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Warehouses — User Guide

Warehouses — User Guide

Module: Warehouse
Audience: Warehouse managers, inventory controllers, administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Warehouses are your storage locations — branches, depots, shops, or main stock rooms. You need at least one warehouse before recording stock movements, assigning items to locations, or running inventory reports. Each warehouse can have an address, a display order, visibility rules, custom fields, and (for administrators) staff assignments that limit which users see which locations.

Prerequisites

  • Permission: Warehouses → View (to open the list). Create, Edit, or Delete as needed for your role.
  • Recommended: Define units and item groups under Warehouse → Settings before adding large item catalogs.
  • Administrators only: Assign warehouses to staff to restrict which locations non-admin users can see.

Step-by-step: Add a warehouse

  1. Go to Warehouse → Warehouses.
  2. Click Add.
  3. On the General information tab, complete:
    • Warehouse code (required) — short unique code (e.g., WH-MAIN)
    • Warehouse name (required) — display name
    • Order (required) — sort position in lists (lower numbers appear first)
    • Address, city, state, zip, country (optional)
    • Note (optional)
    • Display — leave checked so the warehouse appears in dropdowns on stock documents
    • Hide warehouse when out of stock — optional; hides this warehouse on the Items list when it has zero stock for an item
  4. On the Custom fields tab, fill any fields your organization configured.
  5. If you are an administrator, optionally select Assign to staffs to limit which staff members can see this warehouse.
  6. Click Submit.

Expected result: The warehouse appears in the list. It is now available on goods receipt, goods delivery, and other warehouse transactions.

Step-by-step: Edit a warehouse

  1. Open Warehouse → Warehouses.
  2. On the row for the warehouse, click Edit (or use the edit action under the warehouse code).
  3. Update fields in the modal and click Submit.

Step-by-step: View warehouse detail

  1. From the Warehouses list, click the warehouse code or View.
  2. Review general information at the top.
  3. Open the Inventory stock tab to see on-hand quantities per item in this warehouse.
  4. Open the Custom fields tab for any extra warehouse attributes.

Note: The inventory tab shows aggregated quantities and excludes parent variant rows; open the item detail for variant-level stock.

Step-by-step: Delete a warehouse

  1. On the Warehouses list, click Delete on the row.
  2. Confirm the deletion prompt.

Expected result: The warehouse is removed.

Blocked: Deletion fails if the warehouse still holds stock. Transfer or adjust inventory to zero first, then retry.

Step-by-step: Filter by assigned staff

  1. On the Warehouses list, use the Assign to staffs filter at the top.
  2. Select one or more staff members.
  3. The table reloads to show only warehouses assigned to all selected staff.

Step-by-step: Bulk add (spreadsheet)

For initial setup of many warehouses at once:

  1. Click Add warehouse list (spreadsheet icon).
  2. Fill rows in the grid (code, name, address, order, display, note).
  3. Click Submit.

Use the single Add button for day-to-day creation; the spreadsheet is mainly for bulk onboarding.

Field reference

Field Required Description
Warehouse code Yes Unique short identifier used in lists and integrations
Warehouse name Yes Full name shown on documents and dropdowns
Order Yes Controls sort order in lists (default 1 for new records)
Warehouse address No Street address
City / State / Zip / Country No Location details for reports and documents
Note No Free-text remarks
Display No (default on) When off, warehouse is hidden from selection dropdowns
Hide when out of stock No When on, warehouse is hidden on Items list when stock is zero
Assign to staffs Admin only Restricts which staff can see/use this warehouse
Custom fields Per setup Defined under Warehouse → Settings → Warehouse custom fields

Related settings

Setting Where Purpose
Default PO receipt warehouse Warehouse → Settings → Rule sale price Target warehouse when purchase orders auto-create goods receipts
Default return receipt warehouse Warehouse → Settings → Rule sale price Target warehouse for order-return receipts
Warehouse custom fields Warehouse → Settings → Warehouse custom fields Define extra fields for all warehouses

Troubleshooting

Problem Likely cause What to do
Cannot delete warehouse Stock still on hand Run stock export, internal transfer, or loss adjustment to zero balance
Warehouse missing from dropdown Display is off Edit warehouse and enable Display
Staff cannot see a warehouse Not assigned (non-admin) Administrator edits warehouse and assigns staff
Warehouse hidden on Items list Hide when out of stock is on and qty is zero Restock or turn off the hide option
Duplicate codes in list No system-enforced uniqueness Use distinct codes and rename duplicates manually

Best practices

  • Create a clear naming convention (WH-HQ, WH-LAGOS, etc.).
  • Set Order so primary warehouses appear first in dropdowns.
  • Assign staff to warehouses when operators should only work at specific locations.
  • Keep at least one warehouse with Display enabled at all times.
  • Configure the default receipt warehouse in Settings before enabling auto-receipt from purchase orders.

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