En:Connections of Accounts

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If you use Winestro.Cloud with multiple accounts, you can connect them for free. This allows you to quickly and easily switch between your various businesses while working with the software. You can manage multiple locations, such as a winery, a guesthouse, and/or a wine shop, all from one system. There are several options available for this.

Setting Up the Connection

To set up the connection, you need to know the email and password of the other account and enter them under System - Account - Connections. Once done, the other account will appear in the list of connected accounts.

Permissions

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You can choose from five modes:

   1. Both accounts can switch into each other.
   2. Only Account A can switch into Account B.
   3. Only Account B can switch into Account A.
       Note: If you select this option, only the other account can edit this connection.
   4. No business can switch into the other.
   5. Allow switching only with a staff access (not by admin access).

Mode 4 is designed for businesses that don’t belong to a corporate group but cooperate closely and both use Winestro.Cloud. This setting maintains data privacy between businesses while still allowing things like inter-business invoicing.

Switching Between Businesses

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After setting up the connection, you can see the other business and its customer number by clicking on the house icon at the top left. Clicking on this will allow you to switch to that business, as long as your permission settings allow it.

TIP

To see at a glance which account/business you are currently working in, you can also set a different background image for each account (System - Settings - Display).

Opening Multiple Accounts in Parallel

The Firefox plugin "Multi-Account Containers" allows you to have multiple Winestro.Cloud accounts open in one browser at the same time.Bearbeiten mehrerer Container / Umgebungen or Firefox Einstellungen

Setting Up Customer or Article Synchronization

In linked accounts, you can configure synchronization so that both customer and article data are kept up to date across accounts. This means you only need to maintain your customers or articles once. Changes will automatically be reflected in the other account(s).

If you are interested in this feature, please contact us via the help forum and provide all involved client numbers. There are no additional costs for synchronizing data. If we need to assist with setup, we may charge for the effort. Once the feature is enabled by our team, you can start the synchronization setup under System - Account - Connections.

Prerequisites

1. You have the login credentials (email and password) for all involved clients.
2. The WineOnline team has enabled this feature for you.
3. There is data present in no more than one account.
4. General Understanding:
   1. One account will be the "Primary." Data may already exist in this account at the time of setup. Technically, the data from this account is transferred to the Secondary.
   2. Any other account must be a "Secondary." Secondary accounts receive updated versions of data from the Primary.

Steps for Setting Up Customer/Article Synchronization

1. Log in to the empty account, which will become the Secondary account.
2. Clear Data:
   1. Customer synchronization: Delete price groups.
   2. Article synchronization: Possibly delete article groups.
3. Open System - Account - Connections.
4. First, set up a connection using the credentials of the future Primary account.
5. Next, select Customer Master Synchronization or Article Master Synchronization, and input the Primary credentials to send a request.
6. Switch to the Primary account and open System - Account - Connections.
7. You’ll see the request from the Secondary. Enter the Secondary credentials to confirm.
8. Synchronization is now active.
9. Switch back to the Secondary account using the account link, clicking on “with data synchronization”. The switch may take a few seconds.
10. Done

Note: Once synchronization is established, it cannot be undone. Changing the Primary/Secondary relationship afterward is not possible. A request can only be sent to a Primary account if no data is present.

Note: Before synchronization can take place, all relevant data in the Secondary account must be cleared. This means you may need to leave the sample winery or reset the system to factory settings. If you are only transferring customers    but offer different articles across businesses, it’s important to first set up synchronization and then maintain the other data afterward.

Customer Master Synchronization

Kundenstammsynchronisation

If you want to maintain only one customer base for your accounts, Winestro.Cloud allows you to synchronize your customer base across your other accounts. If you want customer synchronization, please contact us via the help forum. The following tables are synchronized during customer synchronization:

• Customers
• Delivery addresses
• Contacts
• Price categories

Each account has its own customer groups and prices, but synchronized price lists. Consent for advertising channels applies to all accounts. Any changes made to customer data, delivery addresses, contacts, or price lists in one account will immediately affect all linked accounts.

Synchronizing Customer Groups and Group Assignments(optional)

During the setup of customer master synchronization, you can also opt to synchronize customer groups and their assignment.

FAQs

• Commission recipients and customer groups are not synchronized!

This is intentional so that you can make exceptions here. This setup was implemented upon request, as changes in synchronized clients often needed to be possible.

• Earlier, customer data could only be edited in one account!

This restriction was lifted with the update in 11/2021. Since then, any account can edit customer data.

Article Master Synchronization

Artikelstammsynchronisation

Article synchronization works similarly to customer synchronization. You can choose one of your accounts as the Primary. In this account, you can manage article data as usual. The other account will be the Secondary, where you cannot create new articles and can only edit certain fields:

• Share of self-production
• Production costs
• Accounting (FiBu) data for articles
• Warning threshold for inventory
• Forecast on how long the item will be in stock
• Which warehouse the article should be sold from primarily
• Supplier
• Producer
• Whether the stock can be oversold
• Whether the article is included in client billing
• Whether the article should be considered in an inventory for that account

This means the above fields are not transferred to the Secondary account.

Setting up article synchronization cannot be undone. It can only be activated if the Secondary database is still empty. If you have already added articles to the Secondary, we can only offer this setup as a custom task.

FAQs

• Stock levels are not synchronized!

While this might seem odd at first, it's correct. The stock information must remain tied to the respective client. If stock levels were synchronized, this information would be lost.

• Prices are not synchronized!

This is also intentional. Synchronizing prices would force you to sell articles at the same price across all accounts. Special prices for different purposes (e.g., wholesale, export) would not be possible.