Overview

A location can be a physical location or a division of a business that you need to track separately in CoreBridge.


Before deciding on how to implement CoreBridge for multiple locations your accounting structure should be taken into consideration. This article outlines various ways of setting up CoreBridge when you have more than one location and how that will affect the data export. 


For consistency the examples presented use 2 locations but the same information applies if you have more than 2.


Differences between QuickBooks and Xero will be noted in the Accounting Scenarios section.



Determining Your Export Type

Your export type should be determined before setting up CoreBridge for multiple locations. Knowing your export type will allow you to determine the most appropriate scenario from the list. Both export types give you the same numbers in your accounting software.

Once a CoreBridge system has been set for a specific export type the type should not be changed. If the export type is changed after you are syncing, erroneous data will likely get recorded in your accounting software. Determining which CoreBridge data is missing or duplicated is beyond the scope of CoreBridge support and may require assistance from your CPA.


1. Determine which export options are available with your subscription

    Summary Sync is available with all subscriptions.

    Detail Sync is available with higher level subscriptions.

    If you have questions please contact your sales rep or CoreBridge support.


2. Determine which export options are supported for your accounting software

Use the charts in this article: LINK: Accounting Export Options

3. Choose your export type - Summary Sync or Detail Sync

The articles noted below for each type will provide details to help you decide. 


Summary Sync

This method provides your CoreBridge financial data in journal entry format. The end result is approximately 20-25 journal entries per month.

Detail Sync

This method provides your CoreBridge financial data in transaction format. The end result is 100's or maybe 1000's of transactions per month.


Options For Multiple Locations

There is no right or wrong way to handle multiple locations. There are pros and cons which need to be evaluated for your business.


Option 1: Each location has it's own CoreBridge System (multiple systems/different URL's)

If you have 2 locations, you will have 2 CoreBridge systems


Pros:

  • Each system is completely separate from the other. The customer, contact, estimate, orders, parts, etc. for 1 system is not synced or associated with the 2nd system in any manner.
  • More customization capability since you can tailor all of the settings, parts, pricing, etc. for that specific location. This can be of significant benefit if your locations have vastly different machines, products & services, production workflow.

Cons:

  • Higher potential for duplication of data if your locations are closely related or in the same region.
  • Higher maintenance burden for updating parts, pricing, various other settings, etc. if those changes need to be applied to both systems.



Option 2: All locations are on the same system (one system with multiple locations)

    If you have 2 locations, you will have 1 CoreBridge system and that system will have 2 locations


Pros:

  • One system that contains all customers, contacts, estimates, invoices, parts, etc. This helps to reduce ongoing maintenance, set up, duplication of data, etc.
  • Your customers have the ability to order from any of your business locations and that specific location will have instant access to all past transactions and notes even if they were entered by another one of your locations in the system.
  • All production workflow is available for viewing for all locations at any time, this is especially helpful if your locations routinely assist one another with the production and fulfillment of an order.
  • All reports can be viewed for the overall business (all locations), each location, or a mixed selection of locations.


Cons:

  • Global settings apply to all locations, instead of having the ability to adjust those settings for one location vs. a different location. This can be of benefit in a sense if your locations are closely related to each other, however, in other cases it does limit you in some areas.
  • If your separate locations have different products & services then your staff have to filter through what applies to their location.
  • A single estimate / invoice numbering sequence. However, the sequence can be prefixed with something like "HOU-" and "DAL-" to differentiate between locations.


Accounting Scenarios


1. Summary Sync

A. 2 locations / 1 system / 1 QuickBooks company

  • Journal entries will have sequential numbers across all locations
  • Each location get it's own CLASS in QuickBooks so that it can be separated on QuickBooks reports. The sync creates a CLASS in QuickBooks from each Location name in CoreBridge.
  • QuickBooks must have the CLASS TRACKING option available and turned on (QuickBooks plus and advanced versions support this).
  • Xero: Class tracking is not available in Xero. If locations need to be separated in Xero you will need 2 systems and 2 Xero companies.

B. 2 locations / 2 systems / 2 QuickBooks or Xero companies

  • A QuickBooks or Xero company is required for each system.
  • If each system has only one location, Class Tracking IS NOT required.
  • If each system has more than one location, Class Tracking IS required.


2. Detail Sync

A. 2 locations / 1 system / 1 QuickBooks

  • Transactions will have sequential numbers across all locations
  • Each location get it's own CLASS in QuickBooks so that it can be separated on QuickBooks reports. The sync creates a CLASS in QuickBooks from each Location name in CoreBridge.
  • QuickBooks must have the CLASS TRACKING option available and turned on. (QuickBooks plus and advanced versions support this).
  • Xero: Class tracking is not available in Xero. If locations need to be separated in Xero you will need 2 systems and 2 Xero companies.


B. 2 locations / 2 systems / 2 QuickBooks or Xero companies

  • A QuickBooks or Xero company is required for each system.
  • If each system has only one location, Class Tracking IS NOT required.
  • If each system has more than one location, Class Tracking IS required.


3. Not Supported

A. Detail or Summary Sync / 2 locations / 1 system / 2 QuickBooks or Xero companies

  • All data from a single CoreBridge system will sync to one company.
  • Syncing each individual location to a specific company is not available.
  • IIF export is not a substitute because the IIF file creates a journal entry. It doesn't contain individual transactions.

B. Detail or Summary Sync / 2 systems / 1 QuickBooks or Xero companies

  • It is not recommended to sync two individual systems to 1 QuickBooks or Xero company. (This can cause erroneous financial data)