> For the complete documentation index, see [llms.txt](https://help.supplyd.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.supplyd.co/supplyd-erp/settings/locations.md).
# Locations
**Locations** represent the physical sites where your business operates. Setting up locations in Supply’d helps you manage inventory, track stock movements, and organise purchase orders more efficiently.
By defining locations, you can:
* Keep inventory separate for each site.
* Assign products, suppliers, and warehouses to specific locations.
* Optimise deliveries and stock refills.
* Control user access to specific locations.
Locations provide the foundation for structured inventory management and streamlined operations across your business.
When joining Supply'd you will have entered an address in the sign-up process. This address will automatically be set as your first location within Supply'd. If you have multiple locations, or would like to edit an existing location, you can follow the instructions below.
This document will guide you through:
* [#the-locations-page](#the-locations-page "mention")
* [#adding-a-location](#adding-a-location "mention")
* [#additional-options-for-locations](#additional-options-for-locations "mention") (including editing a location)
* [#adding-a-warehouse](#adding-a-warehouse "mention")
* [#additional-options-for-locations](#additional-options-for-locations "mention")
* [#departments](#departments "mention")
***
## The Locations Page
Clicking on your company name in the top right, then selecting **Settings** will open the **Settings** page.
Scroll down and select **Locations** from the **Settings** menu.
The **Locations** page will open.
You will see 2 tabs on the page:
* [#locations-tab](#locations-tab "mention")
* [#departments-tab](#departments-tab "mention")
***
### Locations Tab
The **Locations** tab lists any locations you have entered.
Selecting a location will bring up all the details for that location under the **About** tab.
The **Warehouses** tab lists warehouses located within the location. These warehouses allow you to separate inventory within a single shipping location.
{% hint style="success" %}
### **Locations vs Warehouses**
**Locations** and **Warehouses** serve different purposes in Supply’d, though they both help organise your operations.
**Locations:**
* Represent your main business sites (eg. retail stores, production kitchens, offices).
* Are more permanent and used for core operations.
* You can send purchase orders and other deliveries directly to locations.
* Can be linked to departments, users, products, and workflows.
* Can include one or more warehouses.
* You can restrict users to locations.
**Warehouses:**
* Represent storage spaces within a location.
* Can be temporary or flexible, like a pop-up or overflow storage.
* You can’t send purchase orders directly to a warehouse, only to a location.
* Mainly used for inventory tracking and stock transfers.
* You can restrict users to specific locations, but not to individual warehouses.
**In short**:
* **Locations** = permanent operational hubs
* **Warehouses** = storage areas tied to those locations
{% endhint %}
***
### Departments Tab
The **Departments** tab on the **Locations** page displays all business units in a location and controls what users can access. A **Department** is an optional way to organise and group operations, teams, or functional areas within that location, helping manage internal processes more efficiently.
👉 See [#departments](#departments "mention") below for more details.
***
## Adding a Location
{% stepper %}
{% step %}
#### Go to the Locations Page
Go to the **Locations** page as described above in [#the-locations-page](#the-locations-page "mention"), ie.
1. Click on your company name in the top right, then select **Settings**.
2. Scroll down and select **Locations** from the **Settings** menu.
***
{% endstep %}
{% step %}
#### Click Add+
To add a new location click **Add+** in the top right corner of the **Locations** page.
The **Add Location** form will open.
{% hint style="success" %}
To open or close the sections on this form click the little arrows to the right of the titles (as circled in red above).
{% endhint %}
Complete the sections as per the guidelines below:
***
{% endstep %}
{% step %}
### **Location Details**
**Location Name\* \[required field]**
Enter a name for the location for internal reference. Often this would be the suburb that the store is located in.
**Location Type**
Select whether or not this address is used for billing and/or shipping. If you select "Shipping" only, the first billing location in your location list will be used as the billing address.
**Address\*** **\[required field]**
Enter the street address of the location. This address should include any shop, unit, level and/or building numbers.
**Suburb\* \[required field]**
Enter the suburb of the location.
**State/Province\* \[required field]**
Enter the state of the location.
**Postcode\* \[required field]**
Enter the postcode for the location.
**Country\* \[required field]**
Enter the country of the location.
***
{% endstep %}
{% step %}
### **Operating Hours**
Select the operating hours for this location when a delivery can be made. This is used to let your suppliers know when deliveries can be made to your premises.
{% hint style="info" %}
If not added, hours will default to 9am-5pm Mon-Fri.
{% endhint %}
***
{% endstep %}
{% step %}
### **Location Settings**
The settings for this location.
**Swatch Colour**
A colour to be used as a reference swatch when receiving and transferring orders.
**Manage Stock**
Select whether or not to manage stock at this location.
**Enable Refill**
Select whether or not locations can refill stock from this location's main warehouse. This will allow stores to place transfer orders for stock at this warehouse.
When **Yes** is selected in the **Enable Refills** field, an additional field - **Refill Locations\*** - will appear.
**Refill Locations\* \[required field]**
Select the locations that are allowed to refill from this location’s main warehouse.
{% hint style="info" %}
This field appears only when **Yes** is selected in the **Enable Refills** field and becomes a required field in that case.
{% endhint %}
**Support Contact**
Enter an optional contact for purchase orders sent from this location.
Leave blank to use account default.
**Support Email**
Enter an optional reply-to email address for purchase orders sent from this location.
Leave blank to use account default.
***
{% endstep %}
{% step %}
### Advanced
Advanced settings for this location.
Gives the Longitude, Latitude and a map of the location.
{% hint style="success" %}
If the map is available and the pin on the map is in the wrong location, you can move the pin to the correct location.
{% endhint %}
**Images**
If desired, you can upload photos of your business.
Click to select the photo from your device and upload it.
***
{% endstep %}
{% step %}
#### Save
Click the to add the location.
{% endstep %}
{% endstepper %}
***
## Additional Options for Locations
Select a location, then click the three dots in the top right to open a menu with addition options.
### **Edit Location**
Opens the **Edit Location** form.
Edit any details required, as per the guidelines for [#adding-a-location](#adding-a-location "mention").
***
### **Advanced**
**Preload Batches** \
\
This action will assign a batch using the average purchase price for each product. \
\
This is useful when you've just created a new location and need to assign product batches to your products there. By preloading batches, you ensure that when you perform your first stocktake at that location, you don’t have to manually assign batches and quantities for each product. Instead, you only need to verify the quantities during the stocktake, making the process faster and more efficient.
You will be asked to confirm.
{% hint style="warning" %}
This action may take some time to complete.
{% endhint %}
**Reset Inventory**\
\
This action will permanently remove all inventory stored within this warehouse.
{% hint style="danger" %}
This action cannot be undone.
{% endhint %}
***
### **Remove Location**
Will remove the location. You will be asked to confirm.
{% hint style="danger" %}
**WARNING:** This will also remove any related warehouses and inventory associated with this location.
{% endhint %}
***
## Adding a Warehouse
If you have a warehouse linked to a Location, or if you would like to edit an existing warehouse, you can follow the steps below. This is optional, as a warehouse isn’t always required - the location itself can serve as the main warehouse.
{% stepper %}
{% step %}
#### Go to the Locations Page
Go to the **Locations** page as described above in [#the-locations-page](#the-locations-page "mention").
1. Click on your company name in the top right, then select **Settings**.
2. Scroll down and select **Locations** from the **Settings** menu.
***
{% endstep %}
{% step %}
#### Select the Location
Select the location from the list. The location details will open.
***
{% endstep %}
{% step %}
#### Open the Warehouses Tab
Go to the **Warehouses** tab. This tab lists any warehouses linked to the selected location.
***
{% endstep %}
{% step %}
#### Click Add+
To add a new warehouse, select the location from the **Locations** list. Under the **Warehouse** tab, click **Add+** in the top right-hand corner.
The **Add Warehouse** form will open.
***
{% endstep %}
{% step %}
#### Complete the Form
Complete the fields as follows:
**Warehouse Name\* \[required field]**
Enter a name to reference the warehouse, eg. Warehouse 1.
**Swatch Colour**
Select a colour to be used as a reference swatch when receiving and transferring orders.
**Enable Refill**
Select whether or not locations can refill stock from this warehouse. This will allow stores to place transfer orders for stock at this warehouse.
**Refill Locations\* \[required field]**
Select the location(s) that can be refilled from this warehouse.
***
{% endstep %}
{% step %}
#### Click Save
Click the to add the warehouse.
{% endstep %}
{% endstepper %}
***
## Additional Options for Warehouses
### Editing & Removing a Warehouse
To edit a warehouse:
{% stepper %}
{% step %}
Click on your company name in the top right, then select **Settings**.
{% endstep %}
{% step %}
Scroll down and select **Locations** from the **Settings** menu.
{% endstep %}
{% step %}
Select the location you would like to edit. The **Edit Warehouse** form will open.
{% endstep %}
{% step %}
Edit any details required, as per the guidelines for [#adding-a-warehouse](#adding-a-warehouse "mention") above.
{% endstep %}
{% step %}
Click to apply the changes.
{% endstep %}
{% endstepper %}
👉 To remove a warehouse, see [#additional-options-when-editing-a-warehouse](#additional-options-when-editing-a-warehouse "mention") below.
***
#### Additional Options when Editing a Warehouse
Clicking on the 3 dots in the top right of the **Edit Warehouse** form will open a menu.
**Preload Batches**
This action will assign a batch using the average purchase price for each product.
This is useful when you've just created a new location and need to assign product batches to your products there. By preloading batches, you ensure that when you perform your first stocktake at that location, you don’t have to manually assign batches and quantities for each product. Instead, you only need to verify the quantities during the stocktake, making the process faster and more efficient.
{% hint style="warning" %}
This action may take some time to complete.
{% endhint %}
**Reset Inventory**
This action will permanently remove all inventory stored within this warehouse.
{% hint style="danger" %}
This cannot be undone.
{% endhint %}
**Remove Warehouse**
This will remove the warehouse. You will be asked to confirm.
{% hint style="danger" %}
This will also remove any inventory associated with this warehouse.
{% endhint %}
***
## Departments
A **Department** within a **Location** is an optional way to organise and group operations, teams, or areas within that location. It helps you manage internal processes more efficiently by allowing you to:
* **Create internal departments** and assign users to them.
* **Restrict product visibility and ordering** to specific departments.
* **Limit production runs** to only the stages a department needs to see.
* **Send POs independently** from each department - with replies going to the right internal contact.
For example, if you have a warehouse within a location, you might create departments for different zones or functions within that warehouse. This adds a layer of structure without needing to create entirely separate locations.
You can assign one or more departments to different areas, such as:
* **Users** – So team members only see and work with what’s relevant to their department. \
👉 See [Users](/supplyd-erp/settings/users.md#departments) in the [Users](/supplyd-erp/settings/users.md) document.
* **Products** – To separate items by department. \
👉 See [Adding Products](/supplyd-erp/products/adding-products.md#product-details) in the [Adding Products](/supplyd-erp/products/adding-products.md) document.
* **Production Stages** – To track which department is responsible for each step in the process. \
👉 See [Creating a Production Product](/supplyd-erp/production/creating-a-production-product.md#production-stages) in the [Creating a Production Product](/supplyd-erp/production/creating-a-production-product.md) document.
{% hint style="success" %}
You can reorder the Departments list by clicking and dragging the three lines next to each name.
{% endhint %}
***
### Adding a Department
{% stepper %}
{% step %}
#### Go to the Locations Page
Go to the **Locations** page as described above in [#the-locations-page](#the-locations-page "mention").
1. Click on your company name in the top right, then select **Settings**.
2. Scroll down and select **Locations** from the **Settings** menu.
***
{% endstep %}
{% step %}
#### Open the Departments Tab
Go to the **Departments** tab.
***
{% endstep %}
{% step %}
#### Click Add+
Click on either the button (only visible when no departments have been added yet) or **Add +** in the top right corner.
The **Add Department** form will open.
Complete the sections as follows:
***
{% endstep %}
{% step %}
#### Department Details
**Department Name\* \[required field]**
A name for reference this department, eg. Warehouse, Deli, Front of House etc.
**Default Recipe Input Mode**
Choose whether recipe ingredients should be entered using **Specific Measurements** or calculated using **Baker’s Percentages**.
* **Use Global Setting:** Applies the default recipe input mode set for the account in the [Production Settings](/supplyd-erp/settings/production-settings.md#production-defaults) of your[Production Settings](/supplyd-erp/settings/production-settings.md).
* **Ingredient Measurements:** Recipes are entered using fixed quantities and measurements such as grams, kilograms, litres, teaspoons, or cups.
* **Bakers Percentage:** Recipes are entered using baker’s percentages, where flour is always set to 100% and all other ingredients are calculated relative to the flour weight.
***
{% endstep %}
{% step %}
#### Order Contacts
Override the contact information that Supply'd uses in specific scenarios based on the department assigned to an order.
**Purchase Order Reply Email**
Enter or select the email address where purchase order replies for this department should be sent.
***
{% endstep %}
{% step %}
#### Xero Settings
{% hint style="warning" %}
This section, along with its fields, will only appear if you have these third-party programs integrated with your Supply’d account.
👉 See the [Integrations](/supplyd-erp/integrations.md) documents for more information,
{% endhint %}
Select the appropriate accounts from the drop-down menus.
***
{% endstep %}
{% step %}
#### Click Save
Click to add this department.
{% endstep %}
{% step %}
#### Repeat
Repeat steps 3 to 7 for any additional departments you wish to add.
{% endstep %}
{% endstepper %}
***
### Editing a Department
To edit a department:
{% stepper %}
{% step %}
Click on your company name in the top right, then select **Settings**.
{% endstep %}
{% step %}
Scroll down and select **Locations** from the **Settings** menu.
{% endstep %}
{% step %}
Go to the **Departments** tab.
{% endstep %}
{% step %}
Select the department you would like to edit. The **Edit Department** form will open.
{% endstep %}
{% step %}
Update the fields as following the guidelines above in [#adding-a-department](#adding-a-department "mention").
{% endstep %}
{% step %}
Click to apply the updates.
{% endstep %}
{% endstepper %}
***
### Removing a Department
Departments can be removed by selecting a department to open the **Edit Department** form, clicking the three dots in the top right, and choosing **Remove Department**.
To edit a department:
{% stepper %}
{% step %}
Click on your company name in the top right, then select **Settings**.
{% endstep %}
{% step %}
Scroll down and select **Locations** from the **Settings** menu.
{% endstep %}
{% step %}
Go to the **Departments** tab to view your list of departments.
{% endstep %}
{% step %}
Select the department you would like to remove. The **Edit Department** form will open.
{% endstep %}
{% step %}
Click on the 3 dots in the top right and select **Remove**.
You will be asked to confirm.
Click .
{% endstep %}
{% endstepper %}
---
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