Locations
Manage inventory across multiple physical locations like stores, warehouses, or storage areas. Track stock separately at each location.
What are locations?
Locations represent physical places where you store inventory. This could be different stores, warehouses, storage rooms, or any other areas where you keep products.
Examples of locations:
Retail Stores
- • Main Street Store
- • Downtown Location
- • Mall Kiosk
Warehouses
- • Central Warehouse
- • Distribution Center
- • Overflow Storage
Internal Areas
- • Back Room
- • Walk-in Cooler
- • Dry Storage
- • Kitchen
Single vs. Multiple Locations
Even if you only have one physical location, you still need at least one location in the system. Stock records are always tied to a location. For single-location businesses, create one location like "Main Store" or "Warehouse".
Why track multiple locations?
Accurate stock levels
Know exactly how much inventory is at each location, not just the total.
Track transfers
Move stock between locations while maintaining accurate counts at each.
Team access control
Assign team members to specific locations so they only see relevant inventory.
Location-specific reports
Generate reports for individual locations or compare across locations.
Creating locations
Steps to create a location
Location fields
Name
RequiredA clear, identifiable name for the location. This appears in dropdowns and reports.
Example: Downtown Cafe, Warehouse A, Kitchen Storage
Address
Physical address of the location. Helpful for deliveries and navigation.
Example: 123 Main St, City, State 12345
Phone
Contact phone number for the location.
Example: (555) 123-4567
Notes
Any additional information about the location.
Example: Back entrance for deliveries, open 6am-6pm
Managing locations
Edit
Update location name, address, or other details at any time.
Assign Members
Control which team members can access each location.
Delete
Remove locations you no longer use (with stock transfer required first).
Deleting locations
You cannot delete a location that has stock. First transfer all stock to another location, then delete the empty location. This prevents accidental loss of inventory records.
Stock and locations
Every stock record is associated with exactly one location. The same product can have stock at multiple locations.
How stock relates to locations:
Transferring stock
Move inventory between locations using stock transfers. This decreases stock at one location and increases it at another.
How to transfer stock
Transfer tracking
Transfers are recorded in the transaction history at both locations - as an outgoing transfer at the source and incoming transfer at the destination. This maintains a complete audit trail.
Location access control
Control which team members can view and manage inventory at each location. This is useful when you have staff at different stores who should only see their own inventory.
Access levels:
Assigning location access
Team admins can assign members to locations from Settings → Team → Members. Select a member and choose which locations they can access.
Default location
Each team member can have a primary (default) location. This location is pre-selected when adding stock or making adjustments, saving time for routine operations.
Benefits of setting a default:
- Forms pre-fill with your default location
- Stock views default to showing your location first
- Reduces clicks and speeds up daily tasks
Best practices
Use clear names
Name locations so they're instantly recognizable: 'Downtown Store' not 'Location 1'.
Keep it simple
Only create locations you actually need. Too many locations adds complexity.
Set primary locations
Have team members set their primary location to speed up daily operations.
Regular reconciliation
Periodically verify physical inventory matches system records at each location.