Multi-Branch Setup

Multi-Branch Setup

If your business operates from multiple locations or branches, EquiBillBook's multi-branch feature allows you to manage all branches from a single account. This enables centralized management while maintaining branch-specific data, inventory, and reporting.

Understanding Multi-Branch Setup

Multi-branch setup allows you to:

• Manage multiple business locations from one account
• Track inventory separately for each branch
• Generate branch-specific reports
• Transfer stock between branches
• Assign users to specific branches
• Maintain separate financial records per branch

Accessing Branch Settings

To set up multiple branches:

1. Navigate to Settings → Location Settings
2. You'll see options to manage branches/locations
3. Alternatively, go to Settings → Organization Settings for branch configuration

Prerequisites

Before setting up multiple branches, ensure:

• Your organization details are configured
• You have administrative privileges
• Your subscription plan supports multi-branch features
• You understand your business structure and branch requirements

Step-by-Step Branch Setup

Step 1: Access Location Settings

Navigate to the branch management section:

1. Go to Settings → Location Settings
2. Click on "Add Branch" or "Create Location"
3. You'll see a form to enter branch details

Step 2: Enter Branch Details

For each branch, provide the following information:

Basic Information

• Branch Name: Unique name for this branch (e.g., "Main Store", "Warehouse", "Branch - Downtown")
• Branch Code: (Optional) Short code for easy identification
• Branch Type: Select type (Store, Warehouse, Office, etc.)

Address Information

• Address Line 1: Street address
• Address Line 2: (Optional) Additional address details
• City: City where branch is located
• State/Province: State or province
• Postal/ZIP Code: Postal code
• Country: Country

Contact Information

• Phone Number: Branch phone number
• Email Address: (Optional) Branch-specific email
• Manager Name: (Optional) Branch manager

Step 3: Configure Branch Settings

Set up branch-specific configurations:

• Enable Stock Tracking: Track inventory separately for this branch
• Default Branch: Mark as default if this is your primary location
• Status: Active or Inactive
• GST Number: (If different) Branch-specific GST number

Step 4: Set Opening Balances (if applicable)

If this branch has existing inventory or balances:

• Set opening stock for items at this branch
• Configure opening account balances
• Enter any existing transactions

Step 5: Save Branch

After entering all details:

1. Review all information
2. Click "Save" or "Create Branch"
3. Wait for confirmation
4. The branch will be added to your branch list

Managing Multiple Branches

Viewing Branches

To view all your branches:

• Go to Location Settings
• You'll see a list of all branches
• Each branch shows its status, address, and key details

Editing Branch Details

To modify a branch:

1. Go to Location Settings
2. Click on the branch you want to edit
3. Modify the details
4. Save your changes

Activating/Deactivating Branches

To activate or deactivate a branch:

• Go to branch settings
• Change the status to Active or Inactive
• Inactive branches won't appear in transaction dropdowns
• Historical data is preserved

Setting Default Branch

To set a default branch:

• Mark one branch as default
• Default branch is pre-selected in new transactions
• Only one branch can be default at a time
• You can change the default branch anytime

Branch-Specific Features

Inventory Management

• Each branch maintains separate stock levels
• Stock transfers can be made between branches
• Branch-specific stock reports
• Low stock alerts per branch

Sales and Purchases

• Select branch when creating invoices
• Branch-specific sales reports
• Branch-wise purchase tracking
• Branch performance analysis

User Assignment

• Assign users to specific branches
• Restrict user access to their assigned branches
• Branch-specific user permissions
• Track user activity by branch

Stock Transfer Between Branches

To transfer stock from one branch to another:

1. Go to Inventory → Stock Transfer
2. Select Source Branch (from where stock is transferred)
3. Select Destination Branch (to where stock is transferred)
4. Add items and quantities to transfer
5. Create the transfer
6. Stock is deducted from source and added to destination

Branch Reports

Generate reports for specific branches:

• Branch-wise Sales Reports: Sales performance by branch
• Branch Stock Reports: Inventory levels per branch
• Branch Profit Reports: Profitability analysis by branch
• Branch Comparison Reports: Compare performance across branches
• Branch Transfer Reports: Stock transfer history

Best Practices

• Clear Naming: Use descriptive, unique names for each branch
• Consistent Structure: Maintain consistent information across all branches
• Regular Updates: Keep branch information current
• User Training: Train staff on branch selection in transactions
• Access Control: Assign users appropriately to maintain data security
• Documentation: Document branch codes and naming conventions

Common Scenarios

Scenario 1: Retail Chain

Multiple retail stores:

• Create a branch for each store location
• Track inventory separately per store
• Generate store-wise sales reports
• Transfer stock between stores as needed

Scenario 2: Warehouse and Store

Central warehouse with retail outlets:

• Create branch for warehouse
• Create branches for each retail outlet
• Transfer stock from warehouse to stores
• Track sales at each retail location

Scenario 3: Multi-City Operations

Business operating in multiple cities:

• Create branch for each city
• Maintain separate inventory per city
• Generate city-wise performance reports
• Manage local operations independently

Troubleshooting

Cannot create new branch?

• Verify you have administrative privileges
• Check if your subscription supports multi-branch
• Ensure branch name is unique
• Contact support if you've reached branch limit

Branch not appearing in dropdowns?

• Verify branch is set to Active status
• Refresh the page
• Check user permissions for branch access
• Ensure you're in the correct module

Stock not transferring between branches?

• Verify both branches are active
• Check that items have stock at source branch
• Ensure stock tracking is enabled for both branches
• Review transfer permissions

Reports showing incorrect branch data?

• Verify branch is selected correctly in report filters
• Check transaction branch assignments
• Review date ranges in reports
• Ensure branch was active during the report period

Important Considerations

• Data Separation: Each branch maintains separate data, but all under one account
• Consolidated Reports: You can still generate consolidated reports across all branches
• User Access: Control which users can access which branches
• Inventory Accuracy: Regularly reconcile stock between branches
• Performance Monitoring: Monitor each branch's performance regularly

Additional Resources

For related information, see:

• Stock Transfer article
• Location Settings article
• User Permissions article
• Branch Reports article

Multi-branch setup enables efficient management of multiple business locations while maintaining centralized control. Proper configuration ensures accurate tracking and reporting across all your branches!