Set Up Locations (1214 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 2:31 PM by Migration Bot

Originally written by John Hardwick, last updated Mar 26, 2026, on the Swan Retail knowledge base (FRS).

This program holds the trading locations. Any location where activities affect the data within SwanFRS should be created and maintained. This includes selling locations, warehouses, docks etc.

Menu Location: System Admin > Sales > Set Up Locations

Location List

The routine has two displays, one listing all the known locations in a tabular form.

Click the FIND button, having specified a search narrative in the text box preceding the button, to filter the list of locations.

Searching is against the location name only.

To return to a full list clear the search narrative and click FIND a second time.

Click the NEW button or New on the side panel to generate a new record.
Click the Location name link (shown in blue text) to amend an existing record.
Click the CLOSE button, or Back option on the side panel to leave the page (or select another option from the menu)

Location Detail

When creating a new location or amending an existing location the following page is displayed.

Click the WEB PRODUCT GROUPS button to view the product groups assigned to this location which will be used when sending data to a website (Subject to configuration) .
Click the ACCEPT button, or Accept on the side panel, to confirm the changes and return to the location list page.
Click the RESET button, or Reset, on the side panel, to reload the page thus disregarding any changes made.
Click the CANCEL button, or select Cancel or Back option on the side panel to return to the location list.
To leave the routine immediately without saving any changes, select another option from the menu.

Item	Description
Location ID	This system generated code is used within SwanFRS for traceability.
Location Description	Specify the location’s trading name.
Company	When SwanFRS is set to multi-company it will be necessary to link the company to the location. It is not possible to change the company once stock has been associated with the location. See Set Up Company (1205 onwards)
Business Area	When configured to use business areas, it will be necessary to link the the location to a business area (or trading location). See Set Up Business Areas (1205 onwards)
Accounts ID	When linked to an accounting system specify the Accounts ID or trading reference, sometimes referred to as a Cost Centre for this location.
HR System ID	When linked to a payroll system, specify the payroll reference for this location. SwanFRS does not used this field in any of its processing.
Address 1 (to 5)	Specify the trading address of this location.
State	For American operators, pick the state in which this location is location. See Set Up States (1205 onwards)
Country	Pick the country of this location. See Set Up Countries (1205 onwards)
Postcode / Zipcode	Specify the postcode / zipcode / Eire code of this location.
Telephone	Specify the main contact telephone number for this location.
Fax	Specify the Fax Number Leaving blank will omit this from prints.
Email	Specify the main email address for this location.
Monthly Sales Budget	Used in commission, specify the monthly sales target (bookings / written sales) for this location.
Manager	Pick the name of the manager for this location. See Set Up Users (1213 onwards)
Logo Filename	When SwanFRS is to include the corporate logo on ‘external' facing documents, specify the name of the image file for this location. The file should be saved in the IMAGE_PICTURES application parameters folder and is recommended to be a jpg format. See Reports Overview
Menu Image Filename	It is possible to replace the standard ‘SwanFRS’ logo displayed in menu bar with a corporate logo. The file must be of svg format Please liaise with Swan should you wish to use this feature.
Double Sided SO Print	Tick if this location is capable of printing on both sides of the page when printing the sales order acknowledgements. This setting applies only to the Sales Order Acknowledgement.
Appointments In Use	Tick if the location operates a customer visit diary system. This is an additional feature requiring a separate license. See Appointments Diary (1213 onwards) for more details of the feature.
Appointments Diary Licence	This field is not user amendable. This field indicates the maximum number of ‘appointment diary’ agents that can be designed as active for this location.
Can Order	Tick if this location is allowed to create Internal Orders.
I/O Stock Category	When creating internal orders, specify the default stock category. It is possible to change this, per item, when creating the internal order - setting simply provides the operator with a default. See Set Up Categories (1205 onwards)
I/O Stock Available To Sell	When generating internal orders specify if the default for stock items is to be set to ‘available to sell’ or not.
I/O Stock For Display	Tick to mark the default setting for internally ordered stock items as destined to be on display.
Can Receive	Tick if this location is allowed to receive goods from the supplier (Goods receipts). This does not affect the ability to receive stock transfers from other locations.
Can Deliver	Tick if this location is allowed to delivery goods to the customer.
Can Collect	Tick if the location is allowed to process a customer collection. The customer attends a location and takes the goods away (once paid for) This differs from pay and take in that the collection occurs at a time after the initial sale has been accepted.
Can Pay And Take	Tick if this location is allowed to process a ‘cash and carry’ / ‘pay and take’ sale. The stock has to be in the selling location and full payment must be taken before the sales can be completed. The sale (or line item) is completed immediately once accepted. This field cannot be unchecked if there is a default cash customer linked to this location.
Can Return	Tick if the location is allowed to take back into stock an item previously taken / delivered to the customer.
Can Sell	Tick if the location is allowed to raise and process sales orders.
Active	Tick to allow SwanFRS activities at this location. It is not possible to remove locations once created, to close a location untick the Active checkbox. This stops further activity against the location but retains trading histories for reporting purposes.
Distribution Centre	Ticking marks the location as a stock holding / distribution location.
Docking Location	Tick if the location is used as a holding location for container stock received at a port or docks requiring customs clearance. It is not possible to sell from a docking location This location is only required if operating with foreign origin containers. See Container Processing Guide
Exclusive	Tick if this location has goods exclusive to it See Exclusive Locations
Tax-Inclusive Prices	Tick if prices in this location are tax inclusive (UK operation) Unticking implies tax exclusive (US operation)
Tax Jurisdiction on Point of Delivery	Tick if taxes are to be calculated using the location holding the item (or service) at the time of confirming the delivery (Finalising the sale).
Outside Carrier	Tick if this location is a place holder for a third-party delivery agent.
Upboard Mode	Specify if this location is using the salesperson allocation format referred to as the ‘upboard’ within SwanFRS. Choices are Off - Not Used On with Receptionist On without a Receptionist See CRM / Up-Board
Upboard Update Mode	When using the upboard, how are actions to be ‘completed’ Choose from Now - Actions must be completed before the salesperson can move on to the next activity. Later - The salesperson may instigate an action, finishing it off at a later time.
New Sales Orders Through Upboard Only	When using the upboard, tick to force the salesperson to create new sales orders via the upboard. Unticking allows sales to be created outside of the salesperson allocation wait list.
Service Escalation Level 1 Owner	When using the customer service suite in partnership with message alerts, specify an operator who is to be alerted if the owner of the message doesn’t complete the task within the stipulated number of days. See Set Up Users (1213 onwards)
Service Escalation Level 2 Owner	When using the customer service suite in partnership with message alerts, specify an operator who is to be alerted as a second tier of alerts should the event not be closed by the original owner or escalation owner after the stipulated number of days. See Set Up Users (1213 onwards)
Internal Service Customer	Not Currently used.
Default Cash Customer	Clicking the hyperlink takes the operator to the Find Customer search engine whereby it is possible to find and select a customer to which anonymous sales are to be assigned to. A different ‘cash and carry’ customer is required for each location. It is not possible to select a customer where the master or delivery address of that customer is blank. It is recomended (and essential for the US market) that the chosen cash customer has the location it is belng selected for, address. Logic within the routine will prohibit the setting of a default cash customer if the location doesn’t allow cash and carry / pay and take.
Stock Visible to Web	Tick if free to sell stock in this location is to be ‘visible’ to a linked website (subject to configuration).
Distribution Point	Choose a location from the pick list to be used as the ‘stock holding’ location. i.e. where is stock sold by this location generally located. It is possible to set a product specific override for this via the Set Up Distribution Links (1205 onwards)
Floor Area	Optionally specify the floor area of this location
Go-Live Date	Not user amendable, this field holds the date SwanFRS trading commenced at this location. At time of implementation your Swan consultant will set this date.
For Home Deliveries	Tick to indicate this location is a place holder for the ‘home delivery’ function. See Home Delivery Orders
Return Bay	Specify the storage area / bay stock is placed when waiting to be returned to the supplier. See Set Up Storage Areas (1205 onwards)
Receiving Bay	Specify the storage area / bay stock is placed when waiting to be returned to the supplier. See Set Up Storage Areas (1205 onwards)
Picking Bay	Specify the storage area / bay stock is held when being picked for delivery. See Set Up Storage Areas (1205 onwards)
Dispatch Bay	Specify the storage area / bay stock is placed when waiting to be loaded on to a vehicle prior to delivery / transfer. See Set Up Storage Areas (1205 onwards)
Auto-Add SKU	Specify an SKU to be added to each and every sales order created by this location. See Automatic SO Additions
Auto-Delivery SKU	Specify an SKU to be added to each and every sales order created by this location where one or more item requires ‘retailer’ delivery. it is only possible to select product linked to product groups marked as ‘delivery groups’ See Automatic SO Additions
Tax-Free Discount Reason	Select a discount reason to be used when processing tax exclusive sales where the taxes are paid for by the retailer. It is recommended that the chosen discount reason is marked as ‘in-active’ to ensure accurate analytics / stop it being used as a point of sale discount reason. See Set Up Discount Reasons (1207 onwards)
Daily GRN Capacity	When using ‘standard put away times’, specify the capacity of this location to process goods receipts per day.
Deposit Account	Optionally specify a nominal account / GL code which will be used to hold the sum of monies received from the customer in advance of delivery. This allows different accounts to be set per trading location, where desired. If not set SwanFRS will use the generic deposit account set within application parameters. See Set Up Nominal Account Codes (1205 onwards)
Third-Party ID	Optionally specify a third-party location ID. This field where set allows data collated in SwanFRS to be sent to third party applications or to be received from third party applications. Where intending to interact with third party systems please ensure Swan are aware of requirements well in advance of requiring data as in some instances software development may be required.
SwanPay Config	This field should be set when operating with SwanPay integrated payments and holds the location specific detail record used when processed embedded payments . See SwanPay - Embedded Payments (1213 onwards) Set Up SwanPay Configuration (1213 onwards)