Multi-Location Bill Management
If your business operates from multiple locations, AccuArk's Bills Management system ensures that bills are organized and accessible by location. This guide explains how locations work with bills and how access control keeps each location's data appropriately segmented.
Bills and Locations
Every bill in AccuArk is assigned to a specific business location. The location is selected when the bill is created and determines:
- Where the bill appears in location-filtered views
- Which users can see the bill based on their location access
- How the bill is grouped in location-based reports
The location assignment is typically the location that incurred the expense. For example, if your downtown location receives a utility bill, that bill should be assigned to the downtown location.
Filtering by Location
The Bills Browser includes a location dropdown that lets you filter bills by location. Your options are:
- All Locations — Shows bills from all locations you have access to
- Specific location — Shows only bills assigned to the selected location
When you select a location, the bills grid refreshes to show only bills for that location. This filter combines with the vendor filter, status filter, and date range, so you can narrow down to very specific sets of bills.
Location-Based Access Control
The Bills Browser respects your user location access permissions. When loading bills from the database, the system joins against the user_location_access table and only returns bills for locations where your account has the view_transactions permission set to active.
This means:
- A user with access to only one location will only see bills from that location, even if they select "All Locations"
- A user with access to all locations will see bills from every location
- Location access is configured by administrators under the user's profile settings
This access control is enforced at the database query level, not just in the UI. Even if a user were to manipulate the interface, they could not retrieve bills for locations they do not have access to.
Location-Based Reporting
The Bills Report also supports location filtering. This allows managers to generate reports for their specific location, while executives can pull reports across all locations for a company-wide view.
When reviewing reports by location, you can compare spending patterns, vendor usage, and payment timeliness across different branches of your business.
Changing a Bill's Location
The location on a bill can be changed by editing the bill and selecting a different location from the dropdown. However, if the bill is linked to a purchase order (PO lock), the location dropdown is disabled and cannot be changed.
What to Read Next
- Navigating the Bills Browser — Complete Bills Browser guide including all filters
- Bills Report — Detailed and Summary Views — Location-filtered reporting
- Creating a New Bill — Setting the location when creating a bill