Create Locations

A location can represent a warehouse, hangar, workshop, shelf, bin, room, or any other physical place where stock may exist. Locations are important because most inventory workflows depend on knowing where material is located.

Before you receive parts, import stock, create batches, perform stock counts, or transfer material, your inventory locations should be set up in a way that matches your real storage structure.

Why locations matter

Locations are not just labels. They are part of the inventory control structure.

Locations are used when you:

• Receive items into stock
• Store stock at a specific place
• Track batches
• Track serialized items
• Move stock between locations
• Perform stock counts
• Create inventory adjustments
• Review inventory transactions
• Reserve and pick material
• Identify where a part is physically stored

If locations are unclear or too broad, users may know that a part exists but still be unable to find it efficiently.

A good location setup makes the system easier to use and helps support traceability.

Location hierarchy

FlightLogger Maintenance supports hierarchical locations.

This means that a location can have a parent location and sub-locations.

For example:

Warehouse / Room 1 / Aisle A / Shelf 3 / Bin 12

This structure helps users navigate from a broad area to a precise storage position.

A simple organization may only need a few locations, such as Main Warehouse, Hangar, and Workshop.

A larger organization may need a more detailed structure with buildings, rooms, aisles, shelves, bins, compartments, or positions.

Location types

When creating a location, you select a location type.

Available location types include:

• Warehouse
• Hangar
• Workshop
• Remote
• Building
• Room
• Aisle
• Shelf
• Bin
• Compartment
• Position

The location type helps describe what kind of place the location represents.

For example, a top-level location could be a warehouse, and the sub-locations below it could be rooms, aisles, shelves, and bins.

Root locations and sub-locations

A root location is a location without a parent.

Examples of root locations may include:

• Main Warehouse
• Maintenance Hangar
• Remote Storage
• Workshop

A sub-location belongs under another location.

Examples of sub-locations may include:

• Shelf A under Room 1
• Bin 4 under Shelf A
• Tool Cabinet under Workshop
• Compartment 2 under Hangar Storage

Use root locations for major storage areas. Use sub-locations when users need more precise physical guidance.

Before you start

Before creating locations, consider how your organization stores and handles material.

Ask:

• Where is stock physically stored?
• How much detail do users need to find items?
• Which locations receive incoming material?
• Which locations are used for workshop staging?
• Which locations are used for quarantine or review?
• Do you need separate locations for warehouses, hangars, workshops, shelves, or bins?
• Do some items require specific storage conditions?
• Are there remote or customer-specific storage areas?

It is better to design the location structure before importing or receiving large amounts of stock.

Create a new location

To create a location:

1. Go to Inventory.
2. Open Locations.
3. Select New Location.
4. Enter the location details.
5. Select the location type.
6. Choose a parent location if this should be a sub-location.
7. Save the location.

After saving, the location can be used in inventory workflows, depending on user permissions and setup.

Location code

The code is an optional short identifier for the location.

Examples:

• WH-01
• HGR-A
• BIN-12
• WS-STAGE

A good code can make scanning, searching, reporting, and warehouse work easier.

The code should be unique among active locations within the account. If an archived location has the same code, it may affect whether that location can be unarchived later.

Use a code format that your team can understand consistently.

Location name

The name is required and should clearly describe the location.

Examples:

• Main Warehouse
• Hangar Storage
• Shelf A
• Bin 12
• Workshop Staging Area
• Quarantine Area

The name is shown in location lists, breadcrumbs, location paths, and selection fields.

Use names that make sense to the people physically handling the stock.

Location type

Select the type that best describes the location.

For example:

• Use Warehouse for a main warehouse.
• Use Hangar for a hangar storage area.
• Use Workshop for workshop-related storage or staging.
• Use Shelf or Bin for precise storage positions.
• Use Remote for stock stored away from the main facility.

The type helps users understand the role of the location in the hierarchy.

Parent location

Use Parent Location if the new location should sit below another location.

For example, if you are creating Bin 12 under Shelf A, select Shelf A as the parent location.

If the location should be a top-level location, leave Parent Location empty.

FlightLogger Maintenance prevents circular location structures, so a location cannot be placed under itself or one of its own descendants.

Address

Use the address field when the location represents a physical site or storage area where address information is useful.

This may be relevant for:

• Remote storage
• External storage
• Different facilities
• Warehouses at another address
• Customer or partner locations

For internal shelves and bins, the address field may not be necessary.

Contact information

Use contact information when there is a person, team, or external party associated with the location.

This can be useful for remote locations or storage areas managed by a specific department.

Examples:

• Storekeeper contact
• External warehouse contact
• Local responsible person
• Phone number or email
• Access instructions

Storage conditions

Use storage conditions to describe requirements or limitations for the location.

Examples:

• Temperature controlled
• Dry storage only
• Flammable material storage
• Quarantine only
• Tool storage
• Battery storage
• Shelf-life controlled material

Storage condition notes help users understand whether a location is suitable for specific items.

View a location

After creating a location, open it to review its details.

The location page can show:

• Code
• Name
• Type
• Location path
• Address
• Contact information
• Storage conditions
• Sub-location hierarchy
• Stock
• Batches
• Compatible items

The location path helps users understand where the location sits in the hierarchy.

For example:

Main Warehouse / Room 1 / Shelf A / Bin 12

Add sub-locations

You can add sub-locations from an existing location.

For example, after creating Main Warehouse, you can add Room 1 as a sub-location. Then you can add Shelf A under Room 1, and Bin 12 under Shelf A.

Use sub-locations when the extra detail helps users find, count, move, or trace stock.

Avoid creating unnecessary levels if your operation does not need them. A location structure should be detailed enough to be useful, but simple enough to maintain.

Tree view

The Locations page includes a tree view.

Tree view is useful when you want to review the full hierarchy and understand how locations are structured.

Use tree view to check whether locations are placed correctly before you start using them heavily in receiving, stock counts, or imports.

Compatible items

A location can be connected to compatible items.

This can be useful when only certain items should be stored in a specific location.

If compatible items are configured for a location, the system can use that relationship when filtering or selecting locations for items.

If no compatible item restrictions are configured, the location can generally be used more broadly.

Receiving into a location

Locations are used during receiving.

When material is accepted into stock, it must be placed somewhere. Selecting the correct location during receiving helps ensure that stock records match the physical warehouse.

If a receiving location is too broad, users may later need extra manual work to find the material.

For example, receiving into “Main Warehouse” may be acceptable for a small store. For a larger warehouse, receiving directly into “Main Warehouse / Shelf A / Bin 12” may be more useful.

Locations and stock counts

Stock counts depend on locations.

When users perform a stock count, they need to know which physical area is being counted. A clear location structure makes counts easier to plan, perform, and verify.

If stock is spread across many sub-locations, the hierarchy helps users count at the correct level.

Locations and transfers

Stock transfers move material from one location to another.

Accurate locations help users understand:

• Where the material came from
• Where it was moved to
• Who performed the movement
• Which transaction records support the transfer

This is important for traceability and daily warehouse control.

Archiving and deleting locations

Locations may have historical or active inventory records connected to them.

A location may be connected to:

• Sub-locations
• Stock
• Batches
• Receiving inspections
• Inventory transactions
• Stock counts
• Inventory adjustments

Because of this, locations cannot always be deleted freely.

If a location has stock or batches, it must be cleaned up or moved before it can be archived. If it has active sub-locations, those sub-locations must be handled first.

If a location only has historical references, the system may archive it instead of deleting it. This preserves inventory history while removing the location from active lists.

Good practices

Create the main location structure before importing or receiving stock.

Use clear names that match how users describe the physical storage area.

Use codes consistently if your team uses labels, scanning, or warehouse identifiers.

Keep the hierarchy practical. Do not create more levels than users need.

Create precise sub-locations for areas where stock must be easy to find.

Use storage conditions for special handling requirements.

Create dedicated locations for quarantine, workshop staging, or remote storage if your process requires it.

Review locations before large data imports.

Do not delete or archive locations that still contain stock or batches.

Use tree view to check that the hierarchy is understandable.

Example

A simple setup could be:

• Main Warehouse
• Hangar Storage
• Workshop Staging
• Quarantine

A more detailed setup could be:

• Main Warehouse
  • Room 1
  • Aisle A
  • Shelf 3
  • Bin 12

In the second example, users can see exactly where material is stored instead of only knowing that it is somewhere in the warehouse.

What to read next

After creating locations, continue with:

• Manage Batches
• Perform Incoming Inspections
• Create Reservations
• Create Pick Lists
• Perform Stock Counts
• Create Adjustments
• View Transactions