Multi-location Stock Tracking

Multi-location Stock Tracking

Multi-location stock tracking allows you to manage inventory across multiple branches, warehouses, or locations within a single EquiBillBook account. This guide explains how to set up and use multi-location stock tracking.

What is Multi-location Stock Tracking?

Multi-location stock tracking enables you to:

• Track stock separately for each location/branch
• View stock levels by location
• Transfer stock between locations
• Generate location-specific reports
• Manage inventory across your entire business network

Benefits of Multi-location Tracking

Multi-location tracking helps you:

• Maintain accurate inventory at each location
• Optimize stock distribution
• Reduce stockouts by transferring between locations
• Generate location-specific reports
• Improve inventory visibility
• Support multi-branch operations

Setting Up Locations/Branches

Before tracking stock by location, set up your locations:

1. Navigate to Settings → Location Settings or Branch Settings
2. Click "Add Location" or "Add Branch"
3. Enter location details:
   • Location/Branch name
   • Address and contact information
   • Location code (unique identifier)
   • Status (Active/Inactive)
4. Save the location
5. Repeat for all locations

Enabling Multi-location Stock Tracking

To enable multi-location tracking:

1. Navigate to Settings → Item Settings
2. Enable Multi-location Stock Tracking or Branch-wise Stock
3. Configure location-specific settings
4. Set default location if applicable
5. Save the settings

Setting Stock by Location

For each item, you can set stock by location:

1. Go to Items module
2. Open the item you want to configure
3. Navigate to Stock by Location or Branch Stock section
4. For each location, enter:
   • Current stock quantity
   • Minimum stock level
   • Maximum stock level (optional)
   • Rack/Row/Position (if warehouse location tracking is enabled)
5. Save the item

Entering Opening Stock by Location

When entering opening stock:

• Select the location/branch first
• Enter stock quantity for that location
• Repeat for each location
• Ensure total matches your physical inventory
• Verify stock distribution across locations

Viewing Stock by Location

To view stock levels by location:

1. Navigate to Items → Stock Report
2. Select location filter or view all locations
3. Stock report shows:
   • Stock by each location
   • Total stock across all locations
   • Location-wise stock value

Stock Transfers Between Locations

To transfer stock between locations:

1. Navigate to Items → Stock Transfer
2. Click "New Transfer"
3. Select:
   • From Location: Source location
   • To Location: Destination location
   • Item: Item to transfer
   • Quantity: Amount to transfer
4. Add transfer reference or notes
5. Save and approve the transfer
6. Stock is automatically updated at both locations

Sales and Purchases by Location

When creating transactions:

• Sales Invoices: Select location, stock deducted from that location
• Purchase Bills: Select location, stock added to that location
• Stock Adjustments: Location-specific adjustments
• All transactions maintain location-wise stock

Location-wise Stock Reports

Available reports include:

• Stock by Location: Stock levels at each location
• Location-wise Stock Summary: Overview by location
• Stock Transfer Report: Transfers between locations
• Location-wise Sales: Sales by location
• Location-wise Purchase: Purchases by location
• Consolidated Stock: Total stock across all locations

Multi-location Stock Alerts

Set up location-specific alerts:

• Low stock alerts per location
• Out of stock alerts by location
• Location managers receive alerts for their location
• Centralized view of all location alerts

User Access by Location

Configure user access:

• Assign users to specific locations
• Users see stock for their assigned locations
• Managers can view all locations
• Control access based on roles

Stock Reconciliation by Location

Reconcile stock separately for each location:

• Conduct physical counts by location
• Compare with system stock per location
• Make location-specific adjustments
• Maintain accurate records per location

Best Practices

• Set up all locations before entering stock
• Enter accurate opening stock for each location
• Use consistent location naming conventions
• Regularly review stock levels by location
• Optimize stock distribution across locations
• Monitor stock transfers between locations
• Set location-specific minimum stock levels
• Train staff on location-based processes
• Regularly reconcile stock by location

Common Scenarios

Retail Chain:

• Track stock at each store
• Transfer stock between stores
• Generate store-wise reports

Warehouse Operations:

• Track stock in multiple warehouses
• Manage inter-warehouse transfers
• Optimize warehouse stock levels

Multi-branch Business:

• Separate stock for each branch
• Branch-specific inventory management
• Centralized oversight

Need Help?

If you have issues with multi-location tracking:

• Ensure locations are properly set up
• Verify multi-location tracking is enabled
• Check that stock is entered for each location
• Ensure users have access to their locations
• Verify stock transfers are being processed correctly
• Contact support if stock levels don't match by location

Multi-location stock tracking is essential for businesses operating across multiple locations. Proper setup and management ensure accurate inventory control and optimal stock distribution throughout your business network.