Branches

A branch is a shop or office. Add it on the Branch tab of Company setting, within the number your licence allows; then give it numbering series and map its users.

Administration Company and branches
4 min read
Updated October 20, 2026

For Administrator Owner

On this page

When there is a Branch tab
Add or change a branch
Deactivate, activate and delete
Common questions

When there is a Branch tab

Branches exist only when the company is branch based (a licence setting; see Branch applicable on the Subscription tab, Company details, logo and subscription). Without it, Company setting has no Branch tab and an attempt to add a branch is refused. The number of branches is limited by No of branch on the same tab.

Add or change a branch

Open the tab
Who
Administrator
Where
Company setting > Branch
What changes
A list: Name, Address, Telephone, Contact Person, Status. You can filter the list, and switch between rows and cards.
Add
Where
Add
What changes
The form asks for the Name, Address, PAN (9 digits), Branch manager and Telephone (optional), the branch's Cash Ledger and Bank Ledger (optional), and Active. The system gives the branch its own short code.
Needs
A new name each time: two branches cannot share a name or a short code. The count of branches (active or not) must be below the licence limit.
Give it numbering
Who
Administrator
Where
Document numbering
What changes
A new branch has no numbering series, so its users have no Add button on the sales screens until you add them (Create and manage numbering series).
Map its users
Where
User or the mapping screens
What changes
Users see only the branches they are mapped to (Map several users to a role or to a branch).

Worked example: a second shop opens

ABC Traders already has Head Office, and its licence allows No of branch 3. The administrator sets up Pokhara in four steps.

Step	Where	What is entered	What it does
1	Company setting > Branch > Add	Name Pokhara, the Address, the branch's PAN (9 digits), the Branch manager; Cash Ledger and Bank Ledger left empty; Active on	The branch is saved and the system gives it its own short code
2	Document numbering > Add, once for each kind of document the shop uses	For invoices: Module Sales invoice, Prefix SB2-, Suffix -83/84, Body length 5, Branch Pokhara	Pokhara's counter is separate from Head Office's. Its first invoice is SB2-00001-83/84, while Head Office carries on with SB-
3	User > More branches, or the branch mapping screen	The people who work there	They can Switch branch to Pokhara (Map several users to a role or to a branch)
4	Sign in as one of them	Switch to Pokhara	The invoice Add button is there. Without step 2 it would not be

Step 2 uses the prefix SB2- because a second series with SB- and the same suffix and body length would be refused as the same shape as Head Office's, whatever the branch (Create and manage numbering series).

Later ABC Traders wants a fourth branch. Head Office, Pokhara and a closed shop that is only switched off make three branches: inactive branches count. The save is refused because the licence's branch limit is reached. The way out is to reuse or delete a branch the company no longer needs (a branch that records still refer to cannot be deleted), or to ask Penahak for a larger licence (How the licence decides what a company has).

Deactivate, activate and delete

Edit changes the details. The Active switch cannot be turned off while it is the company's only branch.
Select rows and use Deactivate all, Activate all or Delete all for several at once.
Deactivate a branch rather than delete it. An inactive branch disappears from Switch branch and from the mapping lists, and a user whose default branch is inactive cannot sign in. A deleted branch is gone: the system refuses to delete the last branch, and refuses a branch that records still refer to.

Common questions

Can two branches use the same invoice prefix?

Not with the same suffix and body length: the screen refuses a second series of the same shape. Give each branch its own prefix (Create and manage numbering series).

Which branch does an invoice belong to?

The branch it was made in. Switching branch afterwards does not move it (Work in another branch).