What Is an Item Location?
An Item Location is a tag you can add to an item or lot in Auction Flex 360 to record where it's physically stored — for example, "Aisle 3, Shelf B" or "Building 2 - Bay 14." It helps your team quickly find and retrieve items when fulfilling purchases after the sale.
Item Location is for internal use only. It is never shown to bidders on HiBid.
How Item Locations Work With Items and Lots
Item Location starts at the item level, but it's designed to travel with your inventory as you catalog:
When you assign a location to an item, that value carries over automatically to any lot created from that item — the same way the item's title and description carry over.
Once a lot has been created, you can change its location independently without affecting the original item.
If you're cataloging several items in a row stored in the same spot (Fast Entry or mobile), the location carries forward automatically so you only set it once per batch.
The field is optional — you can leave it blank on any item or lot.
Setting an Item Location on an Item
The Item Location field appears in the Details Column, Fast Entry, and Media Gallery, and works the same way in each:
Click into the Item Location field.
Start typing to search existing locations, or open the dropdown to browse all locations used so far.
Select one, or type a new one and choose + Create [your text].
To remove a location, click the X on the field.
Setting an Item Location Directly on a Lot
A lot's Item Location is copied over from its item automatically. You can also set or change it directly on the lot, using the same Item Location field in the Lot's Details Column — this won't affect the original item.
Managing Your Organization's Location List
You don't have to wait until you're cataloging — you can manage locations directly from settings:
Click Inventory in the sidebar.
Select Locations.
Add – create a new location ahead of time.
Search – filter the list by name.
Edit – rename a location; the change updates everywhere it's used, on both items and lots.
Delete – remove a location from the pick list for future use. Items and lots already tagged with it keep their existing value.
Anyone with cataloging access can manage locations — no special admin role required.
Importing Item Locations in Bulk
If you're bringing items or lots in through a CSV import, you can map a column directly to the Item Location field during the import's field-mapping step. See The Lot & Item Workspaces: Using the Import Function for full steps.