The Multi Location option allows you to track different branches from different Locations, Stock on Service or Parts Vans, Stock in a separate Warehouse or different Divisions within the business. The Masterfile screen allows you to configure the information relating to each Location.
To access the Locations window, go to menu option Others > Maintenance > Locations > Multi Locations selection.
Location -
The Location refers to the name of the Location which could be the Suburb, the Rego Number of a van or the Division you are trying to check.
Location No. -
Each Location is allocated a Location Number for that Location or Division, e.g. 1 for Sydney, 2 for Melbourne etc.
Location Name -
This is the Name of the Location.
This option determines if you wish to use the Location Address or the Main Business Address on your Invoices and other documents.
Location Initials -
This allows you to assign initials to represent a Location e.g. SYD for Sydney or MEL for Melbourne.
You can enter the Address and Phone Number details as required for each Location.
Branch ID, Dept ID -
This allows you to enter a Branch or Department ID which is internally used to identify each Location.
Cash Sale Code -
When a POS Invoice is done, the System by default uses Customer CASH01 for Cash Sales. You can assign any Customer as the default CASH Customer for each Location.
Parts Sale Code -
When a Customer Sales Order Invoice is done, the System by default uses Customer CASH01 for Cash Sales. You can assign any Customer as the default CASH Customer for each Location.
Till Cash Ledger -
The 1010 Ledger is usually the default Ledger for the receipt of cash and cheques. The System allows you to set a different default Cash Ledger for each Location.
Sales Ledger -
When Stock is sold through the System, the Sales Ledger assigned to each Stock Item usually would be the 6020 Ledger Account. This allows you to default Stock Sales for a particular Location to a different Ledger Account which would usually be between 6021 and 6029. This allows you to separate Sales figures for Stock across many Locations.
Expense Ledger -
When Stock is sold through the System, the Expense Ledger assigned to each Stock Item usually would be the 7020 Ledger Account. This allows you to default Stock expenses for a particular Location to a different Ledger Account which would usually be between 7021 and 7029. This allows you to separate expense (cost of sales) figures for Stock across many Locations.
Non Stock Ledger -
The usual Non Stock Ledger for Head Office would be the 7030 Ledger. This allows you to change the Non Stock Ledger for each Location to any number between 7030 and 7999.
Revenue -
The usual Revenue Ledger for Head Office would be the 6030 Ledger. This allows you to change the Revenue Ledger for each Location to any number between 6030 and 6999.
Stock Discrep -
The default Stock Discrepancy Ledger is 9010 and this is automatically used when a Stocktake is done. This allows you to set a different Stock Discrepancy Ledger for each Location.
Bank -
The default Bank Account is generally the 1020 Ledger. You may have different Bank Accounts for each branch which can be assigned to the Bank for each Location. If you change banks you can also assign a different Bank Account through this screen.
BSB and Acct No. -
This shows the BSB and Acct No. linked to your default Bank Account.
Voucher Offset -
This allows you to set a different Gift Voucher Offset Account for each Location to independently track Gift Vouchers.
Default Cash -
The default Cash Account is generally the 1010 Ledger. You may have different Cash Accounts for each branch which can be assigned to the Ledger for each Location.
Bursons Access Code -
This code is automatically assigned to your Location based on the Bursons EzyParts installation.
This allows the user to assign different headers to different types of documents which may have a different Address, Logos etc. from branch to branch. Each Location can have a different Invoice format. This relates to many documents such as:
Job Invoices, Spares Invoices, Purchase Orders, Assets, POS, Letterheads, T&C (PDF) etc.
The URL folders contain documents such as PDF, Excel, Word, Photos and Videos that have been linked to a Job or Customer. When an Invoice or Statement emailed to a Customer the System saves a copy of the PDF in the URL folder. When the iOS or android app is used to upload photos or videos they are uploaded to the Customer's or Job's URL.
Customer/Job -
The Customer URL is used to save documents relating to a Customer or a Jobcard such as Invoices, Statements, Pictures and Videos.
Supplier -
The Supplier URL keeps a copy of the PDF File for any orders or emails to the Suppliers. Many of our Customers use the Supplier URL to store copies of Supplier Invoices, Price Files, Legal Documents and any other documents relating to the Supplier.
Stock Info -
The Stock URL allows you to save documents such as Images, Videos, Fitting Instructions and any other documents relating to the Stock Item.
Stock Images -
The Stock Images folder allows you to set the default folder for images attached to Stock Items to be stored in.
Stock -
The Stock Location refers to the branch in which the Stock is kept for the selected Location. The Location may be in an other Address, in a Service Van or in an other Warehouse. Usually the Stock Location would be the same as the Location selected. However, in some cases the Location maybe used to track Sales for a Department but all of the Stock is held at the Head Office.
Cust/Supp -
The Customer and Supplier Location would usually default to Head Office as several Locations or Departments may all deal with the same Customer list. If a Customer is specifically attached to a Location, especially when branches are in different states then a Customer may belong only to a specific branch.
Quarantine -
In the aviation industry, parts removed from an aircraft need to be quarantined while they are being rebuilt.
The System automatically handles quarantining the Stock for our aviation Customers.
Insert -
The Insert button allows you to add a new Location or Department. You are only able to add as many Locations as you are licensed for. Contact our Sales Department if you require additional Locations.
Save -
The Save button allows you to save a record that has been inserted or where changes have been made and you wish to save the changes.
Delete -
The Delete button allows you to delete the highlighted record.
Clear -
If you begin inserting a new record, the Clear button will clear any information being inserted and return back to highlight the previous record.
Exit -
The Exit button will exit the screen.