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Locations

Locations

Overview

The Locations screen is where you define and manage the physical places where the organization's fixed Assets sit or can be assigned (branches, warehouses, buildings, floors and so on). It is Master data, later referenced on each asset record, in inventory Count sessions and in other modules. It is mainly used by administrators and users with access to Master data.

How to get there

Menu: Master > Locations

Direct URL: /master/locations

Key concepts

Term Meaning
Code The location's short, unique identifier within the company. It is assigned at creation and cannot be changed afterwards.
Active location A location marked Active is available to be assigned to Assets. Inactive locations are kept in the history but no longer appear in asset selectors.
Company Every location belongs to the company selected in the top bar. When you switch company, the table updates automatically.

How to use it

Create a new location

  1. Click New (the + icon, top right).
  2. Fill in the fields in the New Location dialog (see the Fields section).
    • Code and Name are required.
  3. Click Save.
    • While the system processes, the button reads Saving... and is temporarily disabled.
    • When it completes, a confirmation notification appears and the table refreshes.

Edit an existing location

  1. In the table, click the Code of the location you want to change (it appears as a link).
    • Alternative: right-click the row and choose Edit from the context menu.
  2. The Edit Location dialog opens with the current data.
    • The Code field is disabled; the code cannot be changed once created.
  3. Make your changes and click Save.

Delete a location (one at a time)

  1. Right-click the location's row in the table.
  2. Choose Delete from the context menu.
  3. Confirm the action in the confirmation dialog.
  4. The system deletes the record and shows a success notification.

Delete several locations at once

  1. Select one or more rows in the table (the checkbox to the left of each row).
    • The selection counter appears in the header (for example, "3 selected").
  2. Click the Delete (N) button that appears in the action bar when records are selected.
  3. Confirm the action in the confirmation dialog.
    • If only one location is selected, the message names its code. If several are selected, the message refers to the selected locations.
  4. When it finishes, the selection is cleared and the table refreshes.

Search and filter

  • Use the search bar to filter by Code, Name or City.
  • When filters are active, the header shows an indicator with the number of filtered results.
  • To clear every active filter, click Clear filters in the header.

Refresh the table

  • Click Refresh (the reload icon) to reload the list from the server without reloading the whole page.

Fields

Field Type Required Description Validation
Code Text Yes The location's short unique identifier (for example, WH-01, PTY-OF). It cannot be changed once created. Required. Cannot be empty or whitespace only.
Name Text Yes A descriptive name for the location (for example, "Central Warehouse", "Panama City Office"). Required. Cannot be empty or whitespace only.
Address Text No The location's street address. -
City Text No The city the location is in. It is also a search field in the table. -
State / Province Text No Province, state or administrative region. -
Country Text No The location's country. -
Description Text No Extra information about the location. -
Active Checkbox No Whether the location is enabled for use. Ticked by default at creation. -

Note: the Save button stays disabled while Code or Name are empty.

Permissions

Available to users with access to Master data, as configured by your administrator.

Notes

  • Locations are per company: the table only shows the locations of the company currently selected in the top bar. When you switch company, the table refreshes automatically.
  • An inactive location (Active unticked) does not appear in asset selectors, but its historical data is kept.
  • The Code field acts as a permanent identifying key: plan it before creating the location, because you will not be able to change it later.
  • The first three columns (Code, Name, City) are frozen when you scroll horizontally, so records stay identifiable on small screens.

Troubleshooting

Symptom Likely cause Resolution
The Save button is disabled Code or Name is missing from the form. Fill in both required fields before saving.
The message "Record not found" appears when you try to edit Another user deleted the location since the list was loaded. Click Refresh to reload the table.
No locations appear in the table The selected company has no locations, or active filters exclude every record. Check the company selected in the top bar and clear the active filters.
The Code field is disabled in the dialog You are editing an existing location; the code cannot be changed. If you need a different code, delete the current location and create a new one.
Error when deleting a location The location may be referenced by one or more Assets or other records. Make sure no active asset is assigned to that location before deleting it, or mark the location inactive instead of deleting it.

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