Warehouses help you better manage your stock and process transactions by organizing your inventory across different locations or uses. While warehouses are primarily used to separate inventory by physical location, they can also help segregate stock for specific purposes such as drop shipping, manufacturing, or quarantine areas.
Each warehouse can be configured with specific details, including addresses, contact information, and EORI numbers, which will automatically populate in transactions and documents generated from that warehouse.
Manage Warehouses
The Warehouse page provides a centralized location to set up and manage all your warehouse locations. This is where you'll configure everything from basic warehouse identification to detailed contact information, access permissions, and address details that will flow through to your business documents.
Add a Warehouse
You can add a new warehouse at any time:
From the main menu, go to Settings> System > Warehouses.
Click Add Warehouse.
Enter the following required fields:
Warehouse Code
Warehouse Name
Enter the remaining optional fields:
Contact Name
Email
Phone Number
Mobile Number
DDI (Direct Dial In) Number
EORI Number
Address Name
Address
Click Save.
Once created and saved, the warehouse becomes available to hold stock and process transactions immediately.
Edit a Warehouse
After a warehouse has been created, you can update its name, code, or details at any time. You can also set system and user default warehouses and manage which users have access to use them.
To edit a warehouse:
From the main menu, go to Settings> System > Warehouses.
Select the warehouse.
Make the necessary updates.
Click Save.
User Access
Control which users have access to a warehouse by ticking the User Access checkbox in each warehouse's page. To update a user's access to a warehouse:
From the main menu, go to Settings> System > Warehouses.
Select the warehouse.
Next to the user, tick or untick the "User Access" checkbox.
Click Save.
Has Access (ticked): Users can run reports, process transactions, and view data for the warehouse, subject to their role permissions.
Has Access (unticked): Users cannot process transactions for this warehouse, but can view the warehouse's data in reports.
When a user's "User Access" is unticked in a warehouse, the following behaviours apply:
The user cannot create, open, receipt or complete a Purchase Order for the Warehouse.
The user cannot create, open, or complete Invoices, Shipments or Sales Orders for the Warehouse.
The user cannot create, open or complete Assemblies where the Warehouse is the Source Warehouse.
The user can create, open or complete Assemblies where the Warehouse is the Destination Warehouse.
The user cannot create, open, or complete Stock Adjustments for the Warehouse.
The user cannot create, open, or complete Warehouse Transfers where the Warehouse is the Source Warehouse.
The user can create, open or complete Warehouse Transfers where the Warehouse is the Destination Warehouse.
Obsolete a Warehouse
When a warehouse is no longer needed, you can obsolete it to remove it from future selections while preserving it for record-keeping purposes.
To obsolete a warehouse:
From the main menu, go to Settings> System > Warehouses.
Select the warehouse.
Tick the Obsolete checkbox
Click Save.
A warehouse can only be obsoleted if:
There is no stock on hand in the warehouse
There are no open transactions assigned to the warehouse
Use the Stock on Hand Enquiry and Product Allocations to verify there's no remaining inventory or transactions for the warehouse.
Default Warehouse
A warehouse hierarchy system is used to determine which warehouse is automatically selected when transactions are created. Users can still change the assigned warehouse in the transactions they're managing, but this default warehouse becomes their starting point.
Customer/Supplier Default: If a customer or supplier has an assigned default warehouse, this takes priority for sales or purchase transactions.
User Default: If no customer/supplier default exists, the user's personal default warehouse is selected.
System Default: If no user default is assigned, the system default warehouse is used.
To assign a default warehouse to a customer:
Open the customer's record.
In the Details tab, use the Default Warehouse drop-down menu to select the warehouse.
Click Save.
To assign a default warehouse to a supplier:
Open the supplier's record.
In the Details tab, use the Default Warehouse drop-down menu to select the warehouse.
Click Save.
To assign a default warehouse to a user:
From the main menu, go to Settings> System > Warehouses.
Select the warehouse.
Next to the user, tick or untick the "User Default" checkbox.
Click Save.
To assign a system default warehouse:
From the main menu, go to Settings > Company > Details.
Use the System Default Warehouse to select the warehouse.
Click Save.
Tick the "User Default" checkbox in a warehouse to designate the warehouse as the user's default for transactions.