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Locations: branches, warehouses and moving stock

Keep stock at several shops and warehouses in LogAI: set up locations in Settings → Locations, see stock per location, move stock between them, and let orders ship from the location that holds every item — with courier pickup addresses linked to each location.

9 min read · Last updated 2026-10-21

A location is a place that holds stock — a shop that sells over the counter, or a warehouse that holds and ships. Every organization starts with one, called Main, set up from your organization address, and while you have only one nothing changes: stock works exactly as before. Add a second active location and LogAI starts tracking stock per location, lets you move units between them, and picks the location each order ships from. Every change still lands in Stock History, now with the location on it.

Settings → Locations

Open Settings → Locations (just after General). Each location is a card showing its name, short code and kind, its address and phone, and two counts: Units on hand and Items in stock. Pills on the card say whether it's the Default, Mine (where you work), Sells online or Not online, linked to a Courier pickup, or Retired. With a single location the page says “One location, nothing to configure”.

A card's … menu has Edit details, Sell online / Stop selling online, I work from here, Make default and Retire location (or Bring back for a retired one).

Add a location and stock it

1. Add the location. On Settings → Locations, click Add location. Enter a Name, pick Shop or Warehouse, fill in the address (at least state and pincode if it will ship orders), choose whether it Sells online, link a Courier pickup address if you have one, and click Add location.
2. Know where existing stock sits. Everything you already had is at your default location (Main, unless you changed it). The new location starts empty.
3. Move stock to it. Open Catalog → Stock History and click Move, or use Move stock on a product (header actions, the table row icon, or the Move button on its Stock tab). Pick the product (and variant), choose From and To — each shows its units, and with exactly two locations the destination fills itself in — type the Quantity or click Move all, add an optional note, and click Move. Goods arriving from a supplier can instead be received straight into the new location from Purchases.
4. Tell LogAI where you work. At the top of the page, Where you work sets the location pre-selected for you when you adjust stock, raise an invoice or ring up a sale. Each team member picks their own (or uses I work from here on a card); until they do, it's the default location.

A move never changes your total: Moving stock writes two linked rows to Stock History — Moved out at the source and Moved in at the destination, with the same quantity — so the organization-wide total stays the same. You can't move more than the source holds, or move to the same location.

Default location and retiring one

• Default — exactly one location is the default: where stock lands when nobody says otherwise — for example for a team member with no “Where you work”, or stock no location accounts for. Make default moves the badge.
• Retire — a location that's no longer used can be retired: its history is kept, it disappears from pickers, and it frees a place in your plan's location limit. It must hold no stock first (“'Pune' still holds stock. Move it to another location first.”), and the default can't be retired — make another location the default first. Team members who worked from it fall back to the default.
• Bring back — retired locations are listed under Retired; Bring back reactivates one, counting against your plan limit like a new location.
• Cancellations and returns put stock back where it was taken from; if that location has been retired since, it goes to the default instead.

Stock per location across the app

• Catalog → Products — the Stock column shows a per-location breakdown under the total (e.g. “Main 12 · Pune 3”), and each row gets a Move stock icon.
• Product drawer — a simple product's Current Stock field shows the same breakdown; the Stock tab has All locations and per-location chips, plus Adjust and Move.
• Editing Current Stock directly (in the table, the drawer or variant settings) applies the difference at your own location. A decrease your location can't cover is refused (“… is spread across locations … Adjust or move it per location instead.”) — use Adjust stock or Move stock for those.
• Stock History — a Location column (transfers read “Main → Pune”), a location filter, a Transfers tab and a Move button. Balances show the location's own count; hover for the organization-wide total.
• Adjust stock — asks which location the change applies to. Set count there sets that location's count, not the organization's.
• Location columns, chips and pickers appear only while you have more than one active location.

Which location an order ships from

When an order takes its stock — a storefront order once it's paid (or straight away for Cash on Delivery), a Point of Sale order when it's created — LogAI takes every line from one location that holds all of it. Storefront orders only consider locations that Sell online; Point of Sale orders consider every active location. Among the locations that can cover the whole order, it prefers, in this order:

• The storefront's Ships from choice (on its card in Store → My Stores, shown with more than one location — Nearest with stock means no preference), or for a Point of Sale order the “Where you work” location of the team member who created it.
• A location in the same state as the shipping address.
• A location whose pincode starts with the same first three digits as the shipping pincode.
• The default location.
• The location holding the most of the ordered items.

The chosen location appears in the order sidebar under Ships from (“Stock was taken from Pune.”). Until the parcel is dispatched you can pick another location there: the stock goes back to the old location and is taken at the new one, both recorded in Stock History. Once the order is Shipped, Out for delivery, Delivered, Cancelled, Failed, in RTO or refunded, its location is fixed.

Orders that need a location: If no single location holds the whole order but your locations together do, the order is put On hold with the signal Needs a location instead of failing. No stock has been taken yet. Open it, pick a location under Ships from (move stock there first if needed) and the stock is taken there and the order returns to its previous status. It can't be marked Shipped, Out for delivery or Delivered until you do. If even all locations together don't have enough, the order is refused as out of stock.

Invoices, the storefront and couriers

• Invoices — a new invoice draws stock from the location of the person creating it (their “Where you work”, else the default). Once it has lines, that location is fixed. A line is refused if that location doesn't hold enough, even when another location does. See Orders, invoices & payments.
• Storefront stock — shoppers can only buy what your Sells online locations hold. Stock at a location with selling online turned off is hidden from the online store and doesn't count at checkout.
• Courier pickup — link a location to one of the pickup locations you've set up under Store → Configuration → Shipping Providers (courier shipping). When you create a shipment for an order, the dialog starts on the pickup address linked to the location the order ships from; you can still pick another.

One location and Sells online: Selling online can be switched off even when you have only one location. Do that and your storefront treats every product as out of stock, because no location that sells online holds anything. Leave it on unless you really mean to stop online sales.

Plan limit and permissions

How many active locations you can have is a plan limit, Branches & warehouses, shown by the usage chip on the Locations page. The standard plans include one location; when you're at your limit, Add location opens the plan-limit dialog instead of the form. Retired locations don't count.

Locations sits in the Catalog group of the roles screen. Only the super admin role gets Create, Update and Manage on it out of the box; grant them to other roles as needed.

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