Set up a warehouse
A warehouse is any building or site where you keep stock: a main warehouse, a depot, a shop's back room. Create one for each site, then add locations inside it.
Where:
Who: view inventory.warehouse.view; add inventory.warehouse.create; edit
inventory.warehouse.update.
Before you start
- Decide which business unit owns the warehouse. Staff need access to that business unit to change its stock (see Access).
- Choose a code pattern. Codes can't be changed later.
| Good codes | Why |
|---|---|
WH-MAIN, WH-SHOP, WH-KHI-01 | Short, readable, the same pattern everywhere |
Main warehouse new 2 | Too long, has spaces, means nothing in a year |
Add a warehouse
- Go to .
- Select Add Warehouse.
- Fill in the form:
| Field | What to enter | Example | Rules |
|---|---|---|---|
| Code | A short unique code | WH-MAIN | Required; up to 50 characters; unique; can't be changed later |
| Business unit | The part of your organisation that owns it | Bright Home Supplies (BHS) | Required |
| Name | The everyday name | Main Warehouse | Required; up to 120 characters |
| Description | Optional notes, such as the address | Plot 14, Industrial Area, Karachi | Up to 500 characters |
| Status | Active or Inactive | Active | Required |
- Select Create.
What you'll see: "Warehouse created successfully", and the warehouse appears in the list with its Code, Name, Description, Status and Updated date.
Example: Bright Home Supplies
| Code | Business unit | Name | Description | Status |
|---|---|---|---|---|
WH-MAIN | Bright Home Supplies | Main Warehouse | Plot 14, Industrial Area | Active |
WH-SHOP | Bright Home Supplies | City Shop Store | Back room and shop floor, Mall Road | Active |
Messages
| Message | Meaning | What to do |
|---|---|---|
| "Code is required", "Name is required" | A required field is empty | Fill it in. |
| "Warehouse code already exists: WH-MAIN" | Another warehouse already uses this code | Choose another code, or use the existing warehouse. |
| "Select a business unit." | No business unit chosen | Choose one. |
| "Business units could not be loaded. Refresh and try again." | The list didn't load | Refresh the page; if it persists, ask your administrator. |
Find a warehouse
Type in Search warehouses. It matches the code, name or status: try MAIN, Shop or INACTIVE.
Change a warehouse
- Find the warehouse and select the pencil (edit) icon on its row.
- Change the Name, Description, Status or Business unit. The Code can't be changed.
- Select Update. You'll see "Warehouse updated successfully".
Example: the shop moves. Sana edits WH-SHOP and changes the Description to the new address.
The stock and history stay exactly as they were.
Stop using a warehouse
Warehouses can't be deleted, because their stock history must be kept. Instead:
- Move any remaining stock out with a transfer, and check the Inventory Balance shows nothing left there.
- Check no open sales or purchase orders still use the warehouse.
- Edit it, set Status to Inactive, and select Update.
Marking a warehouse Inactive tells staff not to use it, but the system does not block stock changes there. Empty it first, and let your team know.