Warehouses & Locations

A location is a place where you hold stock: a warehouse, a store, a stockroom, or a van. It is an independent master file with a name and, optionally, a parent location, so you can nest a set of storage areas under a warehouse and a set of warehouses under a region. The bookkeeper or accountant sets locations up once, and everyone selects from the list wherever a document needs to know where goods sit.

Unlike a customer type or a product category, a location is not just a reporting label. It drives real inventory behaviour, so it is worth setting up deliberately:

• Inventory is counted per location. ZyncLedger tracks on-hand quantity, average cost, and value separately for each product at each location. The same item can show 40 units in your main warehouse and 5 in a shop, and inventory reports can break the balance down location by location.
• Transactions record a location. Sales, purchases, and stock movements stamp a location on their lines, and that is what tells ZyncLedger which location's stock to raise or reduce. A Stock Transfer moves quantity from one location to another; an invoice or a GRN issues or receives stock at the location on each line.
• Numbering can be split by location. You can give each location its own document number series, so every shop's invoices run in their own sequence. See Document numbering.

Before you start

Every new business starts with one location named Main, already active and approved, so you can begin trading immediately. Add more locations only when you actually store or sell stock in more than one place.

You need the create locations permission to add one, the edit locations permission to change one, the approve locations permission to approve it, and the delete locations permission to remove one. These are set per user under Permissions.

Create a location

1. Open the Locations list

   Go to Lists → Locations. The list shows every location with its Parent, its Status (Active or Inactive, and Approved or Pending), and who created it.

2. Start a new location

   Select Add Location. The Create New Location panel opens from the right.

3. Enter the location name

   Type the Location Name (required), for example Kandy Warehouse. Each name must be unique.

4. Choose a parent location (optional)

   Use Parent Location to nest this location under a broader one, for example placing Colombo Shop under Western Region. Search for the parent and select it, or leave it blank for a top-level location. A location cannot be its own parent, and the hierarchy can be at most five levels deep.

5. Set the status flags

   Two checkboxes control whether the location can be used:

   Field	What it does
   Active	On by default. An inactive location stays for history but is not offered when you pick a location on a document.
   Approved	Off by default. A location is only offered for selection once it is both Active and Approved. Ticking this needs the approve permission. Once a location is approved, this box is locked.

6. Save

   Select Create Location. The location appears in the list and, once approved, in the location picker on stock and transaction screens.

Edit, deactivate, or delete

Select the edit icon on any row to rename a location, change its parent, or change its flags. To stop a location being used without losing its history, clear its Active flag rather than deleting it.

Related

• Products & Items — the items whose stock is held at each location.
• Stock Transfer — move stock from one location to another.
• Document numbering — split a document type into a separate number series per location.
• Branches — the other organizational dimension you can stamp on transactions.