Setup
You will need the Warehouses module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].
You will also need the following permissions in your security group: Can create and manage warehouses, submit stock adjustments and transfers.
Click here to learn about permissions and security groups.
How to create a warehouse
1. Navigate to Billing > Warehouses and click Create Warehouse.
1. Navigate to Billing > Warehouses and click Create Warehouse.
Warehouses can be facility or vans, but only facility stock can be reserved for approved tasks, and purchase orders can only be created for facility warehouses (and later stock can be transferred to vans).
2. Select Type, provide the Name and choose the Manager. For van warehouses, select an existing warehouse as the Home Facility.
2. Select Type, provide the Name and choose the Manager. For van warehouses, select an existing warehouse as the Home Facility.
Available fields on a warehouse
Required (Type, Name, Home Facility, Manager)
Required (Type, Name, Home Facility, Manager)
Type: Select between a Facility or Van.
Name: The name of the Facility/Van to help identify it when searching & transferring stock between warehouses.
Home Facility (Van only): The facility where the van collects stock; viewing the home facility shows van stock levels, helping allocate stock efficiently and manage bulk purchase orders.
Manager: For a facility, assign the stock manager, and for a van - the current main driver. If drivers change often, update this field for accurate tracking, or use the fallback warehouse to consume stock directly from a facility, bypassing the van.
Optional (Address, Delivery Instructions)
Optional (Address, Delivery Instructions)
Address (Facility only): Pre-populated on purchase orders for deliveries to the facility warehouses.
Delivery Instructions (Facility only): Pre-populated on purchase orders for deliveries to the facility warehouses.
How to edit a warehouse
1. Navigate to Billing > Warehouses and click View on a warehouse.
1. Navigate to Billing > Warehouses and click View on a warehouse.
2. On the warehouse page, click Update.
2. On the warehouse page, click Update.
3. Change any of the available fields and click Update again.
3. Change any of the available fields and click Update again.
How to select fallback warehouses
Configuring warehouse fallbacks determines where stock is consumed when a technician has no assigned van or lacks stock. Without a fallback, the stock may not be deducted correctly, leading to inaccurate stock levels or negative van stock.
To set up a fallback warehouse, navigate to Control Panel > Warehouses, select a facility warehouse from the Default Warehouse dropdown and click Save.
To set up a fallback warehouse, navigate to Control Panel > Warehouses, select a facility warehouse from the Default Warehouse dropdown and click Save.
If the Branches extension is enabled, a fallback warehouse can be configured for each branch. Navigate to Control Panel > Branches. Then click Edit on a branch, select Default Warehouse and Save. If the branch doesn't have a default warehouse, the warehouse selected in Control Panel > Warehouses is used.
If the Branches extension is enabled, a fallback warehouse can be configured for each branch. Navigate to Control Panel > Branches. Then click Edit on a branch, select Default Warehouse and Save. If the branch doesn't have a default warehouse, the warehouse selected in Control Panel > Warehouses is used.
How to navigate the warehouse page
Toolbar
Add Stock: Update the existing stock level of a product or add the stock level for a new product.
Stock adjustments: Adjust the existing stock levels for the products or view all adjustments.
Bulk Transfer: Transfer stock in bulk from one warehouse to another.
Stock History: View all stock movements for the warehouse.
Order Required Stock (Facility only): Create a purchase order for the facility to replenish required stock levels.
Action [X] Required Stock (Van only): Confirm the transfer of required stock from a facility.
Action [X] Reserved Stock (Van only): Confirm picking up of reserved stock from a facility.
Stocked products
Product: The name of the stocked product in this warehouse.
Supplier Ref (SKU): The supplier’s reference code of the product.
Internal Ref: The internal reference code of the product.
Category: The category of the product.
Supplier: The supplier assigned to the product.
Available to Warehouse / Van: Displays stock availability in other facilities or vans.
On Hand (Facility only): The total stock in the warehouse, both available and reserved stock.
Available: Stock available to use.
Reserved: Stock that has been reserved, awaiting future collection.
On Order (Facility only): Stock ordered for this warehouse through a purchase order which can be viewed by clicking on the ordered number.
Restock Level: The Minimum Restock Level for this product in this warehouse.
Required: Displays stock shortages below the minimum restock level for the facility and any vans with this warehouse set as default.
Stock Value: The value of stock On Hand in the warehouse for this product.