Items Not Activated in the Correct Location / Cost Center

Overview

In SUPY, items must be activated in the correct location to be used in daily operations. Even if an item exists in the central repository, it will not appear in workflows such as GRN receiving, stock counts, transfers, or recipe usage unless it is properly activated for that location.

This commonly occurs during onboarding, when new branches are added, or when items are created centrally but not rolled out to all required locations.

What Happens (Impact)

When items are not activated in the correct location:

• The item does not appear in operational workflows

• Teams are unable to order, receive, count, or transfer the item

• Users create duplicate items as a workaround

• Inventory tracking becomes fragmented

• Reporting becomes incomplete or misleading

Typical Indicators

You may notice:

• The same item is visible in some branches but missing in others

• The item does not appear in:

  • GRN item selection

  • Stock count lists

  • Transfer requests or issues

• Store teams report that they “can’t find the item”

• New items are created even though they already exist in the system

Root Cause (How It Happens in SUPY)

In SUPY:

• Items can exist in the repository without being activated in all locations

• Each branch must have the item enabled to appear in operational workflows

This typically happens when:

• Items are imported but not assigned to all branches

• New locations are added after initial setup

• Manual branch-level item creation is used instead of central activation

Best Practice (How to Prevent This)

To avoid activation issues:

1. Centralize item creation

   • Maintain one master repository for all items

2. Activate items in all relevant locations

   • Ensure new items are rolled out to every branch that uses them

3. Use bulk actions

   • Activate items across multiple locations at once

4. Review activation after changes

   • Always review item availability when adding new branches or locations

How to Fix

Using Bulk Actions:

1. Go to Repository → Items

2. Search for and select the affected item(s)

3. Use Actions / Bulk Actions

4. Choose:

   • Add to Locations to activate missing branches, or

   • Replace Locations if current assignments are incorrect

^{(Using Add to Locations/Replace Locations Bulk Actions)}

Activating Items Location Manually:

1. Go to Repository → Items

2. Search for and choose one affected item

3. Toggle on the buttons for its Active Location(s)

4. Click Save

^{(Manual Activation of Items Location)}

Confirm the item appears correctly in:
a. Orders pages
b. Stock pages

Operational Tip

If teams request new items because they “can’t see” an existing one, always check item activation first. Resolving this early prevents duplication and long-term reporting issues.

Why This Matters

Correct item activation ensures:

• Smooth operations across all branches

• Clean and consistent inventory tracking

• Reliable COGS and variance reporting

• Less confusion for store teams

Proper activation keeps your item repository clean, scalable, and easy to manage.

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