Branch Setup

Branch Setup

Branch Setup in EquiBillBook allows you to create and configure multiple business locations or branches. This guide will help you set up branches effectively for multi-location management.

Understanding Branch Setup

Branch setup enables you to:

• Manage multiple business locations
• Track operations separately for each branch
• Maintain separate inventory for each location
• Generate branch-specific reports
• Control user access by branch
• Manage inter-branch transfers

Accessing Branch Setup

To access branch setup:

1. Navigate to Settings → Location Settings → Branch Management
2. Click on "Add Branch" or "Create New Branch"
3. You'll see the branch setup form

Basic Branch Information

Start by entering basic branch information:

Required Information

• Branch Name: Enter a descriptive name for the branch (e.g., "Main Store", "Downtown Branch")
• Branch Code: Create a unique code for the branch (e.g., "BR001", "MAIN")
• Branch Type: Select branch type (Main Branch, Sub-branch, Store, Warehouse, etc.)
• Parent Branch: If this is a sub-branch, select the parent branch

Optional Information

• Description: Add a description or notes about the branch
• Branch Manager: Assign a branch manager
• Opening Date: Set the date when branch operations started

Address Configuration

Enter complete address details:

Address Fields

• Address Line 1: Street address
• Address Line 2: Additional address details
• City: City name
• State: State or Union Territory
• Pincode: Postal/ZIP code
• Country: Country
• Map Location: Add location coordinates or map link (optional)

Contact Information

Configure contact details for the branch:

Contact Details

• Phone Number: Primary contact number
• Alternate Phone: Secondary contact number
• Email Address: Branch email address
• Website: Branch website URL (if applicable)
• Contact Person: Name of primary contact person

GST Registration

If the branch has separate GST registration:

GST Details

• GST Registration Number: Enter branch GSTIN
• GST Registration Date: Date of GST registration
• GST Status: Active/Inactive
• GST Type: Regular, Composition, etc.
• Place of Business: Place of business for GST purposes

Financial Configuration

Set up financial settings for the branch:

Financial Settings

• Separate Books: Whether to maintain separate books for this branch
• Financial Year: Branch financial year (if different from main)
• Currency: Branch currency
• Opening Balance: Opening balance for the branch
• Opening Balance Date: Date for opening balance

Operational Settings

Configure operational capabilities:

Sales Settings

• Enable Sales: Allow sales transactions from this branch
• Invoice Prefix: Unique prefix for invoices from this branch
• Invoice Numbering: Configure invoice numbering sequence
• Sales Tax Settings: Branch-specific tax settings

Purchase Settings

• Enable Purchases: Allow purchase transactions for this branch
• Bill Prefix: Unique prefix for purchase bills
• Bill Numbering: Configure bill numbering sequence
• Purchase Tax Settings: Branch-specific tax settings

Inventory Settings

• Enable Stock Tracking: Track inventory for this branch
• Stock Valuation Method: FIFO, LIFO, Average, etc.
• Low Stock Alerts: Enable low stock notifications
• Allow Stock Transfers: Allow transfers to/from other branches

User Access Configuration

Assign users to the branch:

User Assignment

• Branch Manager: Assign a branch manager
• Users: Select users who can access this branch
• Permissions: Configure user permissions for the branch
• Access Level: Set access levels (Full Access, Limited Access, etc.)

Branch Status

Set the initial status of the branch:

Status Options

• Active: Branch is operational and can process transactions
• Inactive: Branch is created but not yet operational

Saving Branch Setup

After configuring all settings:

1. Review all entered information
2. Verify address and contact details
3. Check operational settings
4. Confirm user assignments
5. Click "Save" or "Create Branch"
6. Branch will be created and saved

Post-Setup Configuration

After creating the branch, you may need to:

Additional Setup Steps

• Set Opening Stock: Enter opening stock levels
• Configure Settings: Fine-tune branch-specific settings
• Set Up Reports: Configure branch reporting
• Test Operations: Test transaction creation
• Train Users: Train assigned users on branch operations

Branch Setup Checklist

Use this checklist to ensure complete setup:

• ✓ Basic information entered
• ✓ Complete address provided
• ✓ Contact information added
• ✓ GST details configured (if applicable)
• ✓ Financial settings configured
• ✓ Sales/Purchase settings enabled
• ✓ Inventory settings configured
• ✓ Users assigned
• ✓ Branch status set
• ✓ Opening balances entered

Best Practices

• Use Clear Naming: Use descriptive and consistent branch names
• Unique Codes: Ensure branch codes are unique and meaningful
• Complete Information: Fill in all relevant information during setup
• Verify Address: Double-check address details for accuracy
• Configure Settings: Set up operational settings before activation
• Assign Users: Assign users during or immediately after setup
• Test Before Activation: Test branch operations before full activation
• Document Setup: Keep records of branch setup details

Common Scenarios

Scenario 1: Setting Up Main Branch

Setting up your primary business location:

1. Create branch with main branch type
2. Enter complete business address
3. Configure all operational settings
4. Assign all users with appropriate permissions
5. Set opening balances
6. Activate the branch

Scenario 2: Adding New Store

Adding a new retail store location:

1. Create branch with store type
2. Enter new store address
3. Enable sales and inventory tracking
4. Assign store staff
5. Set opening stock
6. Configure store-specific settings
7. Activate when ready

Scenario 3: Setting Up Warehouse

Setting up a warehouse location:

1. Create branch with warehouse type
2. Enter warehouse address
3. Enable inventory tracking
4. Configure stock transfer settings
5. Assign warehouse staff
6. Set opening stock levels
7. Configure warehouse-specific settings

Troubleshooting

Issue: Cannot Save Branch

Possible Causes:

• Required fields missing
• Duplicate branch code
• Validation errors

Solution: Check all required fields, ensure unique branch code, resolve validation errors

Issue: Branch Not Appearing in List

Possible Causes:

• Branch not saved properly
• Filter applied
• Permission issues

Solution: Verify branch was saved, check filters, verify user permissions

What's Next?

After setting up a branch, you should:

1. Configure branch-specific settings
2. Set up branch access control
3. Enter opening balances and stock
4. Test branch operations
5. Train users on branch access
6. Set up cross-branch reporting

Proper branch setup is the foundation for effective multi-location management in EquiBillBook.