Creating Branches

Creating Branches

Creating branches in EquiBillBook allows you to set up multiple business locations. This guide will walk you through the step-by-step process of creating a new branch in your system.

Prerequisites

Before creating a branch, ensure you have:

• Access to Location Settings
• Complete address information for the branch
• Contact details for the branch
• GST registration details (if branch has separate GST)
• Branch-specific settings information

Accessing Branch Creation

To create a new branch:

1. Navigate to Settings → Location Settings → Branch Management
2. Click on "Add New Branch" or "Create Branch" button
3. You'll see the branch creation form
4. Fill in all required information
5. Click "Save" or "Create" to create the branch

Step-by-Step Branch Creation

Step 1: Basic Information

Enter the basic details of the branch:

Branch Name

• Required Field: Yes
• Format: Descriptive name (e.g., "Mumbai Main Branch", "Delhi Store")
• Uniqueness: Must be unique across all branches
• Best Practice: Use clear, descriptive names

Branch Code

• Required Field: Yes
• Format: Short code (e.g., "MUM-001", "DL-001")
• Uniqueness: Must be unique
• Best Practice: Use consistent coding system

Step 2: Address Information

Enter the complete address of the branch:

Address Fields

• Address Line 1: Street address
• Address Line 2: Additional address details (optional)
• City: City name
• State: State/Union Territory
• Pincode: Postal/ZIP code
• Country: Country (default: India)

Step 3: Contact Information

Enter contact details for the branch:

Contact Fields

• Phone Number: Primary contact number
• Alternate Phone: Secondary contact (optional)
• Email: Branch email address
• Website: Branch website (optional)

Step 4: GST Information

If the branch has separate GST registration:

GST Fields

• GST Registration Number: Branch GSTIN (if separate)
• GST Registration Date: Registration date
• GST Status: Active/Inactive
• Note: If branch uses main business GST, leave blank

Step 5: Branch Settings

Configure branch-specific settings:

Status

• Active: Branch can process transactions
• Inactive: Branch is disabled (cannot process transactions)
• Default: Set to Active for new branches

Branch Type

• Main Branch: Primary/head office
• Sub-Branch: Branch under main branch
• Warehouse: Storage location
• Store: Retail store
• Office: Administrative office

Parent Branch

• If Sub-Branch: Select parent branch
• If Main Branch: Leave blank
• Purpose: Organize branches in hierarchy

Step 6: Financial Settings

Configure financial settings for the branch:

Financial Configuration

• Separate Books: Maintain separate accounting books
• Financial Year: Branch financial year (if different)
• Currency: Branch currency (if different)
• Opening Balance: Opening balance for the branch

Step 7: Operational Settings

Configure operational settings:

Sales Settings

• Enable Sales: Allow sales transactions
• Invoice Prefix: Branch-specific invoice prefix
• Sales Settings: Branch-specific sales configuration

Purchase Settings

• Enable Purchases: Allow purchase transactions
• Bill Prefix: Branch-specific bill prefix
• Purchase Settings: Branch-specific purchase configuration

Inventory Settings

• Stock Tracking: Enable stock tracking for branch
• Low Stock Alerts: Enable low stock notifications
• Transfer Settings: Stock transfer configuration

Step 8: User Access

Assign users to the branch:

User Assignment

• Branch Manager: Assign branch manager
• Branch Users: Assign users who can access this branch
• Permissions: Set user permissions for the branch
• Access Control: Control what users can do

Completing Branch Creation

After filling all information:

Review Information

1. Review all entered information
2. Verify address and contact details
3. Check GST information (if applicable)
4. Verify settings configuration

Save Branch

1. Click "Save" or "Create Branch"
2. System will validate the information
3. If validation passes, branch will be created
4. You'll see a success message
5. Branch will appear in the branch list

Post-Creation Steps

After creating the branch:

Verify Branch

1. Go to branch list
2. Verify branch appears correctly
3. Check branch status is Active
4. Verify all details are correct

Configure Additional Settings

1. Set up branch-specific sales settings
2. Configure purchase settings
3. Set up inventory settings
4. Configure user permissions

Set Opening Balances

1. Set opening stock (if applicable)
2. Set opening balances for accounts
3. Configure initial setup

Best Practices

• Complete Information: Fill all required fields accurately
• Consistent Naming: Use consistent naming convention for branches
• Unique Codes: Ensure branch codes are unique and meaningful
• Accurate Address: Enter complete and accurate address
• GST Compliance: Enter correct GST details if branch has separate GST
• Proper Settings: Configure all settings during creation
• User Assignment: Assign appropriate users during creation

Common Issues and Solutions

Issue: Branch Code Already Exists

Solution: Use a different unique branch code

Issue: Cannot Save Branch

Solution: Check all required fields are filled and validation errors are resolved

Issue: Branch Not Appearing in List

Solution: Check branch status is Active and refresh the list

What's Next?

After creating a branch, you should:

1. Configure branch details
2. Set up branch activation
3. Assign users to the branch
4. Configure branch-specific settings
5. Set up opening balances
6. Test branch functionality

Proper branch creation sets the foundation for efficient multi-location management in EquiBillBook.