Basic Functions in Locations
Locations in Zoho Books allow you to create a hierarchy with up to five levels for both business and warehouse locations. Let’s explore how to set up your locations in Zoho Books.
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Types of Locations
Locations in Zoho Books can be categorised into two types:
- Business Location
- Warehouse location
Business Location
You can set up a five-level hierarchy with the Business Location as the primary level. In this structure, the Business Location serves as the head office, managing all associated branches, warehouses, and transaction stocks.
Warehouse Location
Warehouse Locations are used specifically for stock tracking. You can associate a Warehouse with a Business Location, but a Warehouse location cannot have sub-locations.
Enable Locations
To get started with locations in Zoho Books, you first need to enable the feature. Here’s how:
- Go to Settings in the top right corner.
- Select Locations under Organization.
- Click Enable Locations to enable the feature.
You will receive an in-app notification when the Locations feature is enabled. The current organisation will be considered the Head Office or Primary Location.
Warning: Once you enable Locations, you will not be able to disable it in Zoho Books. However, you can delete the location or mark it inactive.
Create Location
Once you’ve enabled the feature, you can create a new location. Here’s how:
- Go to Settings in the top right corner.
- Select Locations under Organisation.
- Click Add Location in the top-right corner.
- Select a Location Type.
- Enter the location Name.
- Click the This is a Child Location option if the location that you are creating is a child location and select a Parent Location from the dropdown.
- Select the Primary Contact, Transaction Number Series, and the Default Transaction Number Series for the location.
- Click Save.
Configure Transaction Series
You can configure different transaction series to different locations. Here’s how:
- Go to Settings in the top right corner.
- Select Locations under Organisation.
- Navigate to the Transaction Series Preferences tab.
- Click + New Series.
- Enter the Series Name. You can even provide the location’s name as the series name.
- Select the branch with which you would like to associate this series.
- Enter the Prefix and Starting Number.
- You can select Yearly in the Restart Numbering dropdown if you want to restart the numbering of the transaction series after an year.
- You can check the new series that you created in the Preview field.
- Click Save.
User Permissions
Only the Admin of an organization has the permission to enable, create, and access locations in Zoho Books. If you would like to extend these permissions to other users in your organization, here’s what you need to do:
- Go to Settings in the top right corner of the page.
- Select Roles under Users & Roles.
- Scroll down to Locations.
- Check the permissions you want to provide.
- Click Save.
Note: You can associate multiple locations with a user. To do this, go to Users under Users and Roles. Select a User and click Edit next to Accessible Locations. Select the locations that you want to associate with the user and click Save.
