This feature is part of the Items page for the Smart Ops release



Item Location Groups are used to define which Items are available for use at each Location. This is typically used to restrict Purchased Items and/or Recipe Items to specific concepts and/or regions. 


Item Location Groups can be applied to both Purchased Items as well as Recipes. When mapping Vendor Items, mapping or editing Recipes, or editing Inventory Counts and Templates, Users will only be able to see Items where the Location Group contains one or more Location that they have access to.

  • Note: Item Location Groups cannot be applied to Menu Items. Users will be able to see all Menu Items, but will only be able to drill into Recipes associated with a Location that they have access to. 


This article covers:



Item Location Groups Sidesheet



1) Save - Click to save all changes to all Item Location Groups

2) Item Location Group Tree - Listing of Item Location Groups

3) Create New Group - Click to add a new top-level Item Location Group

4) +Add - Click to assign Locations to the Item Location Group

5) Search - Filters Assigned Locations list for Locations whose Names or Numbers contain the entered search term

6) Select All - Click to select all assigned Locations (#8)

7) Clear - Click to deselect selected Locations

8) Assigned Locations - List of Locations assigned to the selected Location Group

  • Click the checkbox to remove the selected Location

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Location Group Structure


Item Location Group Tree


Three layers of Item Location Groups are available; this assists in keeping the Location Groups organized. 

  • Parent - Indicated with a building icon
    • Subgroup Level 1 - Indicated with a right-angled arrow icon
      • Subgroup Level 2 - Indicated with a right-angled arrow icon




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Creating and Editing Item Location Groups





Creating Parent Groups

To create a new Parent Location Group, click the  button.


  1. Enter the Group Name
    • Note: Names must be unique and cannot be the same as any other Group or Subgroup. 
  2. Enter a description (optional)
  3. Click 'Apply' to create the Group, or click 'Cancel' to exit without creating the Group
  4. Click Save to save and apply changes.

  • Note: Location Groups must have Locations assigned to them to be available on the Items page to be assigned to Items.


Creating Subgroups


To create a new Subgroup, hover over a Location Group, then click themenu icon, then select 'Add Subgroup'



The New Location Group form will open

  1. Enter the Group Name
    • Note: Names must be unique and cannot be the same as any other Group or Subgroup. 
  2. Enter a description (optional) 
  3. Click 'Apply' to create the Group, or 'Cancel' to exit without creating the Group
  4. Click Save to save and apply changes.

  • Note: Location Groups must have Locations assigned to them to be available on the Items page to be assigned to Items.


Assigning Locations


Select the desired Location Group, then click the + Add button. The Location selection drop-down will open.

  • Important Note: Locations can only be assigned to the lowest Group available. If a Group has one or more Subgroups, Locations can only be assigned to the lowest-level Subgroup(s). 


Select all desired Locations, then clickApplyto assign the Locations to the Item Location Group.

  • Note: Only Locations that are available for assignment will be displayed.



Click Save to save and apply changes.


Removing Locations


Select the desired Location Group, then hover over the desired Location, then click the trashcan  icon that appears.



Click Save to save and apply changes.



Deleting Item Location Groups


Only Item Location Groups without Locations assigned can be deleted. Follow these steps to delete an Item Location Group:

  1. Select the Item Location Group
  2. Remove all Locations
  3. Click the  menu icon
  4. Click 'Delete Group'


  5. Click Save to save and apply changes.


Note: Items that have the deleted Item Location Group assigned to them will have the deleted Item Location Group automatically unassigned. If no other Item Location Groups are assigned to the Item, the Item will automatically be assigned to 'All Locations'


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Assigning Item Location Groups


When a new Purchased Item or Recipe Item is created, it will default to the 'All' Item Location Group, and be available for all Locations. Item Location Groups can then be changed on the Items page within Smart Ops via the Bulk Edit menu.


Important Note: When an Item Location Group is changed, the Item will not be removed from any Inventory Counts, Inventory Templates, Recipes, or Transactions that do not match the newly-assigned Item Location Group. Items must be manually removed. Once an Item is removed, it cannot be re-added unless the Location of the Inventory Count, Inventory Template, Recipe, or Transaction matches the Item Location Group for the Item. 


Assigning through Bulk Edit


Check the checkbox for one or more Items to open the Bulk Edit menu. 



Once all of the desired Items are selected, click the pencil  icon. The Bulk Edit form will open.



Select the attribute 'Location Group', then check the checkboxes that correspond to the desired Item Location Group(s).



Click  to save and apply changes.



Checkbox Legend


While assigning Item Location Groups, the following icons will indicate if all, part, or none of the Group is assigned to the Item:

  • Blue Check - Indicates that all of the Locations in the Group and Subgroups are assigned


  • Grey Line - indicates that some, but not all, of the Locations in the Group and Subgroups are assigned


  • Blank Checkbox- indicates that none of the Locations in the Group and Subgroups are assigned



Viewing Item Location Groups


Once Item Location Groups have been assigned, they can be viewed when hovering over the Item. 





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Impact to Inventory Counts and Templates


When adding Items to Inventory Templates or Inventory Counts, only Items that are associated with the Location defined for the Template/Count will be available.



Any Items that are already on Templates and Counts will not be removed when the Item Location Group for the Item changes. These Items will remain unless they are manually removed by a User. 

  • Important Note: Once removed, the Item will not be available to be added back unless the Item Location Group matches the Location for the Template/Count.


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Impact to Vendor Items, AP Invoices, Credit Memos, and Purchase Orders


Vendor Item grid




The User will only be able to see Vendor Items that are 'unmapped' or mapped to Purchased Items associated with Locations that they have access to.


Note: If a different User maps the Vendor Item to a Purchased Item that the User does not have access to, the User will no longer be able view or edit the Vendor Item.


Vendor Item Record



For both mapped and unmapped Vendor Items, the User will only be able to assign Purchased Items associated with a Location that they have access to. The Purchased Item drop-down will only populate with Items that the User has access to.


AP Invoices and Credit Memos


When creating or editing AP Invoices and Credit Memos, Users will only be able to add Vendor Items that have been linked to a Purchased Item associated with the Location assigned to the AP Invoice or Credit Memo. 



When linking 'unassigned' Vendor Items, the User will only be able to link to Purchased Items that are associated with Locations that they have access to.


Purchase Orders


Purchase Orders are not impacted by the Item Location Group associated with Purchased Items linked to Vendor Items. Purchase Orders will list all Items that are associated with the Vendor, regardless of the linked Purchased Item. 


To restrict the Locations that can create Purchase Orders for a given Vendor, assign Locations on the Location tab of the Vendor Record. 

  • Note: All Vendor Items for that Vendor will be available, regardless of Location restriction.


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Impact to Recipes


Classic Recipe Item Grid and Smart Ops Items Page



Users will only be able to view or edit Recipe Items associated with a Location that they have access to. 


Menu Item Grid



Users will be able to see all Recipe linkings; however, they will only be able to drill into Recipes associated with Locations that they have access to.


Menu Item Record



Users will be able to assign Recipes associated with a Location that they have access to. The 'Recipe Select' drop-down will only populate with Recipes the User has access to.


Note: If a Recipe that the User does not have access to is already assigned, the 'Recipe' hyperlink will be disabled.

Important Note: If the User has access to all Locations, they will be able to map Recipes regardless of the Location restrictions.


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Impact to Transfers and Transfer Templates




When creating or editing a Transfer or Transfer Template, Users will only be able to add Items that are associated with the 'Transfer from' Location. 

  • Note: The receiving Location does not need to be associated with the Item to receive the Transfer. 


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Impact to Waste Logs and Waste Templates




When creating or editing Waste Logs or Waste Templates, Users will only be able to add Items that are associated with the Location assigned to the Waste Log or .


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