# Multi-Location Management If your business has more than one branch or store, ActuaryPOS Hybrid Solution lets you manage **all locations** from a single system. You can track sales, stock, and expenses separately for each location while still seeing the big picture. --- ## What You'll Learn - How to add a new business location - How to manage location-specific settings - How to transfer stock between locations - How to view reports by location - How to control user access by location --- ## How to Add a New Location 1. Go to **Business Settings** from the left sidebar. 2. Click the **Business Locations** tab (or go to **Business Settings → Locations**). 3. Click **+ Add Location**. 4. Fill in the details: - **Location Name** — a friendly name (e.g. "Main Store", "Downtown Branch") - **Landmark** — nearby recognised landmark (optional) - **City / State / Country / Zip** — full address - **Mobile / Alternate Number / Email** — contact details for this location - **Invoice Scheme** — which invoice numbering to use at this location - **Invoice Layout** — which receipt/invoice design to use - **Default Payment Accounts** — default cash/bank accounts for this location 5. Click **Save**. 📸 *[Screenshot: The Add Location form with all fields]* --- ## How to Switch Between Locations 1. Look at the **top navigation bar** — you'll see a **location dropdown**. 2. Click it and select the location you want to work with. 3. All screens (POS, products, stock, reports) will now show data for that location. 📸 *[Screenshot: The top navigation showing the location dropdown]* > 💡 **Tip:** Users with access to multiple locations can switch freely. Users assigned to a single location will only see their own location's data. --- ## Location-Specific Settings Each location can have its own: | Setting | What It Controls | |---|---| | **Invoice Scheme** | Invoice number format (e.g. "MAIN-0001" vs "DT-0001") | | **Invoice Layout** | Receipt/invoice design and content | | **Payment Accounts** | Default cash register and bank accounts | | **Price Group** | Different selling prices per location | | **Tax Rates** | Location-specific tax rules | | **Product Prices** | Each product can have different prices at different locations | --- ## Stock Management Across Locations ### Viewing Stock by Location 1. Go to **Reports** → **Stock Report**. 2. Filter by **Location** to see stock levels at a specific branch. 3. You can compare stock levels across all locations. 📸 *[Screenshot: Stock report filtered by location]* ### Transferring Stock Between Locations 1. Go to **Stock Transfers** from the left sidebar. 2. Click **+ Add Stock Transfer**. 3. Select the **From Location** (source) and **To Location** (destination). 4. Add products and quantities to transfer. 5. Add a **Reference Number** and any notes. 6. Set the **Status**: - **Pending** — transfer is planned but not yet shipped - **In Transit** — goods are on the way - **Completed** — goods have arrived at the destination 7. Click **Save**. 📸 *[Screenshot: The Add Stock Transfer form showing from/to locations and products]* > 💡 Stock is deducted from the source location and added to the destination location based on the transfer status. --- ## Reports by Location Most reports in ActuaryPOS Hybrid Solution can be filtered by location: 1. Open any report (Sales, Purchases, Stock, Expenses, etc.). 2. Look for the **Location** filter at the top. 3. Select a specific location or "All Locations". 4. The report updates to show data for that location only. 📸 *[Screenshot: A report page with the location filter dropdown highlighted]* ### Key Location Reports - **Profit/Loss by Location** — see which branch is most profitable - **Sales by Location** — compare sales across branches - **Stock by Location** — check stock levels at each branch - **Expense by Location** — track spending per branch --- ## Controlling User Access by Location You can restrict users to specific locations: 1. Go to **User Management** → **Users**. 2. Edit the user you want to restrict. 3. In the **Access Locations** section, select which locations this user can access. 4. Click **Save**. 📸 *[Screenshot: User edit form showing location access checkboxes]* - **All Locations** — user can see and work with data from any branch - **Specific Locations** — user only sees data from their assigned location(s) > ⚠️ This is important for security — cashiers should only see their own branch. --- ## Common Questions **Q: Can each location have different products?** A: Yes, you can control which products are available at each location through the product settings. **Q: Can I set different prices for each location?** A: Yes, use **Selling Price Groups** to set location-specific pricing. **Q: Can a customer buy from one location and return at another?** A: This depends on your return policy settings. By default, returns are processed at the selling location. **Q: Can I see combined reports for all locations?** A: Yes, select "All Locations" in the location filter to see combined data. **Q: How do stock transfers affect my reports?** A: Stock transfers move inventory between locations. They do not count as sales or purchases — they're internal movements. --- ## Tips & Best Practices - 📌 **Name locations clearly** — use names everyone recognises (not codes) - 📌 **Set default payment accounts** for each location during setup - 📌 **Restrict user access** — cashiers should only see their own branch - 📌 **Review location reports weekly** — compare performance across branches - 📌 **Use stock transfers** to keep all locations properly stocked