The Locations List in QuickBooks Online

How to Use the Locations List in QuickBooks Online: Video

            This video lesson, titled “How to Use the Locations List in QuickBooks Online,” shows you how to create and manage locations using the Locations list in QuickBooks Online. This video lesson is from our complete QuickBooks Online tutorial, titled “Mastering QuickBooks Online Made Easy.”

Overview:

How to Enable Locations in QuickBooks Online:

            If your business operates in multiple locations, you may want to use location tracking in QuickBooks Online Plus. To enable location tracking in QuickBooks Online, click the “Settings” button in the QuickBooks Online toolbar and then click the “Account and settings” link under the “Your Company” heading to open the “Settings” window.

            Click the “Advanced” button in the menu at the left side of the window. Then click into the “Categories” section to the right to activate its settings. Click the “Track locations” toggle switch in this section to set it to the “On” position. Use the “Location label” drop-down that then appears to choose which term to use for your locations. To save your changes, click the “Save” button in this section. Then click the “X” button in the upper-right corner of the “Settings” window to close it.

How to Open the Locations List:

            To manage your locations, click the “Settings” button in the QuickBooks Online toolbar and then click the “All lists” link under the “Lists” heading in the menu that appears to open the “Lists” page. Click the “Locations” link in the “Lists” page to open the “Locations” list page. The title “Locations” reflects the term you selected from the “Location label” drop-down when you enabled location tracking. For example, if you selected “Properties,” then the “Lists” page shows “Properties” as the title of the locations list.

How to Create a New Location in the Locations List:

            To create a new location, click the “New” button in the upper-right corner of the “Locations” page to open a “Location Information” window. Enter the name of the location into the “Name” field. Then check any location option checkboxes to apply them to the location, if needed. If checked, each checkbox shows an additional option for which you must select or enter a value to enable the related location option. To save the location, when finished, click the “Save” button.

How to Manage Locations in the Locations List:

            To run a “Location QuickReport” on a location in the locations list, click the “Run report” link under the “Action” column in the desired location’s row. To edit an existing location, click the drop-down under the “Action” column for the location’s row and then click the “Edit” link to open the “Location Information” window again. Then change any location settings and click the “Save” button to save the changes.

            To inactivate a location, which reduces your usage, click the drop-down under the “Action” column for the location’s row and then click the “Make inactive (reduces usage)” link. Then click “Yes” in the confirmation window that appears to confirm your choice.

            To reactivate an inactivated location, if needed, click the “Settings” button in the upper-right corner of the locations list and then check the “Include inactive” checkbox in the drop-down menu that appears. Doing this then shows the inactive locations in your locations list. Then click the “Make active” link that appears under the “Action” column in the inactivated location’s row.