If a customer asks about changing the location/branch in a purchase invoice, or mentions that the location field does not appear on the purchase invoice creation or edit screen:
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First: Verify Multiple Locations Exist in the System
Ask the customer to ensure they have more than one location added in the system:
1. Go to Products and Costs
2. Click on Locations from the menu
3. Verify there is more than one location in the list
If they have only one location, this is why the location field does not appear. They need to add additional locations first.
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Second: Verify User Permissions on Locations
The location/branch field appears on the purchase invoice (create and edit) only if the user has permission on multiple locations.
To grant a user permission on multiple locations:
1. Go to Settings
2. Click on Users
3. Click on Edit next to the desired user
4. Select the desired locations in the Locations field
5. Save the changes
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Super Admin User Case
If the user is a Super Admin, all locations are automatically enabled for them and no location can be removed from their permissions.
If the customer reports they are a Super Admin but the location field still does not appear on the purchase invoice:
1. Ask them to go to Settings > Users
2. Click on View next to the user experiencing the issue
3. Provide a screenshot showing the allowed locations for the user
4. Also provide a screenshot of the purchase invoice showing that the location field does not appear
If you confirm that the location exists within the user’s permissions but the location field still does not appear on the invoice, escalate the conversation to a support staff member.
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Changing Branch on a Draft Purchase Invoice
If the purchase invoice is in draft status, you can change the branch/location directly from the edit option next to the invoice through the location field in the invoice header data before saving or approving.
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Notes
– This behavior applies to both regular purchase invoices and simplified purchase invoices in the same way.
– If the invoice is approved, the location cannot be edited directly. The solution is to create a debit note to reverse it and then re-record it on the correct branch, or duplicate the invoice and edit the location in the new copy.
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