Business Units — Multi-Location & Multi-Brand Operations

Organization, business unit, and what belongs to which

This distinction underpins almost everything else in Qvian, so it is worth being precise about:

A resort group might run one organization with a hotel business unit, two restaurant units, a dive centre and a shop. Each is measured on its own performance; the organization sees the whole.

Why modules are configured per unit

Each business unit has its own enabled modules, and this is what stops a shop showing room allocations or a hotel showing a kitchen display. It also explains a question that comes up constantly: two people with the same role can see different screens, because they are working in different business units.

Common Tasks

How to Switch Between Business Units (change location, wrong outlet, switch branch)

What you see — sales, stock, reservations — is always scoped to the unit you are currently in.

1. Use the business unit selector in the top bar
2. Choose the unit you want to work in
3. The page reloads scoped to that unit

Result: Every screen now shows that business unit's data. Modules not enabled on it disappear from the sidebar.

Note: If a figure looks wrong or a record seems missing, check which unit you are in before anything else. It is the most common explanation.

How to Create a Business Unit (add location, new outlet, add branch, new business unit)

Add a new trading operation to your organization.

Required permission: Organization administrator or owner

1. Go to Settings → Business Units in the left sidebar
2. Create a new business unit
3. Enter its name and choose its type — the type decides which modules and default accounts it starts with
4. Set its country and currency, which drive tax behaviour
5. Save

Result: The unit is created with a chart of accounts appropriate to its type, and appears in the business unit selector for anyone with access to it.

Note: Choose the type carefully. It seeds the accounts and modules a unit of that kind needs — a hotel unit gets the accounts a hotel requires, including those used for guest deposits and local tax.

How to Change What a Business Unit Can Do (enable module, turn on feature, module configuration)

Enable or disable capabilities for one unit without affecting the others.

Required permission: Organization administrator or owner

1. Go to Settings → Business Units
2. Open the unit
3. Enable or disable the modules it should have
4. Click Save Changes

Result: Screens for enabled modules appear for staff with the matching permission; disabled ones are hidden everywhere, including the staff app.

How to Settle Balances Between Business Units (inter-BU settlement, units owe each other, internal balance)

When units trade with each other, balances build up. Settlement clears them.

Required permission: Accounting (manager or administrator)

1. Go to Accounting → Inter-BU Settlements in the left sidebar
2. Review the Net Position — Pending Receivables and Pending Payables show what is outstanding in each direction
3. Open a settlement showing PENDING and check the balance is what you expect
4. Execute the settlement

Result: The balance clears on both sides — the paying unit's payable and the receiving unit's receivable — with the movement booked through the shared cash account.

Note: Inter-BU balances must mirror each other: what one unit shows as payable, the other shows as receivable. A mismatch means a transaction posted on only one side and is worth investigating.

How units trade with each other

• Stock transfers — one unit sends inventory to another at cost
• Room charges — a restaurant posts a bill to a hotel guest's folio, so the restaurant is owed by the hotel
• Packages spanning units — a package sold by the hotel that includes a dive, where revenue is allocated to the unit that delivered it

In every case the revenue lands with the unit that did the work, and the money owed between units is tracked until settled. That is what keeps each unit's performance honest.