Prepare complete bookkeeping sources for several locations

Build a source register, not a custom data model

Give each site a stable operational label, opening/closing dates, responsible person, bank/cash/payment sources and core recurring suppliers. This can begin as a controlled register outside the accounting system. Verify separately whether the current product captures, displays or exports location context before depending on a product field.

Capture direct evidence first

Revenue reports should identify the operating site where possible. Rent and local utilities are usually directly supported. Central software, marketing or administration may serve several sites and require a separate management allocation. Record the original supplier invoice once and apply the approved allocation without duplicating the liability or VAT.

A shared-cost question, not an automatic allocation

A €3,000 marketing invoice appears to support three locations, but the invoice itself does not show a split. Keep the original invoice and €3,000 obligation once. Ask which evidence supports any management allocation—for example a campaign plan—and let the responsible reviewer approve the basis. Do not claim that DeinHans calculates, stores or exports the 50/30/20 split unless that capability has been verified in the deployed product.

Source-completeness routine

1. Confirm all active sites and source periods.
2. Reconcile local cash, card, platform and bank channels.
3. Collect rent, utilities, contractors and recurring documents.
4. Review transactions with missing or conflicting location.
5. List central/shared costs whose allocation remains a separate management question.
6. Compare each site’s operational sales to recorded activity.
7. Reconcile consolidated balances and inter-site transfers.
8. Hand the complete source map and open questions into the normal month-close review.

Common difficulties

• A payment provider combines several sites in one payout.
• One supplier account changes descriptor or bills several locations.
• Cash moves between a site and central office without a transfer record.
• A site opens mid-month or closes while invoices continue.
• Staff purchase for another site and the card descriptor is ambiguous.
• Shared allocations change without version or approval.

Professional boundary: Cost allocation, permanent-establishment questions, local taxes and statutory reporting require facts and professional review. Management reporting dimensions do not by themselves determine tax treatment.

What DeinHans can support

DeinHans can help connect documents, counterparties, bank transactions, questions and review decisions. Where site context is explicitly supplied and supported in the current workflow, it can travel with the evidence. This is not a promise of location accounting, automatic allocation, a separate close per site or export of a location dimension. Final allocation and accounting treatment remain reviewed decisions.

Scale without a custom maze

Add locations to the same source register, checklist and article-approved data vocabulary. Avoid a unique close process for each site unless the business model truly differs. Central consistency plus a small number of explicit exceptions is easier to review, maintain and hand over than a collection of local spreadsheets and undocumented rules.

Inter-site and central cash movements

Record every transfer between site cash, local bank and central treasury with both legs, date, amount, owner and purpose. A deposit from a location to the central account is not new group revenue. A missing counter-leg remains an in-transit item and should be aged until the evidence arrives.

For combined payment-provider payouts, first determine whether the provider report itself distinguishes site activity. Reconstruct only supported components before matching the single bank receipt. If the report does not prove the split, retain a visible question; do not duplicate the payout once per site or infer an allocation from the bank amount.

Open and close a site cleanly

Before opening, establish legal entity, source access, approved location identifier, responsible person, cash/payment controls and recurring suppliers. During closure, freeze final reports, settle or transfer cash, record remaining receivables/payables, end access and track invoices arriving after the operating date.

A closed location can still generate refunds, utility corrections or landlord settlements. Keep it available for historical reporting and controlled late activity rather than deleting or reusing its identifier.

Review allocation quality

Compare direct and allocated costs, unapplied transactions and changing allocation bases. Reapprove a shared-cost rule when floor area, headcount, campaign focus or business use changes. Keep prior versions so a reviewer can reproduce historical site reports instead of applying today’s rule to yesterday’s month.