Location Closures

Created by Tim Verdon, Modified on Sun, 12 Jul at 11:11 PM by Tim Verdon

Location closures

Prepare a location for closure, manage outstanding work and transition the location to Closed.

Overview

Use this process when a location is scheduled to close or has permanently ceased trading. Every location should be move to the Closed status on its confirmed closure date, regardless of open requests or invoices.

Active

Use before the confirmed closure date while the location continues trading.

Closed

Use from the closure date. Closed locations remain in Power BI reporting for 12 months.

Archived

The system applies this status after 12 months. Manually apply it only to remove a location from reporting immediately.

Location closure process

Closure advised

↓

Was advance notice provided?

YES

Prepare the closure Review programmed requests, set last service dates, email suppliers, update the location note and add a reminder.

Proceed to closure review Review the location using the "On or After" process below.

Do not manually change a location to Archived as part of the standard closure process. Use manual archiving only when the intention is to remove the location from reporting immediately.

When advance notice is provided

Complete these steps as soon as the confirmed last day of trade is received.

Review programmed requests

Go to Programmed Requests Locations.
Search for the location using the search bar/filters.
Confirm whether programmed requests are configured for the location.

If none are configured, continue to Step 4.

Set the last service date

For each programmed request:

Review the service frequency and upcoming schedule.
Identify the final service due before the store’s last day of trade.
Edit the programmed request and enter the date in Last Service Date.
Save the change.

Selecting the date

Base the last service date on the programmed request schedule and final day of trade. Do not enter the closure date by default.

Email the supplier

Email each affected supplier to retain a written record. Include:

the location name
the confirmed last day of trade
the final service required
the last service date entered against the programmed request
confirmation that no further services are required after this date

Subject: Final programmed service, [Location name]

Hi [Supplier name],

[Location name] is scheduled to close, with its final day of trade on [date].

The final [service] is scheduled for [date]. No further programmed services are required after this date.

Please reply to confirm receipt.

Update the location note

Record the closure date, last day of trade, programmed maintenance reviewed, last service dates, suppliers notified and any remaining actions.

Add a closure reminder

Add a location reminder for the confirmed closure date. Leave the location Active until this date unless Operations provides a different instruction.

On or after the closure date

Review open work requests

Go to Locations.
Find the location and select View.
Scroll to Open Work Requests.
Review each request and confirm if required.

Change the location status to Closed

Select Edit.
Scroll to the Status field.
Select Closed.
Select Update Location.

Review the confirmation window

The confirmation window lists active programmed requests configured for that location, including the programmed request number, supplier, category, subcategory, next generation date and number of open requests.

Right-click the Open Requests number and open the link in a new tab.
Review each request and confirm how it should be handled.
Return to the confirmation window.
Select each programmed request requiring cancellation. Use the top checkbox to select all.
Select Confirm.

Selected programmed maintenance is cancelled, selected suppliers receive an automated cancellation notification, and no further requests generate from the cancelled maintenance.

Open requests remain active

Changing a location to Closed does not resolve its open requests. Review and action each request separately.

Reporting and automatic archiving

Closed locations remain included in Power BI and location-based reporting for 12 months. After 12 months, the system automatically changes the location status from Closed to Archived.

Archived locations are excluded from location-based reporting.

Manual archiving

Only manually apply the Archived status when the intention is to remove the location from reporting immediately. Manual archiving is not part of the standard store closure process.

Before finishing

Confirm the location status is Closed.
Confirm every open request has a clear next action.
Confirm programmed maintenance has been cancelled.
Confirm affected suppliers received the required notification.
Confirm the location note records the completed closure.