Setting up branches

If your company operates in multiple locations, you can create branches in Usystems so each location has its own inventory, warehouse, and accounting records. This allows you to track sales, purchases, and stock separately per branch while maintaining consolidated company-wide reporting.

Before you start

• You need admin permissions to create branches.
• You must have enabled the Branches feature in company settings (see "Enabling features: inventory, HR, payroll, manufacturing, branches, multi-currency").
• You should know the branch name and location (city or address).
• Each branch needs a unique identifier and, if you use inventory, its own warehouse and accounting setup.
• Branches are optional; a company can operate with just a head office and no branches.

Steps

1. Go to Settings → Branches or Company Setup → Branches. Open in Usystems

2. Click Add Branch or Add New.

3. Enter the branch name (e.g., "Kabul Main Office", "Herat Branch", "Jalalabad Warehouse").

4. Enter the location or address (e.g., city, street, or landmark).

5. Optionally, add contact details (phone, email) for the branch.

6. If you use inventory, assign a warehouse for this branch (you may need to create the warehouse first).

7. Click Save or Add to create the branch.

8. Repeat for each branch location.

Setting up warehouse for a branch (if using inventory)

Once you create a branch, if you use the Inventory module, you should assign or create a warehouse for that branch:

1. Go to Inventory → Warehouses or Settings → Warehouses. Open in Usystems

2. Click Add Warehouse or Add New.

3. Enter the warehouse name (e.g., "Kabul Warehouse", "Herat Storage").

4. Assign it to the corresponding branch.

5. Click Save.

Recording transactions by branch

Once branches and warehouses are set up, when you create a purchase order, sales order, or inventory movement:

• Select the branch and/or warehouse for that transaction.
• Inventory movements are tracked per warehouse.
• Sales and purchases are recorded under the branch's accounting records.

Accounting impact

Each branch has its own set of accounts or a branch code within the main chart of accounts, so you can report sales, expenses, and profit separately per branch. Consolidated company reports show all branches combined. If a branch transfers inventory to another branch, Usystems records this as an internal transfer (not a sale or purchase) so inter-branch movements do not affect gross profit.

Tips & common mistakes

• Set up warehouse early. If you use inventory, create warehouses for each branch before you start recording stock movements.
• Use clear branch names. Include the location in the branch name (e.g., "Kabul Office" not just "Office") so team members always know which branch they are working with.
• Link branches to users. After creating branches, consider restricting users' access to their assigned branch only (if your system supports branch-level permissions) to prevent accidental cross-branch errors.
• Test inter-branch transfers. If you plan to move inventory between branches, create a test transfer to confirm it is recorded correctly.
• Align accounting with branches. Your chart of accounts may need to be structured by branch (e.g., "Sales – Kabul", "Sales – Herat") if you need detailed per-branch reporting. Consult your accountant on this structure.