Settings — User Guide

Module: Warehouse
Audience: Warehouse administrators, system administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Warehouse → Settings is where you configure how the Warehouse module behaves before and during daily operations. Use it to set up item categories, units, pricing rules, automatic stock documents, document numbering, approval workflows, minimum stock levels, and PDF display options.

Configure settings before onboarding items and processing stock movements. Most changes save immediately (toggles) or via a Submit button on the relevant tab.

Prerequisites

• Permission: Warehouse → Settings → View (to open the page). Create, Edit, or Delete for changes, depending on the task.
• Recommended: Create at least one warehouse under Warehouse → Warehouses before setting default receipt/return warehouses.
• Administrators only: WH permissions tab and Reset data tab.

Settings navigation

1. Go to Warehouse → Settings.
2. Select a group from the left sidebar (for example Rule sale price, Units, Approval setting).
3. Make changes on the right panel.
4. For tabs with a Submit button, click it to save. Toggle/checkbox settings on Rule sale price save automatically when changed.

Default opening tab: Rule sale price.

Rule sale price

This is the largest settings area. It has horizontal sub-tabs:

Items

• Profit rate (%) — default margin applied to new items.
• Rate calculation — choose whether sale price is derived from sale rate or purchase price.
• Rounding — fractional and integer rounding rules for calculated prices.
• Barcode printing — show product name and/or price on printed barcodes.
• On total items — percentage applied across the item catalog where configured.
• Update unchecked inventory numbers (admin) — maintenance action for inventory number fields.

Receipt / delivery voucher

• Revert on delete — whether deleting a receipt/delivery reverses linked stock.
• Auto-create goods receipt — create a goods receipt when a purchase order is approved; set the default receipt warehouse.
• Require PO on receipt — goods receipt must reference a purchase order.
• Auto-create goods delivery — create delivery notes from invoices when enabled.
• Invoice cancel/uncancel — reverse or recreate delivery vouchers when invoices change status.
• Require PO on delivery, notify customer on delivery status change, hide shipping fee — operational toggles.
• Export method — FIFO is shown (fixed).

Order return

• Default warehouse for return receipts — where returned stock is received.
• Return policies — rich-text policy shown to users/customers where applicable.

Packing lists, PDF, Shipments, Serial numbers

• Packing lists — custom labels for meter, kg, and m³ measurements.
• PDF — control which columns and summaries appear on delivery and packing list PDFs.
• Shipments — show shipments on the client portal.
• Serial numbers — enable product serial-number tracking.

Item master data tabs

Use these tabs to build the structure for your item catalog:

On each tab:

1. Click Add to create a record (code, name, order, display, note).
2. Click Edit on a row to update.
3. Click Delete to remove (blocked if the value is referenced by items).

Warehouse custom fields

Link core custom fields to specific warehouses so they appear only for items in those locations.

1. Open Warehouse custom fields.
2. Click Add, choose the custom field and target warehouse(s).
3. Submit the modal.

Inventory (minimum stock)

Set minimum quantity thresholds per item:

1. Open Inventory.
2. Use the search box to filter items.
3. Edit quantities in the spreadsheet grid.
4. Click Submit.

Use this with item list low-stock indicators.

Inventory setting (numbering)

Configure document prefixes and next numbers for:

• Goods receipt and goods delivery
• Internal delivery note
• Packing list
• Order return (receipt and delivery vouchers)
• Item SKU prefix
• Automatic lot/batch numbers (prefix and next number)

1. Open Inventory setting.
2. Fill or adjust prefixes and next numbers.
3. Click Submit.

Tip: Set prefixes before go-live so voucher numbers follow your company format.

Approval setting

Define who must approve each document type before it posts to stock:

1. Open Approval setting.
2. Click New approval setting.
3. Enter a name, choose the related document type (stock import, stock export, loss adjustment, internal delivery, packing list, or order return).
4. Add one or more approver steps (staff member, approve or sign action).
5. Submit.

Edit or delete existing rows from the table. Documents use the matching approval chain when submitted for approval.

WH permissions (admin)

Assign warehouse module permissions to individual staff beyond their role defaults.

1. Open WH permissions (admin sidebar only).
2. Click Add or edit an existing staff row.
3. Set capabilities per warehouse feature.

Reset data (admin)

Warning: This permanently deletes all warehouse transaction data (receipts, deliveries, inventory balances, approvals, packing lists, returns, etc.). It does not remove warehouses, items, or settings master data.

Use only in test environments or during a controlled re-onboarding. Click Reset data and confirm.

Related features

Troubleshooting

Best practices

• Complete Units, Commodity group, and Commodity type before bulk item import.
• Set Inventory setting prefixes before creating the first live voucher.
• Configure Approval setting before staff submit documents for approval.
• Set default warehouses for PO receipt and order returns early.
• Avoid Reset data on production tenants; export reports first if testing cleanup.