New Customer Branch Creation Form

Efficiently managing multiple locations or sub-entities under a single customer profile is vital for accurate logistics and accounting. The New Branch form allows you to create specific delivery points or departmental hubs that remain financially linked to the primary Customer "Master Data." This ensures that while goods are shipped to different locations, the billing and aging balances can be consolidated or tracked per branch as needed.
 
You can access the branch creation screen through two primary methods: Module Navigation by going to Customer Module > Branches Tab > clicking "+ Add New"; or On-the-Fly by clicking the + icon next to the Branch dropdown while creating a Sales Order or Invoice.
 
The New Branch form is designed to capture localized contact, operational, and accounting defaults. Ensure all mandatory fields (marked with an asterisk *) are completed to maintain data accuracy.
 
Name and Contact
This section defines the identity and tax categorization of the specific branch:
  • Customer*: Select the parent customer from the dropdown. This links the branch to the main legal entity.
  • Branch Name*: The full name of the specific location (e.g., Mumbai Branch, Westside Warehouse). This name appears on delivery notes and shipping labels.
  • Branch Short Name*: A brief identifier or code for quick searching within the system.
  • Tax Group: Assign the default tax rule for this location (e.g., GST, IGST, or Exempt). This is critical if the branch is in a different state or tax jurisdiction than the main office.
 
Sales
Set operational defaults to automate transaction entries for this branch:
  • Sales Person: Assign a specific staff member responsible for managing this branch’s accounts.
  • Sales Area: Categorize the branch by territory (e.g., North, South, Local) for filtered sales reporting.
  • Sales Group: Group multiple branches together for specific marketing or regional analysis.
  • Default Inventory Location: Select the warehouse from which this branch usually receives its goods.
  • Default Shipping Company: Choose the preferred courier or transport service used for shipments to this branch.
 
GL Accounts (GL Mapping)
These settings allow for localized accounting by linking specific branch transactions to the General Ledger:
  • Sales Account: The revenue ledger where income generated from this specific branch is recorded.
  • Sales Discount Account: The ledger used to track discounts given specifically to this branch.
  • Accounts Receivable Account: The asset ledger tracking the total money owed by this specific branch location.
  • Prompt Payment Discount Account: Records the cost of early-payment incentives offered to this branch.
  • Bank Account Number: Store the branch-specific bank details for reference during localized payment reconciliation.
 
General Contact Data
Specific communication details for the branch staff:
  • Contact Person: The name of the primary individual to contact at this specific location.
  • Phone Number: The primary phone or mobile number for the branch office.
  • Secondary Phone Number: An alternative contact number for the branch.
  • Fax Number: The branch's fax number for traditional document transmission.
  • E-mail: The specific email address for this branch to receive localized order confirmations and invoices.
  • Language: Select the preferred language for communication with this branch (defaults to Customer Default).
 
Addresses
Define the physical and geographic location for logistics and tax mapping:
  • Mailing Address: The full street address where physical mail or documents should be sent.
  • Billing Address: The address to be printed on the invoice for this branch (if different from the mailing address).
  • General Notes: A free-text area for internal branch-specific comments, such as "Closed on weekends" or "Loading dock in rear."
  • Customer’s Country: Select the country where the branch is located.
  • States: Choose the specific state. Use the + icon to add a new state if not listed.
  • City: Select the city from the dropdown. Use the + icon to add a missing city instantly.
  • Post/Zip Code: Enter the postal code to ensure accurate tax jurisdiction and delivery routing.
 
Note: Our system automatically populates these default values in transaction forms (Orders, Deliveries, Invoices) when this specific branch is selected. This significantly reduces manual entry and minimizes errors in tax and shipping data.
 
Importing Branches from Other ERP Systems
The Branch Import feature is a specialized tool designed to help businesses with multiple locations migrate their data quickly. Instead of manually creating each delivery point or sub-entity, you can bulk-upload your entire branch network. This ensures that your logistical defaults—such as specific warehouses and shipping companies—are accurately mapped from the start.
  Accessing the Branch Import Feature
You can access the branch import screen through two primary routes:
  • Direct Path: Navigate to Customer Module > Import/Export > Branches.
  • Setup Path: Go to Setup > Import/Export > Branches.
  Field Definitions for Branch Data Migration
When preparing your Excel or CSV file for import, ensure the following fields are mapped correctly to match the system requirements:
  • Customer*: The Name or ID of the parent customer this branch belongs to. This links the branch to the correct financial master record.
  • Branch Name*: The full descriptive name of the location (e.g., Chennai Hub, Dubai Office).
  • Branch Short Name*: A brief identifier used for quick selection in transaction dropdowns.
  • Contact Person: The primary staff member at this branch location.
  • Phone Number & E-mail: Specific communication details for this branch to ensure delivery notifications reach the right place.
  • Tax Group: The tax rule (e.g., GST, Exempt) applicable to this branch's specific geographic location.
  • Sales Person & Sales Area: Assign the local representative and the territory (e.g., Local, Export) for localized reporting.
  • Default Inventory Location: The specific warehouse/store from which this branch usually fulfills orders.
  • Default Shipping Company: The preferred transport provider for deliveries to this specific address.
  • GL Accounts (Mapping): The specific ledger codes (e.g., 4510 for Discounts, 1200 for Receivables) that automate the accounting for this branch's activities.
  • Address (Mailing & Billing): The full physical location details for shipping and legal documentation.
  • City, State, & Country: Regional data used to determine tax jurisdictions and logistics routes.
  • Post/Zip Code: The postal identifier required for accurate courier routing and tax mapping.
  Best Practices for a Successful Branch Import
  • Use the Template: Always download the sample CSV/Excel file from the import screen. The system requires specific column headers to recognize your data.
  • Cross-Reference Customers: Ensure the "Customer" name in your file exactly matches the Customer Name already existing in your ERP database to avoid link errors.
  • Cleanse Your Data: Remove any hidden symbols or extra spaces in phone numbers and email fields before uploading.
  • Check GL Codes: Ensure the Account codes provided (like 1200 or 4510) already exist in your Chart of Accounts.
 

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