Multiple Location Data Sync
InventoryPlus Multi branch/location data sync using Cloud Drive
InventoryPlus works fully offline, allowing each branch to continue billing and stock management without internet interruptions. In a multi-location setup, branches maintain independent local databases and share updates through cloud drives like Google Drive, OneDrive, or Dropbox. This synchronization ensures consistent records across all branches while providing reliability, scalability.
What You Need
1. **Premium Subscription**
- Each branch location must have an active InventoryPlus Premium subscription
- Contact your InventoryPlus representative if you need to upgrade
2. **Internet Connection**
- Each branch needs internet access (doesn't need to be always on, but should be available regularly)
- Minimum recommended speed: 1 Mbps upload speed
3. **Cloud Storage Account** (Choose ONE)
You'll need an account with one of these services:
- **Dropbox** (Recommended) - [www.dropbox.com](https://www.dropbox.com)
- **Google Drive** - [drive.google.com](https://drive.google.com)
- **OneDrive** - [onedrive.live.com](https://onedrive.live.com)
- **Manual Network Folder** - For advanced users only
4. **Updated Software**
- All branches must run the same version of InventoryPlus
- Check for updates: Go to **Help → Check for Updates**
Understanding Branch Sync
How Does It Work?
Let's understand the sync process with a simple example:
**Scenario:** You have 3 stores - Main Office, Store A, and Store B
1. **Customer Makes Purchase** at Store A
2. **Cloud Shares** - The cloud service automatically shares data with all branches
3. **Other Branches Receive** - Main Office and Store B get the file
4. **System Updates** - Each location automatically updates their records
Getting Started
Step 1: Plan Your Branch Setup
Before configuring, make a list:
**Example Planning Sheet:**
| Branch Name | Role | Computer Name | Who Manages |
|-------------|------|---------------|-------------|
| Head Office | Main Branch | OFFICE-PC | Manager John |
| Store 1 - Downtown | Sales Branch | STORE1-PC | Manager Sarah |
| Store 2 - Mall | Sales Branch | STORE2-PC | Manager Mike |
Step 2: Choose Your Main Branch
Your **Main Branch** (usually Head Office or Warehouse) is where you'll:
- Create all branch configurations
- Set up initial product and customer data
- Manage master settings
**Important:** Set up everything at the Main Branch first, then copy to other branches.
Setting Up Cloud Storage
You only need to choose ONE cloud storage service on all branches, we recommend to use the Dropbox, You can use the oneDrive it is preinstalled with Windows system.
Setting Up Dropbox (Recommended)
#### Why Choose Dropbox?
- ✅ Most reliable for business use
- ✅ Easy to set up
- ✅ Works well with slow internet
- ✅ Best sync detection
Step-by-Step Setup:
**1. Create Dropbox Account**
- Visit [www.dropbox.com/install](https://www.dropbox.com/install)
- Click "Sign up" or use your existing account
- Choose a personal plan
**2. Install Dropbox on Main Branch Computer**
- Download Dropbox desktop application
- Run the installer
- Sign in with your account
- Wait for Dropbox icon to appear in your system tray (bottom-right of screen)
**3. Verify Dropbox is Running**
- Look for the Dropbox icon in your taskbar
- It should show a green checkmark when ready
- The icon should say "Up to date"
**4. Repeat for Each Branch**
- Install Dropbox on each branch's main computer
- Use the SAME Dropbox account at all locations
Configuring Branch Sync
Now that your cloud storage is ready, let's configure InventoryPlus.
Step 1: Enable Multiple Branch Feature
**At Your Main Branch Computer:**
1. Open InventoryPlus
2. Go to **Settings → Defaults → General Settings**
3. Find the **"Enable Multiple Branch"** option
4. ✅ Check this checkbox
5. Click **"Save"**
6. Restart InventoryPlus
**What This Does:** This enables all the branch-related features in InventoryPlus.
---
Step 2: Configure Data Sync
**Stay at Main Branch Computer:**
1. Go to **Settings → Company Details → General Settings**
2. Click the **"Config Data Sync"** button
3. A new window opens: "Data Sync Configuration"
**In the Data Sync Configuration Window:**
A. Enable Sync
- ✅ Check **"Enable Data Sync"** checkbox
B. Choose Cloud Drive
- Select your cloud storage from the dropdown:
- Dropbox
- Google Drive for Desktop
- OneDrive - Personal
- OneDrive - Business
- Manual (for network folders)
C. Set Sync Path
The system usually auto-fills the path.
D. Select Modules to Sync
Choose what information to sync between branches:
Common Selections:
| Module | When to Enable | Example Use |
|--------|---------------|-------------|
| **Customers** | ✅ Always | Customer can shop at any branch |
| **Products** | ✅ Always | Same products across all branches |
| **Sales** | ✅ Always | Track all sales centrally |
| **Purchases** | ✅ For warehouse | Track inventory purchases |
| **Stock Transfer** | ✅ Always | Move stock between branches |
| **Receipts/Payments** | ✅ Usually | Track all payments |
| **Expenses** | ⚠️ Optional | Depends on your accounting setup |
**Tip:** When in doubt, enable all modules. You can always disable it later.
E. Save Configuration
- Click **"Save"**
- You'll see a confirmation message
- Click **"OK"**
3: Test Sync Path
**Verify Your Cloud Storage:**
1. Open File Explorer (Windows Explorer)
2. Navigate to your sync path:
- Dropbox: `C:\Users\YourName\Dropbox`
- Google Drive: `G:\My Drive`
- OneDrive: `C:\Users\YourName\OneDrive`
3. You should see a folder created: **"InventoryPlus\Sync"**
4. Inside, you'll see a folder named after your branch
**What This Means:**
- ✅ If you see the folders: Configuration is correct!
- ❌ If folders are missing: Double-check your sync path
Managing Branches
Now let's set up your branch structure.
Step 1: Access Branch Management
**At Main Branch:**
1. Go to **Settings → Company Details → General Settings**
2. Click the **"Branch Details"** button
3. The "Multiple Location Configuration" window opens
**What You'll See:**
- A list of branches (initially just "Primary")
- Fields to edit branch information
- Options to add/delete branches
Step 2: Rename Your Main Branch
The default branch is called "Primary". Let's rename it:
1. Click on **"Primary"** in the list
2. In the **"Name"** field, replace "Primary" with your main branch name
- Example: "Head Office" or "Main Warehouse"
3. Leave **"Under"** field as is (it should show "Primary")
4. Click **"Save"**
**Important:** This is your main branch. Don't delete it!
Step 3: Add Your Other Branches
For each additional location, repeat these steps:
**Example: Adding "Store 1 - Downtown"**
1. Click **"New"** button
2. Fill in the details:
**Name:** Store 1 - Downtown
**Under:** Select "Head Office" (or your main branch name)
**Sync To Branch:** This is important! Enter the names of ALL branches that should receive data from this branch.
**Format:** Branch1,Branch2,Branch3 (comma-separated, no spaces)
**Example:** Head Office,Store 2 - Mall
3. Click **"Save"**
**Understanding "Sync To Branch":**
This field tells the system WHERE to send data when something happens at this branch.
**Common Patterns:**
**Pattern 1: Full Two-Way Sync** (Recommended)
- All branches sync with all other branches
- Each branch's "Sync To Branch" lists all other branches
**Example for 3 branches:**
- Head Office → Sync To: Store 1,Store 2
- Store 1 → Sync To: Head Office,Store 2
- Store 2 → Sync To: Head Office,Store 1
**Pattern 2: One-Way Sync** (Advanced)
- Main branch sends to all branches
- Branches only send to main branch
**Example:**
- Head Office → Sync To: Store 1,Store 2
- Store 1 → Sync To: Head Office
- Store 2 → Sync To: Head Office
**Why use one-way?**
- Good for warehouse sending stock to stores
- Stores don't need to see each other's transactions
- Simpler reporting
Step 4: Configure Sync for Your Main Branch
**Important Step!** Go back to your main branch:
1. Select your main branch from the list (e.g., "Head Office")
2. In **"Sync To Branch"**, enter all other branch names
- Example: Store 1 - Downtown,Store 2 - Mall
3. Click **"Save"**
**Why?** This ensures when you make changes at Head Office, they sync to all stores.
Step 5: Complete Branch Setup Checklist
Before moving on, verify:
- [ ] All branches are created and named correctly
- [ ] Each branch has "Sync To Branch" configured
- [ ] Main branch syncs to all other branches
- [ ] Branch names match exactly in all "Sync To Branch" fields
- [ ] No typos in branch names
**Common Mistake to Avoid:**
❌ Store 1 - downtown (wrong case)
✅ Store 1 - Downtown (correct)
Branch names must match EXACTLY, including:
- Capital letters
- Spaces
- Hyphens and special characters
Setting Up Users
Each user must be assigned to a branch. This tells the system which branch's data to show when they log in.
Step 1: Access User Management
1. Go to **Others → Users**
2. You'll see a list of all users
Step 2: Assign Branch to Each User
For each user:
1. Select the user from the list
2. Find the **"Branch"** field
3. Select the branch where this user works
- Example: User "Sarah" works at "Store 1 - Downtown"
4. Click **"Save"**
**Important Points:**
**Manager/Owner Users:**
- If a user needs to see ALL branches, assign them to your main branch (e.g., "Head Office")
- They can switch between branches anytime
**Store Staff:**
- Assign to their specific store
- They will only see their store's data by default
Step 3: Test User Login
1. Log out of InventoryPlus
2. Log in as a store user
3. Verify the correct branch name appears in the title bar
4. Check that only their store's data is visible
Daily Operations
Now that sync is configured, let's understand how to work with it day-to-day.
How to Check Sync Status
- Look at the top right corner, there should be cloud drive icon available, this is enabled only on server system.
- Clicking on the icon will open the window showing:
- **Cloud Drive Status** (at top)
- Green = Working properly
- Orange = Needs attention
- Red = Problem detected
- **Sync Statistics**
- Last Sync: When last transaction was synced
- Synced Today: Number of items synced today
- Pending Sync: Items waiting to sync
- Total Received: Items received from other branches
- **Sync History** (bottom grid)
- Shows all recent sync activities
- Stuck Sync Alert
**What is it?**
Sometimes the sync system detects transactions that haven't synced for a long time. When this happens, you'll see a special alert panel in the Branch Sync Status window.
**What the Alert Shows:**
- **Branch Name:** Which branch has stuck syncs
- **Pending Since:** When the items got stuck
- **Pending Duration:** How long they've been stuck
- **Pending Items:** How many are stuck
**What It Means:**
Usually indicates:
- That branch's internet is down
- That branch's cloud drive is not running
- That branch's computer is turned off
**What to Do:**
1. **Contact the Branch Manager**
- Call them and ask: "Is your computer on?"
- Ask: "Is your internet working?"
- Ask: "Is Dropbox/Google Drive/OneDrive running?"
2. **Remote Check (if possible)**
- Ask them to open InventoryPlus
- Ask them to check cloud drive icon in taskbar
- Ask them to open Branch Sync Status screen
3. **Wait and Monitor**
- Once they fix the issue, stuck items will sync
- Check again in 10-15 minutes
- Stuck items should clear automatically
Common Questions & Solutions
Sync Issues
Q: "My sync shows 'Not Running'"
**Possible Causes:**
1. Cloud drive application (Dropbox/Google Drive/OneDrive) is not started
2. Computer was just restarted
**Solution:**
1. Look at your taskbar (bottom-right of screen)
2. Find the cloud drive icon:
- Dropbox: Blue box icon
- Google Drive: Colored triangle icon
- OneDrive: Cloud icon
3. If you don't see it, open the cloud drive application:
- Windows: Click Start → Search for "Dropbox" or "Google Drive" or "OneDrive"
4. Wait 1-2 minutes for it to start
5. Click **Refresh** button in Branch Sync Status window
---
Q: "Sync shows 'Not Signed In'"
**What Happened:**
Cloud drive account got logged out.
**Solution:**
1. Click on cloud drive icon in taskbar
2. You'll see "Sign in" option
3. Enter your email and password
4. Wait for sync to complete
5. Check Branch Sync Status - should show "Ready"
**Prevention:**
- Don't click "Sign out" in cloud drive
- Keep same account on all computers
---
Q: "Sync shows 'Paused'"
**What Happened:**
Someone or something paused the cloud drive sync.
**Solution:**
**For Dropbox:**
1. Click Dropbox icon in taskbar
2. Click your profile icon (top-right)
3. Click "Resume syncing"
4. Wait for sync to complete
**For Google Drive:**
1. Click Google Drive icon
2. Click Settings (gear icon)
3. Click "Resume syncing"
**For OneDrive:**
1. Right-click OneDrive icon
2. Select "Resume syncing"
---
Q: "Error - Storage Full"
**What Happened:**
Your cloud storage account is full.
**Immediate Solution:**
1. Delete old sync files:
- Open cloud drive folder
- Go to InventoryPlus\Sync
- Delete folders older than 3 months
2. Empty cloud drive trash/recycle bin
**Long-term Solution:**
- Upgrade cloud storage plan
- Regularly clean old sync files
**Prevention:**
- Set up auto-delete for old sync files (ask your IT person)
- Monitor storage usage monthly
---
Branch Configuration Issues
Q: "Changes at Head Office not syncing to stores"
**Check These:**
1. **Is "Sync To Branch" configured?**
- Go to Settings → Company Details → Branch Details
- Select Head Office
- Check "Sync To Branch" field has store names
- Format: Store1,Store2 (no spaces after comma)
2. **Are branch names spelled exactly the same?**
- "Store 1" ≠ "store 1" (case matters!)
- "Store 1" ≠ "Store 1 " (extra space)
3. **Is sync enabled?**
- Settings → Company Details → Config Data Sync
- Check "Enable Data Sync" is checked
---
Q: "Store transactions not appearing at Head Office"
**Check These:**
1. **At the Store:**
- Go to Others → Branch Sync Status
- Check "Pending Sync" number
- If high, check internet connection
- Click "Refresh" to force sync
2. **At Head Office:**
- User logged in must belong to Head Office branch
- Others → Users → Check user's branch assignment
- If user belongs to Store 1, they only see Store 1 data
---
User & Branch Issues
Q: "User can't see other branch data"
**Understanding:**
This is by design! Users see only their assigned branch data.
**To View All Branches:**
**Option 1: Assign User to Main Branch**
1. Go to Others → Users
2. Select the user
3. Change Branch to "Head Office" (or your main branch)
4. Save
5. User must log out and log back in
**Option 2: Switch Branch Temporarily**
1. User logs in normally
2. Go to Others → Branch
3. Select different branch from dropdown
4. Data switches to that branch
---
Q: "Customer balance wrong / not showing purchases from other branches"
**Possible Causes:**
1. Sync is delayed
2. Customer record exists with different names in different branches
**Solution:**
1. **Check Sync Status:**
- Others → Branch Sync Status
- Look for pending syncs
- Wait if syncing in progress
2. **Check Customer Name:**
- Is customer named "John Smith" in one branch and "J. Smith" in another?
- Customer matching is by exact name
- Standardize customer names across branches
3. **Verify Modules:**
- Settings → Company Details → Config Data Sync
- Is "Customers" module enabled for sync?
- If not, enable it and wait for sync
---
Best Practices
Daily Operations
✅ DO's
**1. Check Sync Status Daily**
- Start your day with a quick sync check
- Look for the green "Ready" indicator
- Monitor pending sync numbers
**2. Make Master Data Changes at Main Branch**
- Product price changes → Main branch
- New products → Main branch
- Customer credit limit changes → Main branch
- Reason: Prevents conflicts
**3. Keep Cloud Drive Running**
- Don't close Dropbox/Google Drive/OneDrive
- Set it to start with Windows
- Check the icon is in your taskbar
**4. Maintain Good Internet Connection**
- Sync needs internet to work
- Works fine with intermittent connections
- Transactions will sync when internet returns
**5. Use Consistent Naming**
- Same product names in all branches
- Same customer names (use customer code if needed)
- Same account names
**6. Regular Cleanup**
- Delete old sync files monthly
- Archive old transactions
- Keep cloud storage below 80% full
**7. Standardize User Training**
- All branches follow same procedures
- Document your processes
- Regular refresher training
---
❌ DON'Ts
**1. Don't Turn Off Sync Unexpectedly**
- Always check with IT or manager first
- Stop all branch operations before turning off sync
- Plan sync maintenance during off-hours
**2. Don't Change Branch Configuration Randomly**
- Branch names and sync settings affect all locations
- Coordinate changes with all branches
- Test changes at one branch first
**3. Don't Use Different Versions**
- All branches must use same InventoryPlus version
- Upgrade all branches together
- Plan upgrades during closed hours
**4. Don't Sign Out of Cloud Drive**
- Breaks synchronization
- Requires IT intervention to fix
- Keep logged in always
**5. Don't Import Data After Sync is Enabled**
- Imports don't sync
- Can create duplicate records
- Import before enabling sync
**6. Don't Edit Same Record Simultaneously**
- If two branches edit same customer at same time, conflicts occur
- Coordinate product updates with main branch
- Use transaction timestamps to identify issues
**7. Don't Ignore Stuck Syncs**
- Address stuck syncs immediately
- Check the affected branch's connectivity
- Contact branch manager if unresolved
---
### Weekly Maintenance
**Every Monday Morning (10 minutes):**
1. **Review Last Week's Sync**
- Open Branch Sync Status
- Check "Total Received" and "Synced Today"
- Verify numbers make sense for your business volume
2. **Check Pending Items**
- Should be near zero at start of week
- If high, investigate which branch has issues
3. **Verify Cloud Storage Space**
- Open cloud drive folder
- Check available space
- Delete old sync files if needed (keep last 2 months)
4. **Test Inter-Branch Transaction**
- Create test customer at one branch
- Check if visible at other branch within 5 minutes
- Delete test customer
5. **Review Stuck Sync Alerts**
- If any branches appear in stuck sync alert
- Contact those branches
- Verify resolution
Quarterly Reviews
**Every 3 Months:**
1. **Full System Backup**
- Backup all branch data files
- Store in secure location
- Test restoration process
2. **Sync Configuration Review**
- Review branch sync settings
- Update "Sync To Branch" if branches changed
- Verify all modules still needed
3. **Performance Analysis**
- How many transactions per day?
- Average sync time?
- Any recurring issues?
- Document and address
4. **Training Refresh**
- Review this manual with all staff
- Update procedures based on lessons learned
- Quiz staff on key concepts
---
## Troubleshooting
When something's wrong, follow this flowchart:
Problem: Data Not Syncing ↓ Is Internet Working? ↓ Yes ↓ No ↓ Fix Internet ↓ Is Cloud Drive Running? ↓ Yes ↓ No ↓ Start Cloud Drive ↓ Does Status Show "Ready"? ↓ Yes ↓ No ↓ Check Error Message ↓ (See Solutions Below) ↓ Check Pending Sync Number ↓ Wait 5-10 Minutes ↓ Still Not Syncing? ↓ Contact IT Support
---
Error Solutions
#### Error: "Folder Not Found"
**What it means:** InventoryPlus can't find the cloud drive folder.
**Solution:**
1. Verify cloud drive is running
2. Open File Explorer
3. Navigate to sync path:
- Dropbox: C:\Users\[YourName]\Dropbox
- Google Drive: G:\My Drive
- OneDrive: C:\Users\[YourName]\OneDrive
4. If folder doesn't exist:
- Reinstall cloud drive application
- Or change sync path in Config Data Sync
---
#### Error: "Credentials Required"
**What it means:** Cloud drive needs you to sign in again.
**Solution:**
1. Click cloud drive icon in taskbar
2. Enter your username and password
3. Wait for "Up to date" or "All files up to date"
4. Refresh Branch Sync Status
---
#### Error: "Permission Denied"
**What it means:** Cloud drive doesn't have permission to read/write files.
**Solution:**
1. Right-click cloud drive folder
2. Properties → Security tab
3. Verify your user account has "Full Control"
4. If not, click Edit → Add your user → Grant Full Control
5. Restart cloud drive application
**If problem persists:** Contact IT administrator
---
### Connection Issues
#### "Internet is slow, sync taking forever"
**Temporary Solutions:**
- Sync will complete when it can (be patient)
- Avoid large operations during slow times
- Priority syncs happen automatically
**Long-term Solutions:**
- Upgrade internet package
- Schedule large operations (like stock transfers) during off-peak
- Consider faster cloud service plan
---
#### "Store is offline - will data be lost?"
**Answer: No! Data is safe.**
**What happens:**
1. Store continues working offline
2. All transactions saved locally
3. Sync files queue up
4. When internet returns, all transactions sync automatically
**What to do:**
1. Work normally
2. When internet returns, wait for sync to complete
3. Monitor pending sync number until it reaches zero
---
### Data Conflicts
#### "Two branches edited same product - what happens?"
**InventoryPlus Behavior:**
- Last save wins
- Most recent change overwrites earlier change
**To Avoid Conflicts:**
- Make master data changes at main branch only
- Communicate price changes to all branches
- Use version control (note down who changed what when)
**If Conflict Happens:**
1. Check product history
2. Verify which change is correct
3. Update product again from main branch
4. Notify all branches of correct information
---
## Getting Help
### Support Resources
#### 1. In-Software Help
- Press **F1** anywhere in InventoryPlus
- Built-in help opens with context-specific information
#### 2. InventoryPlus Help Website
- Visit: help.inventoryplus.in
- Search for specific topics
- Watch video tutorials
#### 3. Technical Support
**Before Calling Support, Have Ready:**
- Your InventoryPlus license number
- Branch name where issue occurs
- Screenshot of error message
- Steps you tried already
Self-Help Checklist
Before contacting support, try these steps:
**Basic Troubleshooting:**
- [ ] Restart InventoryPlus
- [ ] Restart cloud drive application
- [ ] Check internet connection
- [ ] Check cloud drive icon status
- [ ] Refresh Branch Sync Status screen
- [ ] Wait 10 minutes and check again
**Gather Information:**
- [ ] Screenshot of error message
- [ ] Note the exact branch name
- [ ] Check sync path is correct
- [ ] List of recent changes made
- [ ] Check if issue affects all branches or just one
---
## Appendix: Quick Reference
### Common Paths
| Cloud Service | Default Path | How to Find |
|--------------|--------------|-------------|
| Dropbox | C:\Users\[Name]\Dropbox | Click Dropbox icon → Preferences → Sync |
| Google Drive | G:\My Drive | Open File Explorer → Look for G: drive |
| OneDrive | C:\Users\[Name]\OneDrive | Click OneDrive icon → Settings → Account |
### Branch Name Rules
✅ **Good Branch Names:**
- "Head Office"
- "Store 1 - Downtown"
- "Warehouse - Main"
❌ **Bad Branch Names:**
- "Store#1" (special characters can cause issues)
- "Primary" (too generic)
- "head office" (inconsistent capitalization)
**Rules:**
- Use descriptive names
- Use consistent capitalization
- Avoid special characters: # $ % & * @ !
- OK to use: Hyphens (-), spaces, numbers