Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Locations” set up options.
In different industries, Locations are known with different names like Branch, Stores, Divisions, and Factory etc. In your Company setup if you have labeled your Location in any Name i.e. Branch or Store, the Label of Location field will appear accordingly but in our help studio, we will use the term “Location” everywhere.
Before we begin, let us understand about the need of Locations setup and the usage of this particular activity.
Most of the business operations are spread over multi locations and you may need to maintain separate financial records for each location or branch, this will help to validate the performance of each location or branch and helps you to make proper business decisions based on the performance of each location. To avoid the difficulties of consolidating the financials at parent level, Alignbooks maintain your accounts for each location on standalone basis along with the consolidated accounts for the whole company.
Therefore, in Locations we setup the Location profile for each Location with all the available data at hand. This is normally a one-time process at the time of new Location addition and this library of data is extensively used to capture, generate and auto generate the required documents and reports in a desired format.
This facility is available only if you have configured “Multi Locations -ON” while configuring your Company Setup. For doing so, go to Configuration -> Company Setup -> General Setup and keep the Multi Location option “ON”.
You can also edit and delete an already created set of information with required authorisation.
The key functions of a Locations Module are:
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Creation of a New Location Record;
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Modification of an existing Location Record;
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Deletion of an existing Location record.
We will be going through the each of these set of information in detail.
New Location Creation–
If you are on home page, you need to click on 
Icon titled as “Configuration” . You will get many options available under Configuration Menu. Click on 
to select this option. The Screen appears will look like;
You can see the 
option at top right of the screen. Click on this option and you will be directed to the relevant Location creation screen. Here you will have two relevant sections where all the required data pertaining to a new Location can be captured.
We will start with Basic first;
 Name: Here you input the name with which you are used to identify your Location.
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 Code: This is a system generated automated code to uniquely identify a Location.
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 GST No.: Enter GST No. of Location if it is different from main operational centre of the company.
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 Inactive: Select “ON” if you want to make a Location inactive. During any business transaction such inactive Location names will not appear in your list of Location name. You can reactivate Location again by selecting “OFF”.
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 Party: Party here represents a Location control account, Select a control account from the dropdown list.
“Location Control Account“ represents the account to be used for giving Accounting impact for transactions (Both Financial and movement of stocks) made with this Location. To tackle and ease the process, Align Book is treating all the locations same like customers to one another.
Example: If location “A” is transferring goods to location “B”, location “A” must debit to location “B” by crediting its inventory for the goods value and vice versa for location “B’’s books.
We are now finished with the basic part and made a unique identification for the Location. We will now look into the Address input of the Location.
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 Address: Input here the complete address which needs to be printed on the invoices/bills and other reports. The address should suffice the requirement of all tax related requirement. Make sure that the address is complete and understandable to any third party Ex. Flat #, Building No./Name, Street name/No., Area, Land mark etc.
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 Country : Select from the drop down the Country of the address entered above. . If the required Country does not exist in the list, you can create a new Country by clicking on  Icon or  option within the dropdown menu.
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 State : Select from the drop down the State of the address entered above. If the required State does not exist in the list, you can create a new State by clicking on Icon or option within the dropdown menu.
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 City : Select from the drop down the City of the address entered above. . If the required City does not exist in the list, you can create a new City by clicking on Icon or option within the dropdown menu.
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 PIN : Input here the required PIN to identify the relevant address. For postal communications Pin code is must.
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 Phone: Input here the most relevant contact number of the Location for a speech conversation.
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 Email: Input here the most relevant email address of the Location for written communication.
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 Longitude: Input here the longitude of Location via Google Map to locate Location easily. Click on  to find your location’s longitude.
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 Latitude: Input here the latitude of Location via Google Map to locate Location easily. Click on to find your location’s latitude.
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 Click on  to Save the values.
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  : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data
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 Click on  to Exit from the New Location Form.
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We are now back to the main screen for the Locations.
Edit: If you wish to Edit a Location, click on 
. The Location details will be opened in edit mode, you can make the required changes and click on 
to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on 
.
Delete : If you wish to delete a location data, Click on 
and confirm the deletion. It is advisable not to delete an location data, you can always opt to make it “Inactive”.
Export : Click on 
to Export the data as visible in the list to an Excel Sheet.
Search : Type a text to search a particular record.
Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column.
Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.
Click on 
to Exit from the Locations.
We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
