Stock Locations

A location is any place that holds stock. There are three types:

Type	What it is	Where it comes from
Store	One of your stores, filling stations, restaurants or properties	Created automatically for every store or property you set up in Settings. It takes that store's code and name
Vehicle	A truck in your Fleet	Created automatically for every vehicle. Its code and name are the registration number
Warehouse	A stockholding place that isn't a store, such as a main depot	Created by hand on the Locations screen

Store and vehicle locations follow the store or vehicle they belong to. Renaming the store renames the location. Deleting the store or vehicle makes its location inactive.

Locations are useful when stock sits somewhere other than a till: cement held in a depot, or a load carried on a truck and sold on the road before the truck reaches the warehouse.

Getting Stock Locations

Locations and Stock Transfers come with Point of Sale. Your company needs Point of Sale for either page to open.

Where to find it

Menu	Entries
Point of Sale (called Restaurant at a restaurant) in the standard top or side menu	Stock Transfers and Locations
Cement (business-unit menu, when you have both Point of Sale and Trading), top or side menu	Stock Transfers and Locations
Point of Sale group of the business-unit side menu (a POS-only company)	Stock Transfers and Locations

Who sees what:

• location.view opens Locations to look only: each location's stock and ledger.
• location.manage opens Stock Transfers and lets you add warehouses, run physical counts and ship and receive transfers. stock.adjust gives the same access, so existing roles keep working.

The Locations screen

Locations lists every location, sorted by type and code:

Column	Shows
Code / Name	For a vehicle, both are the registration number
Type	Warehouse, Store or Vehicle
Linked To	The store's name, the vehicle's registration, or "Standalone" for a warehouse
Status	Active or Inactive
Last Count	Vehicles only: when the truck was last counted, or a red Count due badge (see Physical counts)

Each row has these actions:

• Stock: every item with a non-zero quantity at that location. Negative quantities show in red. Click an item to open its ledger.
• Ledger: the latest 200 stock movements at that location, with date, type, item, reference and quantity. Show all items clears an item filter.
• Physical count (needs location.manage, active locations only). See below.
• Deactivate / Reactivate (warehouses only, needs location.manage).

Quantities on this screen are added up from the stock ledger, whatever the location type.

Adding a warehouse

1. Click New Warehouse.
2. Enter a Code (for example WH-MAIN; it's stored in capitals and must not already be used by another location) and a Name.
3. Click Save Warehouse.

A warehouse can't be deleted. Deactivate it instead: an inactive location is no longer offered for transfers, deliveries or receiving.

Stores and vehicles can't be added or deactivated here. Manage them where they're set up: stores in Settings (see Point of Sale → Multi-branch) and trucks in Fleet. A vehicle can also have an optional Home Branch in Fleet.

Stock transfers

Stock Transfers moves stock between locations. Click + New Transfer and choose the Transfer type:

Transfer type	Use for	Flow
Branch to branch (one step)	Moving stock from one store to another	Draft → Approved. Approve moves the stock out of one store and into the other at once
Location to location — ship then receive	Loading or unloading a truck, and anything to or from a warehouse	Draft → Shipped → Received

Pick the From and To locations (they must be different), add notes if you like, and add lines: an item and a whole-number quantity. Save as Draft numbers the transfer automatically (TRF-…; set the prefix in Settings → Numbering). A draft moves no stock.

Ship, then receive

1. Ship: the stock leaves the source location. You can't ship more than the source holds. You'll see "Not enough … to ship" and nothing moves.
2. While shipped, the stock is in transit. It belongs to neither location. An In transit panel at the top of Stock Transfers lists each shipped transfer (from → to) and the total quantity of each item on the way.
3. Receive: the stock is added at the destination and the transfer becomes Received.

Loading a truck is a transfer from a warehouse (or store) to the vehicle's location. Unloading is the reverse.

Voiding a transfer

Void is offered on any transfer that isn't already void. A reason is required, and only what has actually moved is reversed:

• Draft: nothing to reverse.
• Approved or Received: the stock goes back from the destination to the source. Voiding a received transfer is refused if the destination no longer holds the stock ("Cannot void: … has already left …").
• Shipped: the stock in transit goes back to the source.

Each transfer has a printable 🧾 Slip, and ⬇ Export to Excel downloads the full list. Transfer voids appear in the POS Audit Trail.

If you have only one store and no warehouse or truck, Stock Transfers shows a message instead, because there's nowhere to move stock to.

Physical counts

A physical count records what is really at a location and compares it with what the system expects. It's a report only: completing a count doesn't change stock.

1. On the location's row, click Physical count, then New count. Only one count per location can be open at a time.
2. The count is numbered (PC-…) and lists every active Product item with its Expected quantity. Counted starts at the expected figure.
3. Enter what you find. Save draft keeps your figures so you can carry on later.
4. Click Complete count and confirm. Each line's Difference is worked out against the quantity on hand at that moment, and the count is locked.

The count history shows each count's number, date, status, how many lines differ, and who completed it, and when. Click a count to see its lines.

Trucks are counted daily. A vehicle location shows Count due in the Last Count column until a count has been completed for it today.

To correct a store's stock after a count, use + Adjust Stock in POS Reports → Stock Movement. Adjust Stock works on stores only.

Delivering invoiced stock from a location

An invoice with catalog Product lines can take its stock from any active location: a store, a warehouse or a truck.

• Stock Location (default for lines) on the invoice form sets the location for every stock line. When there's more than one location, each line can also pick its own.
• A new invoice starts with your assigned store (or the company's default POS store). An invoice converted from a Sales Order linked to a trip starts with that trip's truck.
• Negative Stock on the invoice decides what happens if a location is short: Tenant default, Allow, Warn before delivering or Block delivery. If the invoice doesn't set it, the item's own Negative Stock Policy applies, then the company's Out of Stock Sales setting.

Stock moves only when you click Post Delivery on the invoice page (needs stock.adjust), not when the invoice is posted. A Draft invoice can be delivered, a voided one can't, and each invoice can be delivered only once. Each line writes a Trading Delivery movement at its location. Delivery Note shows a printable note listing each stock line with its quantity and location.

Receiving goods into a location

Receive Goods on a Purchase Order can put goods into any active location. When the order is linked to a truck trip, that truck is picked for you, so the goods are held on the truck. Sell from it, then transfer what's left to a warehouse.

Checkout stock vs warehouse and truck stock

Checkout only sells from store stock. Stock in a warehouse or on a truck isn't offered at any till until you transfer it to a store.

Screen	Counts
Checkout, POS Reports → Inventory, Trading → Inventory and the Trading Dashboard	Store stock only
Locations	Every location, from the stock ledger
Trading Reports → Inventory Valuation	Every active location, from the stock ledger. Stock in transit is left out
POS Reports → Stock Movement	Every movement. Once you have a warehouse or truck, the store column is headed Location

Permissions

Permission	What it allows
location.view	View Locations: open Locations and see each location's stock and ledger
location.manage	Manage Locations & Transfers: add, deactivate and reactivate warehouses; open Stock Transfers; create, approve, ship, receive and void transfers; run physical counts
stock.adjust	Everything location.manage allows, plus Post Delivery on an invoice and + Adjust Stock in POS Reports

By default, Tenant Admin and POS Manager have all three.

Assign permissions in Settings → Users & Access → Roles & Permission Matrix. See the Permissions Reference.

Related

• Point of Sale: stores, Checkout and POS Reports → Stock Movement
• Trading: Purchase Orders, receiving goods and Inventory Valuation
• Invoicing: the invoices that deliver stock
• Fleet: the vehicles that become truck locations
• Logistics: trips that collect goods on your own trucks