Multi-location Configuration

Multi-location Configuration

Multi-location Configuration in EquiBillBook allows you to set up and manage operations across multiple business locations. This guide will help you configure multi-location settings for efficient management of all your branches and locations.

Understanding Multi-Location Setup

Multi-location configuration enables:

• Managing multiple branches from one system
• Tracking inventory across locations
• Managing stock transfers between locations
• Location-wise reporting and analysis
• Centralized control with distributed operations

Accessing Multi-Location Configuration

To configure multi-location settings:

1. Navigate to Settings → Location Settings → Multi-location Configuration
2. You'll see multi-location configuration options
3. Configure settings based on your business needs
4. Click "Save" to apply changes

Enabling Multi-Location

First, enable multi-location functionality:

Enable Multi-Location

1. Go to Location Settings → Multi-location Configuration
2. Enable "Multi-location Management"
3. Configure basic multi-location settings
4. Save the configuration

Prerequisites

• At least one branch/location created
• Proper user permissions
• Inventory module enabled (for stock tracking)

Multi-Location Settings

1. Location Selection

Configure how locations are selected in transactions:

Default Location

• Set Default Location: Choose default location for transactions
• User Default: Use user's default location
• Last Used: Remember last used location
• Always Prompt: Always ask for location selection

2. Stock Management

Configure stock management across locations:

Stock Tracking

• Location-wise Stock: Track stock separately for each location
• Consolidated View: View total stock across all locations
• Stock Alerts: Location-wise low stock alerts
• Stock Valuation: Location-wise stock valuation

3. Stock Transfers

Configure stock transfer between locations:

Transfer Settings

• Enable Transfers: Allow stock transfers between locations
• Transfer Approval: Require approval for transfers
• Auto Update: Automatically update stock on transfer
• Transfer Documentation: Generate transfer documents

4. Sales Configuration

Configure sales across locations:

Sales Settings

• Location Selection: How location is selected in sales
• Location-wise Pricing: Different prices for different locations
• Location Reports: Generate location-wise sales reports
• Cross-location Sales: Allow sales from any location

5. Purchase Configuration

Configure purchases across locations:

Purchase Settings

• Location Selection: How location is selected in purchases
• Location-wise Receiving: Receive goods at specific location
• Location Reports: Generate location-wise purchase reports
• Centralized Purchasing: Central purchase with location distribution

6. Financial Configuration

Configure financial management across locations:

Financial Settings

• Separate Books: Maintain separate books for each location
• Consolidated Books: Consolidated financial view
• Location-wise Reports: Financial reports by location
• Inter-location Transactions: Handle inter-location transactions

7. User Access

Configure user access to locations:

Access Settings

• Location Assignment: Assign users to specific locations
• Multi-location Access: Allow users to access multiple locations
• Location Permissions: Set permissions per location
• Default Location: Set user's default location

Location Hierarchy

Organize locations in a hierarchy:

Hierarchy Setup

• Main Branch: Primary location
• Sub-branches: Branches under main branch
• Locations: Locations under branches
• Warehouses: Storage locations

Hierarchy Benefits

• Organized structure
• Easier management
• Better reporting
• Clear relationships

Stock Transfer Configuration

Configure stock transfers between locations:

Transfer Types

• Branch to Branch: Transfer between branches
• Branch to Location: Transfer to sub-location
• Location to Location: Transfer between locations

Transfer Process

1. Create transfer request
2. Select source and destination locations
3. Select items and quantities
4. Approve transfer (if required)
5. Process transfer
6. Update stock at both locations

Multi-Location Reports

Configure location-wise reporting:

Available Reports

• Location Sales Report: Sales by location
• Location Purchase Report: Purchases by location
• Location Stock Report: Stock levels by location
• Location Profit Report: Profitability by location
• Transfer Report: Stock transfers between locations
• Comparison Report: Compare performance across locations

Best Practices

• Plan Structure: Plan location hierarchy before setup
• Consistent Naming: Use consistent naming for locations
• Clear Hierarchy: Organize locations in clear hierarchy
• User Assignment: Properly assign users to locations
• Stock Management: Set up proper stock tracking
• Transfer Rules: Define clear transfer rules and approval process
• Regular Review: Periodically review multi-location configuration
• Documentation: Document location structure and settings

Common Scenarios

Scenario 1: Multiple Retail Stores

Setting up multiple retail store locations:

• Create each store as a branch
• Enable location-wise stock tracking
• Configure store-specific settings
• Set up stock transfers between stores
• Generate store-wise sales reports

Scenario 2: Central Warehouse with Multiple Outlets

Setting up warehouse with multiple outlets:

• Create warehouse as main location
• Create outlets as sub-locations
• Set up transfers from warehouse to outlets
• Track stock at warehouse and outlets
• Manage centralized inventory

Scenario 3: Multi-City Operations

Setting up operations across multiple cities:

• Create branch for each city
• Configure city-specific settings
• Set up inter-city transfers
• Generate city-wise reports
• Manage centralized control

Testing Multi-Location Setup

After configuration, test the setup:

Test Scenarios

• Create transactions at different locations
• Test stock transfers between locations
• Verify location-wise stock tracking
• Test location-wise reports
• Verify user access to locations

What's Next?

After configuring multi-location settings, you should:

1. Create and activate all branches
2. Configure location-specific settings
3. Set up stock transfers
4. Assign users to locations
5. Test multi-location operations
6. Generate location-wise reports
7. Train users on multi-location features

Proper multi-location configuration enables efficient management of all your business locations in EquiBillBook.