You can use locations to categorize data from different locations, offices, regions, or outlets of the same company. You can assign each transaction paycheck, year-to-date transaction, and payroll adjustment to only one location. You can specify a location on all transactions except transfers.

By assigning a location to each transaction as you enter it, you can later see locations on reports.

Assigning locations also lets you efficiently manage groups of transactions. For example, you can limit the Deposits screen so that it shows only customer payments for a particular location. This lets you (or an employee who works at the location) see all the payments for one location and deposit them as a group. When you receive payments, however, they are automatically assigned to the location that was given to the invoice when it was entered.

If you need another way of tracking segments of your business, you can use classes, instead of locations or with them.  To learn more about classes, please see our article How can i track different parts of my company? Class tracking or Location tracking.

There are two parts to setting up locations: First, the feature will need to be turned on in Company Settings. Next, create a location in All Lists within the Gear Icon.  Remember, each location can have its own title, company name, address, email, and phone number for forms. Location tracking is only available in QuickBooks Online Plus.

To turn on Location Tracking:

  1. Choose Gear Icon >  Company Settings (or Account and Settings depending on what you see).
  2. Click Company (if you accessed this menu through Account and Settings, click Advanced) from the left menu. 
  3. Click the pencil to the right of Categories and then check the box to Track locations.
  4. Select the terminology to use -  Department, Division, Location, Property, Store, or Territory.
  5. Click Save.

Once this feature is turned on a drop-down menu for Location will appear on your forms. For more information on Location tracking on Sales Forms see Customizing sales forms by location

To set up/add locations:
  1. Choose Gear Icon > All Lists.
  2. Click on Location or whatever terminology you used.  If you don't see Location List, you probably haven't turned on the Track location preference.
  3. Click on New.
  4. Add the Name of one of the locations you want to track.

    Note: You have options to set up a unique title for sales forms, company name, address information, email, or phone number when the location is used. Just click to select the options you want to set up and enter the appropriate information.
  5. Click on Save.

You can also Quick Add a location by selecting <<Add New>> from the Location dropdown menu on your forms. This will only allow you to add the Name; if you want unique form information for this location you will need to edit or set up from the Location list.  

To edit or delete a location:
  1. Choose Company > Lists.
  2. Click on Location List or whatever terminology was used.
  3. Click to highlight the desired Location.
    • To Delete:
      1. On the bottom left click on Delete.
      2. Are you sure you want to delete? click on Yes.
    • To Edit:
      1. On the bottom left click on Edit.
      2. Edit the desired information and then click Save.

The location will now be removed from the Location list or updated with the desired information.

To undelete a location:
  1. Choose Gear Icon > All Lists.
  2. Click on Location or whatever terminology was used.
  3. On the top left click on Include Inactive.
  4. Click on the row of the deleted location to highlight then click Edit on the top right.
  5. Uncheck Inactive.
  6. Click Save.