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ReFIS Flow - software for digitising and approving documents
The Locations code list contains the places where the company works - branches, buildings, warehouses or offices - arranged in a tree. You assign a location to a person in the address book, to a project, to a time entry and to an object/goods in the warehouse.
You will find locations in the menu Other → Code lists → Locations. With the function “Add location” you enter:
If a location has “Enable custom sub-locations” checked, after you select it a text field appears next to the field “Location”, where you add a specification, for example a room number, floor or rack. The specification is not added to the code list; it is saved only with the given record.
You enter your own specification on a project, in a time entry, for an object/goods in the warehouse and in the form “Transfer product”. You cannot enter it in the address book or on a goods receipt note, goods issue note or stock transfer note.
On the tab “Contacts” you assign one or more locations to a person; you add another one with the button “Add another location”.
A project can have several locations, each with its own specification. When you search for projects by location, ReFIS also finds projects in its sub-locations. If the company has the Warehouse module enabled, in the project detail you also see the objects/goods located at the project's locations.
A time entry has one location. The locations of the selected projects are in bold at the beginning of the list in the field “Location”. If you add a time entry from a project that has exactly one location, ReFIS prefills it. In the location detail you see the time entries performed at the location with the total time.
You search for time entries by “Time entry location” or “Project location”, in both cases including sub-locations.
Each object or goods item is located either at a location or with a person - you specify this in the field “Where it is located”. On a goods receipt note, goods issue note and stock transfer note you choose from which location the goods are issued and to which they are received. The location is not mandatory on them.
The same product can be at several locations and with several persons at once. In the list of products, the column “Quantity” shows the total quantity at all locations and with all persons together. When you select a location in the left-hand filter, the list is narrowed to the products that are in stock at it (or at its sub-locations), and the column “Quantity” shows the quantity directly at this location.
In the product detail, the section “Where … is located” lists all locations and persons where the product is located, always with the quantity.
You search for movements of objects and goods by “Location” - it finds movements both from and to the location - or by “Destination location”, which finds only movements to it. Both also search in sub-locations.
You deactivate a location that is no longer used with the function “Deactivate locations”. It is then shown in gray in the list of locations. When creating a new record (person, project, time entry, object/goods), you can no longer select it. Records that already have it continue to display it and keep it after editing. In the warehouse filters and on goods receipt notes, goods issue notes and stock transfer notes it remains in the list in gray and you can select it. With the function “Activate locations” you put it back into use.
The function “Delete locations” removes a location permanently: it disappears from persons and projects, time entries and objects/goods remain without a location, and sub-locations lose this placement. You can no longer search warehouse movements by it. So you should rather deactivate a location that you already use somewhere.