This article explains how multi-store works in Point of Rental Essentials, including what the HQ location is, how inventory is shared, and how to move items between stores. Setting this up correctly from the start prevents inventory issues and makes managing multiple locations much easier.

Topics Included in This Article

• How Multi-Store Works in Essentials

• Understand the HQ Location

• What You See When a New Store Is Added

• Enable Items at a Store

• Add Inventory to a Store

• Transfer Inventory Between Stores

• Best Practices to Avoid Common Mistakes

• More Information / FAQ

How Multi-Store Works in Essentials

When you use multi-store in Essentials, your company has:

• One HQ location

• One or more store locations

The HQ location acts as a master list of items. Store locations are where inventory quantities live and where rentals actually happen.

Understand the HQ Location

HQ is the “shell” location for your inventory.

At HQ:

• All items exist with zero quantity

• Items are created and then can be enabled in store locations.

• Item changes can be pushed to multiple stores at the same time

You should create all new items in HQ first if you ever want to:

• Share items between stores

• Transfer inventory between locations

• Keep item names, categories, and settings consistent

What You See When a New Store Is Added

When a new store is added to your account:

• You see a new store option in the location dropdown

• The first time you open that store, you’re guided through setup

You’ll typically enter:

• Store name

• Address and contact info

• Taxes

1) Enable Items at a Store

1. Go to Inventory > open Quick Filters.
   
      

2. Select Show Disabled. The disabled items will be visible.
   
     

3. Find the items this store will carry.

4. Select the items by checking the box next to them.

5. Click Actions > Reactivate Items.
   
     

6. Once enabled, items appear at that store with zero quantity.
   

2) Add Inventory Quantity to a Store

1. Go to Inventory.

2. Open the item by pressing the Pencil icon. 
   
    

3. Click the Stock tab.
   
      

4. Add quantity using the option that matches your item type:

1. Use Quick Add for bulk items.
   

2. Use serialized item entry for serialized items.
   

This works the same way as single-store inventory setup.

Transfer Inventory Between Stores

To move inventory from one store to another, the item must have been created in HQ.

Transfer Bulk Inventory

1. Go to the store that currently has the quantity.
   
    

2. Go to Inventory > Search for the item > Open the item by pressing the pencil icon. Please note that the item must be enabled in both stores. 
   

3. Click the Stock tab.

4. Press Transfer Inventory option.
   
    

5. Choose the destination store.

6. Enter the quantity.

7. Click Save.
   
   
   

Transfer Serialized Inventory

1. Go to the store that has the serialized item.

   

     

2. Go to topbar Inventory icon  > Inventory > Search for and open the item by pressing the Pencil icon. 

   

    

3. Click the Stock tab.

4. Click the Transfer icon.

   

5. Choose the destination store.

   

Best Practices to Avoid Common Mistakes

• Always create new items in HQ.

• Never create duplicate items in different stores with the same name.

• Enable items at stores before adding quantity.

• Transfer inventory only from the store that currently holds it.

• Use clear naming for stores to avoid confusion.

  • Why this matters: Creating the same item separately at multiple stores breaks inventory sharing and requires manual cleanup later.

Important Notes

Note 1: HQ is used to manage shared items and item settings. You should not hold inventory quantity or process rentals in HQ.

Note 2: If you create the same item separately in multiple stores, those items cannot be shared or transferred. Fixing this usually requires recreating the item in HQ and manually updating contracts.

More Information / FAQ

What is HQ used for?

HQ is used to create and manage shared items, not to hold inventory or process rentals.

Why do my items show zero quantity in HQ?

This is expected. Quantity should only exist at store locations.

Can I transfer inventory without HQ?

No. Items must originate in HQ to be transferable between stores.

Who can transfer inventory between stores?

Typically, users with manager-level permissions or higher.

What happens if I create items directly in a store by mistake?

Those items cannot be transferred. Fixing this usually requires recreating the item in HQ and manually correcting contracts.