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AutoCount- Multi-Location Module

AutoCount Multi-Location Module: The Complete Guide to Seamless Inventory Management

Managing inventory across multiple branches, warehouses, or locations has long been a challenge for businesses. Balancing stock levels, tracking movements, and generating accurate reports across different sites often lead to inefficiencies when done manually or with non-specialized tools. The AutoCount Multi-Location Module offers a powerful solution tailored to solve these challenges effectively. In this comprehensive guide, we’ll explore every detail about the module, ensuring you understand its full potential.

Introduction to AutoCount Multi-Location Module

The AutoCount Multi-Location Module is a centralized inventory management system designed to streamline operations for businesses with multiple storage or sales locations. Whether you’re managing warehouses across cities or retail outlets in different regions, this module provides real-time visibility and control over your stock. It simplifies inventory transfers, enhances reporting accuracy, and minimizes operational delays, all from one user-friendly interface.

Why Multi-Location Management Matters

For businesses with operations spanning different locations, efficient stock management ensures:

Optimized Stock Levels

Prevent overstocking or stockouts at individual locations.

Reduced Errors

Centralized tracking reduces manual entry errors and mismatched records.

Enhanced Decision-Making

Location-specific data insights improve procurement and transfer planning.

Core Benefits of the AutoCount Module

Centralized Oversight

Manage all stock locations within one system.

Real-Time Stock Visibility

Get up-to-date inventory data for every branch or warehouse.

Cost Efficiency

Save time and reduce labor costs with automated processes.

Features of the Multi-Location Module

Standard Features

Location Maintenance

Add, edit, and manage multiple stock locations with ease.

Stock Transfers

Move inventory between locations seamlessly, including one-to-one transfers.

Location-Based Reports

Generate insightful reports by filtering data per location.

Advanced Features

Access Controls

Set default locations and restrict data access by user.

Customizable Plugins

Add functionalities like Rack Management, Goods in Transit, and Stock Replenishment for specialized needs.

Automated Alerts

Use reorder level settings to automate stock replenishment processes.

Setting Up Multi-Location Stock Management

Steps to Add and Manage Locations

  • Navigate to Stock > Stock Location Maintenance to define or add new locations (e.g., KL ).
  • Existing default locations (e.g., HQ) can be edited or renamed to suit operational needs.
Autocount Multi-location feature displaying the Stock Location Maintenance page with the process of adding a new location, KL.
  • To rename existing locations (e.g., HQ to Ipoh), use Tools > Change Code > Change Location and save changes.
  • Update location descriptions by clicking “Edit”.
Autocount Multi-location feature demonstrating how to rename existing locations, such as changing HQ to Ipoh and updating location descriptions by clicking 'Edit'."

Purchase and Sales Management

Integrate location-specific inventory management into your purchase and sales workflows:

Purchase Document Data Entry

  1. Open Purchase > New Purchase Invoice.
  2. Select the Purchase Location (e.g., IPOH)
  3. Add items and quantities. The system updates the stock balance for the specified location automatically.
Autocount Multi-location feature displaying the process of adding a Purchase Location (e.g., IPOH), selecting an item, specifying the location, and entering the quantity in a New Purchase Invoice."

Sales Document Data Entry

  1. Go to Sales > New Invoice.
  2. Select the Sales Location (e.g., PENANG).
  3. Add the items being sold and confirm the sale. The stock is deducted from the selected location automatically.
Autocount Multi-location feature displaying the process of adding a Sales Location (e.g., PENANG), selecting an item, specifying the location, and entering the quantity in a New Sales Invoice.

Stock Transfers Between Locations

Stock transfers form the backbone of multi-location management. Here’s how the AutoCount Multi-Location Module simplifies it:

One-to-One Transfers

Easily transfer inventory between two locations:

  • Navigate to Stock > Stock Transfer.
  • Select the From Location (e.g., Ipoh) and To Location (e.g., KL)
Autocount Multi-location feature displaying the Stock Transfer screen, where the user selects the From Location (e.g., Ipoh) and To Location (e.g., KL) for transferring stock."
  • Use Item Search > Search > Check All for batch transfers.
  • Add items and their quantities.
  • Confirm the transfer. The stock levels for both locations will be updated accordingly.
Autocount Multi-location feature showing batch transfer using Item Search, adding items and quantities.

Opening Balances by Location

Accurate opening balances are essential when implementing the module:

Using Excel for Bulk Import

  • Open AutoCount Accounting Management Studio and navigate to Import > Import Stock Item Opening.
  • Copy the data from Excel and paste it using Paste from Clipboard.
  • Verify the data and click Import.
Autocount Multi-location feature showing the process of copying data from Excel, pasting it using Paste from Clipboard, verifying the data, and clicking Import.
  • Go back system, Stock > More Stock Maintenance > Item Opening Balance Maintenance > Apply Filter to check the balances.
Autocount Multi-location feature showing the process of checking item opening balances by applying the filter in Item Opening Balance Maintenance.

Generating Reports for Multi-Locations

Detailed reporting allows businesses to make informed decisions:

1. Filters by Location

Generate location-specific purchase, sales, or stock reports:

  • Navigate to a report such as Monthly Purchase Analysis Report and click on More Options to access filter settings.
  • Select a specific location (e.g., IPOH) under the Purchase Location field
  • Similar filters exist for stock and sales reports.
Autocount Multi-location feature showing the process of applying a location filter (e.g., IPOH) in the Monthly Purchase Analysis Report, with similar filters for stock and sales reports.

Use the Group Level field to organize the report:

  • Choose Purchase Location  to group data by the selected location.
Autocount Multi-location feature showing how to group data by the selected Purchase Location.

2. Stock Balance Report

  • Navigate to Stock > Stock Balance Report.
  • Select Inquiry > Preview > Stock Balance for Single UOM.
  • The report will display a list of items with their total balances across all locations, arranged from top to bottom.
Autocount Multi-location feature showing the Stock Balance Report with total item balances across all locations after selecting Inquiry > Preview > Stock Balance for Single UOM.

3. Stock Balance by Location Report

  • Navigate to Stock > Stock Balance by Location Report.
  • Select More Options and tick the Stock Location checkbox.
  • Choose Inquiry > Preview > Stock Balance by Location (Qty Only) to view the balances in a horizontal layout for easy comparison.
Autocount Multi-location feature showing the Stock Balance by Location Report with a horizontal layout after selecting More Options and Preview > Stock Balance by Location (Qty Only).

4. Stock Card Reports

Track inventory movement, costs, and balances over time with the Stock Card Report.

  • Navigate to Stock > Stock Card Report.
  • Select Inquiry  > Preview.
Autocount Multi-location feature showing the Stock Card Report, where the user selects Inquiry > Preview.

Real-Time Stock Visibility

Access Show Instant Info in Stock, Purchase, or Sales module to view stock levels at any location instantly.

Steps to Access Show Instant Info in a Transaction:

  • Open a purchase invoice or other transaction screen.
  • Add the item and click the Show Instant Info button.
  • A pop-up window will display real-time stock balances, grouped by location.
Autocount Multi-location feature showing real-time stock balances by location in a pop-up window after adding an item and clicking Show Instant Info.

Default Location by System

Set default locations for users or system-wide

  • Go to Tools > Options > Miscellaneous to define the default stock location.
  • Save changes and re-login to apply updates for all transactions.
Autocount Multi-location feature showing how to define the default stock location under Tools > Options > Miscellaneous, save changes, and re-login to apply updates for all transactions.

Access Control for Location-Based Management

Control access to inventory data and transactions by user or location:

1. Default Location by User

  • Go to General Maintenance > User Maintenance.
  • Assign a default stock location for each user (e.g., “LOW” is assigned Penang).
  • Save the changes. Every time the user logs in, their default location will be pre-selected.
Autocount Multi-location feature showing how to assign a default stock location (e.g., Penang) to a user under General Maintenance > User Maintenance, with the location pre-selected upon login.

Steps to Configure Document Numbering Format:

  • Navigate to General Maintenance > Document Numbering Format Maintenance.
  • Create unique document numbering formats for each location. (e.g., PG/IV-<000000> for Penang)
Autocount Multi-location feature showing how to create unique document numbering formats for each location under Document Numbering Format Maintenance (e.g., PG/IV- for Penang).

Assign the numbering formats to users:

  • Go to Manage > Assign Document Number Format to Users.
  • Assign the appropriate format to each user (e.g., KL Invoice to Admin and PG Invoice to Low).
Autocount Multi-location feature showing how to assign document number formats to users under Manage > Assign Document Number Format to Users (e.g., KL Invoice to Admin, PG Invoice to Low).

2. Filter by Current User Location

Restrict users’ access to data for their assigned location, enhancing data security.

Enable the Filter Option

  • Go to Tools > System Option Policy.
  • Tick Enable Filter by Current User Location for both Access Rights and In Data Entry
Autocount Multi-location feature showing how to enable 'Filter by Current User Location' for both Access Rights and Data Entry under Tools > System Option Policy.

Assign Access Rights to Users

  • Navigate to General Maintenance > Access Right Maintenance.
  • Search for the keyword Filter in the access list to locate the Filter by Current User Location option.
  • Assign the right to specific users or groups (e.g., LOW) and click Apply.
Autocount Multi-location feature showing how to assign the 'Filter by Current User Location' access right to users or groups under Access Right Maintenance.

Automation in Inventory Replenishment

Avoid stockouts or excess inventory with automated replenishment tools:

1. Steps to Configure Item Level by Location

  • Navigate to Stock > More Stock Maintenance > Item Level by Location Maintenance.
  • Use the Location Filter (e.g., IPOH) to display items for a specific branch or warehouse.
  • Click Edit and then specify the Reorder Level (minimum stock level) and Quantity.
This screen showing how to set the Reorder Level and Quantity for items in a specific location (e.g., IPOH) under Item Level by Location Maintenance.

2. Generating Reorder Advice Reports

  • Go to Stock > Reorder Advice Report.
  • Tick the option By Location to generate a location-specific reorder report.
  • Review items below their reorder levels for each branch.
This screen showing how to generate a location-specific reorder report by selecting 'By Location' in the Reorder Advice Report.
  • Click Generate PO > Generate Purchase Order to create purchase orders directly from the report.
This screen showing how to create purchase orders directly from the report by clicking 'Generate PO' > 'Generate Purchase Order'

Item Price by Location (Applicable for POS Module only)

Steps to Configure Item Price by Location

  • Navigate to Stock > More Stock Maintenance > Item Price by Location Maintenance.
This screen showing how to access Item Price by Location Maintenance under Stock > More Stock Maintenance.

Recalculate Costing Across Locations

For companies dealing with varying costs at different branches, you can standardize costs:

Steps to Recalculate Stock Costing by Ignoring Location

  • Go to Tools > Stock Costing Options > Advanced Costing Option.
  • Tick Ignore Location in Costing Calculation and set a default costing location (e.g., IPOH).
This screen show Tick Ignore Location in Costing Calculation and set a default costing location (e.g., IPOH).
  • Go back to Stock Costing Options and click Recalculate Stock Costing.
  • If previous transactions contain errors, tick the option Update Stock Document Cost before running the recalculation
Autocount Multi-location feature showing how to recalculate stock costing under Stock Costing Options, with the option to update stock document cost if previous transactions contain errors.

Plugins to Enhance Functionality

Take inventory management to the next level with these add-ons:

Stock Request

Streamlines branch-level stock requisitions.

Goods In Transit

Tracks inventory during inter-location stock transfers.

Rack Management

Adds detailed inventory tracking by rack within warehouses.

Stock Replenishment

Automates stock refill calculations based on historical data.

Many-to-Many

Enables bulk multi-location stock transfer efficiently.

Note: These plugins require dealer activation.

Best Practices for Multi-Location Inventory Management

To ensure seamless operations:

Train employees on module features and best practices.

Regularly update system policies to reflect operational changes.

Leverage advanced plugins to streamline workflows.

Streamline Your Accounting Process

Find the Perfect Plan to Optimize Your Business Finances

Discover Plans

Conclusion

The AutoCount Multi-Location Module is a powerful tool that transforms how businesses manage inventory across multiple locations. From real-time stock visibility to advanced plugins for automation, it offers everything a business needs to thrive. With proper setup and usage, businesses can achieve streamlined operations, reduced costs, and improved customer satisfaction.

FAQs

Contact your AutoCount dealer for plugin activation and setup.

Yes, it integrates seamlessly with the AutoCount POS Module.

Use reconciliation tools like Stock Balance Reports to identify and resolve discrepancies.

Absolutely! It caters to businesses of all sizes.

Yes, AutoCount supports multi-currency environments.

Use the Filter by Current User Location feature to restrict access and enhance security.

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