Setting Up Financial Management › Locations

Locations

Locations represent the geographical locations (or departments) where a company conducts its business. Locations, such as a city, state, or country are uniquely associated with one entity. If you have defined multiple entities that share the same physical location, define separate locations for each entity.

Each location can have an address, telephone number, and manager name.

More information

Entities

By Example: Uniquely Named Locations for Multiple Entities

Create Locations

Edit Locations

By Example: Uniquely Named Locations for Multiple Entities

Forward Inc has a wholly owned subsidiary named FI Back Office Systems. Forward Inc maintains two separate general ledgers for each business. When setting up the financial structure, Forward Inc created two entities-one for itself and another for the wholly owned subsidiary. Both companies have offices in the same geographical location. To create entities and associate the same location uniquely to each entity, Forward Inc created two location OBSs. They were named frd_locations for the Forward Inc entity and fi_locations for the Fi Back Office Systems entity. Forward also created city locations for each entity location using unique identifiers and names.

Once setup, Forward Inc associated their business units, departments, and groups to the locations. Similarly, FI Back Office Systems did the same.

You can associate a location with many departments. You can associate a department with many locations. Locations can be parent locations to other locations, such as a country is a parent to a state or a region. This hierarchy automatically creates the OBS structure for the corresponding department OBS and location OBS.

More information:

Locations

Create Locations

Entities

Create Locations

Use the following procedure to create a location and to associate it to an entity.

Follow these steps:

1. Open Administration, and from Finance, click Setup.

   The financial organizational structure appears.

2. Click Locations.

   The locations list page appears.

3. Click New.

   The create page appears.

4. Complete the following fields:

   Location Name

   Defines the location name.

   Limits: 32 characters

   Location ID

   Defines the unique identifier for the location. This field cannot be edited after it is saved.

   Entity

   Specifies the entity to which this location belongs. This field cannot be edited after it is saved.

   Parent Location

   Specifies the location to which this location belongs.

   Description

   Defines the detailed description.

   Address1, Address2, Address3

   Defines the location address in three available lines.

   City

   Defines the city for the location.

   State

   Defines the state for the location.

   Postal Code

   Defines the ZIP Code for the location.

   Country

   Defines the country for the location.

   Phone

   Defines the telephone number for the location.

   Fax

   Defines the facsimile number for the location.

   Manager

   Defines the name of the manager of the location.

5. Save the changes.

More information:

Locations

Entities

Edit Locations

View Sub-locations of Parent Locations

Edit Locations

You cannot delete a location if it is used or associated with any one of the following:

• Department
• Supplemental customer information
• Entity
• System defaults
• Unposted transactions or transactions under adjustment
• Resources
• Chargebacks or GL Allocation

Follow these steps:

1. Open the location.

   The properties page appears.

2. Edit the following fields:

   Location Name

   Defines the location name.

   Limits: 32 characters

   Parent Location

   Specifies the location to which this location belongs.

   Description

   Defines the detailed description.

   Address1, Address2, Address3

   Defines the location address in three available lines.

   City

   Defines the city for the location.

   State

   Defines the state for the location.

   Postal Code

   Defines the ZIP Code for the location.

   Country

   Defines the country for the location.

   Phone

   Defines the telephone number for the location.

   Fax

   Defines the facsimile number for the location.

   Manager

   Defines the name of the manager of the location.

3. Save the changes.

More information:

Locations

Create Locations

View Sub-locations of Parent Locations

If the location is a parent to other locations, you can view a list of these locations and edit them as desired.

Follow these steps:

1. Open the location.

   The location properties appear.

2. Open the Properties menu and click Sub-locations.

   The sub-locations list appears.

3. Click a sub-location link to view or edit the properties of the selected location.

More information:

Locations

Create Locations

Associate Departments with Locations

You can associate a location with one or more departments. Before you can do that, verify that you have created departments and associated them to the same entity as the location.

Follow these steps:

1. Open the location.

   The location properties appear.

2. Open the Properties menu and click Departments.

   The departments list appears.

3. Click Add.

   The add departments page appears.

4. Select the check box next to each department you want to associate with the location and click Add.

   The selected departments are associated with the location.

More information:

Locations

Create Locations

Create Departments

Remove Department Associations From Locations

If all of the following are true for the department, you can remove the association between a department and location.

• Financially enabled investments are not using it.

  For more information, see the Project Management User Guide.

• Financial transactions are not associated with it.
• A financially enabled resource is not using it.

  For more information about managing resources, see the Resource Management User Guide.

More information:

Departments

Locations

Create Locations