeXX
Delete filled customer ordersXX
Track employee sales commissionXX
Define sales tax locations/codesX
Select local default tax locationXX
Select local default price levelXX

1 Remote stores can delete or e-mail special order POs created at the local store only.
2 Remote stores can reverse documents unless they are already sent to Headquarters. Once they are sent, they can only be reversed at Headquarters.

Customers

Area/FunctionHQRemote
Add/edit/delete customersXX
Merge customersX
View customer history (local sales)XX
View customer history (all stores)X
Offer customer charge accountsXX
Define/change reward programX
Enter/track shipping informationXX
Company Preferences
GeneralXX
Select features to useXX
FinancialX
Merchant & Gift ServicesXX
Multi-Store: Change Store TypeXX
Multi-Store: Store Codes/ClassesX
Multi-Store: Store ExchangeXX1
Multi-Store: Store HeadingsXX1
InventoryX
PricingXX2
PurchasingX
ReceivingX
SalesXX3
CustomersX
Customer OrdersXX4
Sales TaxXX5
E-mail DocumentsXX

1 Local settings must match those at HQ.
2 Limited to selection of local default price level.
3 Limited to certain local default sales preferences.
4 Limited to layaway/sales order printed messages.
5 Limited to selection of default tax location.

Workstation Preferences

Area/FunctionHQRemote
All Local W/S Settings (Hardware, Printing)XX
Software UpdatesXX
Miscellaneous
Serial number trackingXX
Add employees and assign Security Groups and Rights (for Local Store)XX
Use Employee Time ClockXX
Customize list columnsXX
Run store reportsXX
Run company reportsX
View/print/export Z-Out Drawer Count reports for all StoresX
Get program updatesXX
Cash drawer payoutsXX
Clean up company dataXX1

1 Cannot remove HQ-only records.

Configure Point of Sale Store Exchange

These instructions are for the initial installation/configuration of a new Point of Sale company data file, using the Setup Interview. If you upgraded from a previous version or are revising your Store Exchange configuration later, select Configure Store Exchange from the Stores menu to access these same options.

Headquarters

  1. Set the number of stores in your company.
    1. From the File menu, select Preferences and select Company.
    2. On the left pane, go to Multi-Store and select Store Codes/Classes.
    3. In the Number of Stores section, select the drop-down and select the number of stores in your company.
    4. Select Save.
  2. Configure Store Exchange Preferences.
    1. From the File menu, select Preferences and select Company.
    2. On the left pane, go to Multi-Store and select Store Exchange.
    3. Set your preferences using this table as guide; and select Save.
      Communication MethodSteps to followNotes
      Removable MediaEnter or browse to the applicable drive or port.
      Web-based emailSpecify a folder where the Store Exchange mailbag is copied. When creating your email, browse to this folder to attach the file.
      Desktop emailEnter the email address for the remote store.
      Network file transferEnter or browse to the folder of the Point of Sale installation on the Server Workstation at the remote store. You must have drives mapped already or a direct UNC path to this folder.If the remote is not installed yet, type in the path of the "in"  folder to be used. You may get an "invalid location" message, but can ignore it. After the remote is installed and  the same folder as it's "in" folder is specified, Store Exchange will function.
      Intuit ServicePoint of Sale will automatically connect to the QuickBase site and log in to send/receive files.An active Internet Connection at the Server Workstation in each store is needed to use the Intuit Service and a high-speed connection is bly recommended. The service must be activated by phone and an additional fee may apply. Call 800.348.0254 to activate the service.
  3. (Optional) Set Store Headings.
    1. From the File menu, select Preferences and select Company.
    2. On the left pane, go to Multi-Store and select Store Headings.
    3. From the drop-down, select a store and update headings as needed.
    4. Select Save.

Remote Store

Collect the following information from Headquarters before beginning:

  • The License Number from the Server Workstation at Headquarters
  • The email address, removable media information, or in folder path (mapped drive or UNC) to the Server Workstation at Headquarters
  • The Store Exchange password entered at Headquarters.

To configure a remote store:

  1. Install Point of Sale on the Server Workstation.
  2. Create a new Point of Sale company data file with a unique name when prompted, specifying Remote Store as the Store Type.
    Note: You can also specify a store number, but if Headquarters assigns you a different number, your selection will be overwritten when you receive your first Store Exchange file from Headquarters.
  3. Run the Setup Interview to configure store-specific settings.
  4. When you reach the Other Stores page of the interview, enter:
    1. The License Number for the Server Workstation at Headquarters (from the CD jacket or the Help > About Point of Sale screen at Headquarters)
    2. A communication method and the email address or location to send files, as applicable, for Headquarters:
      • Desktop email: Enter the email address for Headquarters.
      • Web-based email: Specify a folder to which the Store Exchange mailbag is copied. When creating your email, browse to this folder to attach the file.
      • Removable Media: Enter or browse to the drive or port to be used.
      • Network file transfer: Enter or browse to the in folder of the Point of Sale installation on the Server Workstation at Headquarters. You must have drives mapped or a UNC path to this folder.
      • Intuit Service: No entry necessary; Point of Sale will automatically connect to the QuickBase site and log in to send/receive files.
    3. The same store exchange password entered at Headquarters (required.)
  5. Complete the Setup Interview to configure other store-specific settings.

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