Locations

If your business operates in multiple locations, learn how the Locations feature in Zoho Procurement can help you categorize transactions and track financial performance cross different business locations.

Enable Locations

To get started with locations in Zoho Procurement, you first need to enable the feature.

To enable Locations for your organization:

• Go to Settings in the top right corner of the page.
• 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.

Add Locations

Once you’ve enabled the feature, you can create a new location. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Locations under Organisation.
• Click Add Location in the top right corner.
• Enter the location Name.
• Ccheck This is a Child Location if the location that you are adding is a child location and select its 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 of the page.
• Select Locations under Organisation.
• Click Transaction Series Preferences in the top right corner.
• Click + New Series.
• Enter the Series Name. You can even provide the location’s name as the series name.
• Select the location 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, add, and access locations in Zoho Procurement. 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.

Associate Locations With Transactions

You can associate locations with your transactions to track location-specifc financial reports. Here’s how:

• Select the required module on the left sidebar.
• Click + New in the top right corner.
• Select the Vendor Name.
• Select the Location with which you want to associate the transaction.
• Fill in the other details.
• Click Save.

Associate Users With Locations

You can associate users with locations. Only the users that you associate with a location will have access to the transactions of that location. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Locations under Organization.
• Edit or add a new location.
• Click the Click to associate users dropdown next to Associate Users.
• In Location Access field, Select users that you want to associate with the location from the dropdown. Check Provide access to all users option to associate all users with the location.

You can also associate a user to a location from Users & Roles in Settings. To do this:

• Navigate to Settings > Users & Roles > Users.
• Select a user, then click the Edit icon next to Accessible Locations.
• Select the locations you want to associate with the user.
• Click Save.

View Dashboard

By associating locations with transactions, you can easily view each location’s performance directly from the dashboard. Here’s how:

• Go to Home on the left sidebar.
• CLick the Dashboard tab.
• Click the All Locations dropdown in the top left.
• Select a location to view location-specific data on the dashboard.

Edit Locations

You can update the details of a location by editing it. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Locations under Organisation.
• Select a location or hover and click Edit from the drop-down.
• Make the necessary changes and click Save.

Mark a Location as Primary

By default, the organization’s initial details are recorded under the Head Office location, which is marked as the primary location. However, you can add new locations and also set them as primary. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Locations under Organisation.
• Hover over the location you want to set as primary.
• Click the Dropdown icon and select Mark as Primary.
  (OR)
• Click the Star icon next to the location to set it as primary.

Mark Locations as Inactive

If your business doesn’t need a location temporarily, you can mark it as inactive. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Locations under Organization.
• Hover over the location you want to mark as inactive.
• Click the Dropdown icon and select Mark as Inactive. The location will be marked as inactive, and your users will not be able to assiciate it with transactions.

Mark Locations as Active

If your business needs to use an inactive location, you can mark it as active for use. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Locations under Organization.
• Hover over the inactive location you want to mark as active.
• Click the Dropdown icon and select Mark as Active. The location will be marked as active, and your users will be able to assiciate it with transactions.

Advanced Search

You can now use a location as a filter criteria when you perform advanced searches. Here’s how:

• Click the Search icon at the top.
• Select the module and click Advanced Search.
• Select the Location and set other criteria if necessary.
• Click Search.

Delete Locations

If your business no longer requires a location, you can delete it permanently. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Locations under Organization.
• Hover over the location you want to delete.
• Click the Dropdown icon and select Delete. The location will be marked as active, and your users will be able to assiciate it with transactions.
• Confirm your action by clicking Delete in the following pop-up.