Location Configuration

7 months ago
TeamPont
3 minutes

The Configuration section defines how each location is set up for inventory, pricing, operations, and invoicing. This ensures locations run smoothly, with consistent rules applied across systems.

1. 📁 Variants

Purpose: Define different inventory types and their variations.

  • Type – Select inventory type (e.g., Office, Desk, Meeting Room, Locker etc).
  • Default Variation – Primary option available for the location.
  • Variant #2 – #5 – Optional additional variations (e.g., Standard, Premium, Executive).

✅ Use Case: Allows defining product options like “Office – Standard” vs “Office – Premium”.

2. 💰 Base Prices

Purpose: Set default pricing for each variant.

  • Type & Variant – Choose which inventory variant pricing applies to.
  • Currency – Pricing currency for the location.
  • Prices – Define charges for selected variant.

➕ Add New Price

  • Unit – Unit of pricing (hour, day, month).
  • Membership Group – Apply pricing to specific customer groups.
  • Effective From / To – Define active duration for pricing.
  • Price Ex Tax – Base price before tax.
  • Add Uplift – Apply uplift amount and unit if needed.

✅ Use Case: Configure flexible pricing models (monthly rent, day-pass pricing, discounts).

3. ⚙️ Operational Details

Purpose: Configure general settings for location operations.

  • Status – Set location status (Live / Pending/ Deactivated/ Closed).
  • Publicly Visible – Toggle whether customers can see this location.
  • Emails to Customers Enabled – Enable automated email notifications.
  • Currency – Default billing currency.
  • Language – Primary language for communication.
  • Area (Unit of Measure) – Define area metrics (sq ft / sq m).
  • Portfolio – Assign to a portfolio group.
  • Opening & Closing Date – Define lifecycle of the location.
  • Opening Time – Set operational hours.

✅ Use Case: Control visibility, currency, and operational timing of each location.

4. 🧾 Invoicing Set-Up

1. ⚙️ Settings

  • Purpose: Define how invoices are generated, scheduled, and automated.
  • Key Fields:
    • Invoice System Generator → Selects which system creates invoice PDFs.
    • Accounting System → Links invoices to a financial system.
    • Invoicing Start Date → Defines from when invoicing should begin.
    • Invoice Date Rule → Configures which day of the month invoices are created.
    • Payment Due Options → Sets due dates in relation to invoice dates.
    • Automatic Invoicing → Enables monthly recurring invoice generation.
    • Processing Day → Defines which day of the month automation runs.

2. 📊 Sequences

  • Purpose: Maintain unique numbering for different financial documents.
  • Key Configurations:
    • Invoice Sequences → Numbers invoices in a structured order.
    • Credit Note Sequences → Assigns sequence to issued credit notes.
    • Deposit Invoice Sequences → Handles deposit invoice numbering.
    • Deposit Refund Sequences → Manages numbering for refunds.

This ensures audit compliance and prevents duplicate document numbers.

3. 🚫 Exclusions

  • Purpose: Exclude specific companies or orders from invoicing rules.
  • Key Features:
    • Add exclusions for companies/orders that should not generate invoices.
    • Useful for internal test accounts, partner companies, or waived billing agreements.

4. 💳 Payment Details

  • Purpose: Define custom payment instructions that appear on invoices.
  • Key Options:
    • Override Legal Entity Instructions → Allows location-specific payment terms.
    • Custom Payment Instructions → Text field to include bank details, references, or specific payment notes.
    • Dynamic Fields Support:
      • <INVOICENUMBER> → Auto-inserts invoice number.
      • <INVOICEAMOUNT> → Auto-inserts payable amount.

Ensures clarity for customers on how and where to pay.