Set up your locations

Locations are where your work happens: your depots and the structure above them. They feed the GL code and reporting.

Your locations sit in levels, from the top down: your account, then an optional Division, then an optional Branch, then Depot. The Depot level is always on. You choose whether to add the other two.

If your account has renamed these levels under Terminology, the screens use your words. This page uses the defaults.

Open Locations

1. In the sidebar, select Settings.
2. In the index on the side, open Operations and select Locations. Or type "locations" into Filter settings.

The card lists your locations as a tree, with each location's Name, Code and Entity code. Under the title, Levels: shows the levels you use. If you can change locations, you also see Set up your locations until you add a location of your own.

Owners and Admins can change locations. Everyone else sees the list with You can view the locations but not change them.

Add a location

1. Select Add location. To add one under an existing location, select the plus icon at the end of that row.
2. Enter a Name, for example Melbourne.
3. Optionally enter a Code, for example 03. It becomes part of the GL code. It keeps leading zeros and must be different from every other code at the same level under the same parent.
4. Check the Level. It starts on Depot, the lowest level, so change it only when you are adding a Division or Branch.
5. Under Sits under, choose Directly under the account or a location at a higher level.
6. If your accounting needs one, enter an Entity code. It is your ERP company code, and locations below inherit it unless they set their own.
7. Select Add location.

Location added confirms it. To change a location later, select its name or the pencil icon. A location keeps the level it was created at; to use a different level, archive it and add a new location.

Give a depot its address

A Depot that is a yard or facility you operate from can have a physical depot: its address, service radius and site contact. Add the location first, then select its name in the list to open it.

1. Under No physical depot, select Add a physical depot.
2. Start typing the address in Search & Autocomplete Address, then pick it from the search results. The address fields below fill in from your choice.
3. Set the Service Coverage Radius, or turn on Nationwide Coverage, and add a site contact if you want one.
4. Select Create Depot.

The address has to come from the search results, because the depot needs its map location for service coverage. An address typed straight into the fields is refused with Please search and select a verified address to determine accurate depot coordinates. Search for the address again and pick it from the list.

Add a level above your depots

To group your depots under Branches, add the Branch level first, then place the depots you already have.

1. Select Edit levels.
2. Next to the level you want, select Add Branch (or Add Division). Level added confirms it.

To remove a level, select Remove beside it. A level that still has locations shows In use. Archive or move its locations to remove it., and you cannot remove it until they are archived or moved.

Place your existing locations

If you have locations at the level below the one you added, Place locations opens straight after Level added. It lists them so you can choose a new parent for each. If there are none, no dialog opens. When you add two levels at once, for example Division → Branch → Depot over depots only, it asks about the depots: choose a Branch for each one, creating the first branches in the dialog. Once you close it, if any branches exist, Place locations opens again for the branches: create your divisions there and choose a Division for each branch.

Placing is optional. Anything you leave alone keeps its current parent.

If you have no Branch yet. The dialog opens on Create your first Branch, because locations can only be placed under a Branch that exists.

1. Type the name under Branch name, for example Victoria.
2. Check Sits under. It starts on the location your depots already share, or on Account if they do not share one. Change it if the Branch itself belongs under a higher level.
3. Select Add Branch.

Victoria added confirms it. The new Branch saves straight away, whether or not you save your placement afterwards. It is already chosen as the place to move depots to, and if you had ticked depots first, it is applied to them.

If you already have a Branch, select Add another Branch to add more.

Choose where each depot goes. The table lists each Depot with the location it is Now under. Nothing is saved until you select Save placement.

• Several at once. Tick the depots you want, or tick the box in the header row to select them all. The bar above the table reads Move 3 selected to. Choose a Branch from Choose…, then select Apply.
• One at a time. Use the picker in the Branch column. It starts on Keep current.

The line at the bottom keeps count, for example 2 moves ready to save. A depot you leave on its current parent does not count. Until you have chosen at least one, it reads Choose a Branch for at least one Depot to save.

When you are ready, select Save placement. Locations placed confirms it, and the dialog closes.

Close without saving

Skip for now, the Escape key and a click outside the dialog all close it. If you have moves waiting, you are asked Discard 2 unsaved moves? before anything is lost.

• Keep editing returns you to the table with your choices intact.
• Discard closes the dialog and drops the moves that were not saved.

A Branch you already added stays. You can place a depot later by selecting its name in the list and changing Sits under.

When something is rejected

A message appears when the save is refused.

If a save stops partway, the message tells you why. The moves that already went through stay, and the rest remain in the table.

Change the default location

The default location is where records without a location of their own are placed.

1. Select Make default at the end of the row.
2. Read the dialog, Make Melbourne the default location?, which shows the Current default and the New default. It also says how many records follow the change, for example 12 records with no location of their own will follow this change. See Set where records belong.
3. Select Make default.

Default location changed confirms it. Moving the default rewrites no record, and coding already stamped on transactions stays unchanged.

Archive and restore a location

There is no delete. You archive a location you no longer use, and you can restore it later.

1. Select the archive icon at the end of its row.
2. Review what the dialog says archiving changes.
3. Select Archive location.

Location archived confirms it, and the row leaves the list. Archiving never changes coding already stamped on transactions.

Some locations need your answer first:

• Locations sit under it. The dialog says how many, and you choose where they move.
• Records are assigned to it. If workers, assets, projects, orders or asset class defaults have this as their own location, the dialog lists how many of each and says Records assigned to this location must move first. Choose where they go. Choose a location under Choose where they move. Archive location stays unavailable until you do.
• It is the default location. You choose the new default.
• It has a physical depot. The dialog asks What should be archived?. Choose Keep the location, archive only its depot or Archive the location and its depot. If you keep the location, the button reads Archive depot.

The new parent for the locations under it, and the new default, can be a location you don't have yet. Choose Create a location…, type its name, and select Create. A new default starts at the Depot level; a new parent starts at the lowest level above the locations it will hold. Change the Level if you need another. Archive location stays unavailable until the new location is created.

To see archived locations, select Show archived locations, which shows how many there are, for example Show archived locations (2). It appears once you have archived at least one. An archived row carries an Archived badge and a Restore button. Location restored confirms it.

If the list does not load, you see Failed to load locations. Select Try again.