Warehouses
One warehouse is enough for a small shop; a storeroom, a shop floor and a second branch need more. This article explains warehouse types and who sells from which.
On this page
Do you need more than one warehouse?
Every store starts with one default warehouse and every movement goes to it. You need a second one when you want to know where goods actually are: a back storeroom and the shop shelves, a second branch, or a corner for damaged goods awaiting return to the supplier. Each warehouse has its own balance and average cost per item.
Defining a warehouse
Under Items, then Warehouses, click New warehouse:
- Code and Name: the code is short and shows in lists (MAIN, SHOP1).
- Type: Main (the storeroom), Shop (selling shelves), Damaged (goods not for sale awaiting a decision), Transit (goods on the road or with a salesman).
- Branch: the warehouse belongs to a branch; see Branches. A user's branch scope limits which warehouses they see.
- Specific inventory account (optional): by default all warehouses share the same inventory account (1500). A specific account separates this warehouse's value on the balance sheet and makes transfers to and from it generate an entry. See Advanced accounting.
- Default warehouse: only one; invoices and shifts use it when nothing else is specified.
- Active: an inactive warehouse cannot be chosen on a new document and keeps its history.
Tip
A Damaged warehouse solves a common problem: broken goods are transferred to it immediately so they vanish from the shop's sellable balance, yet keep their value until they are adjusted or returned to the supplier with one document at month end.
Who sells from which warehouse
- Web invoice: the warehouse field in the invoice header, defaulting to the default warehouse and limited to the user's warehouse scope.
- Cashier: the POS warehouse in the user record; their shifts open on it and all their invoices issue from it. Empty = the default. See Setting up the cashier and Scopes.
- Supplier invoice: the warehouse the goods enter. The purchasing officer is usually limited to Main and goods then move to the shop with a transfer. See Inter-warehouse transfers.
What happens in the books
A warehouse creates no entry. Its effect is in routing stock movements: two warehouses on the same account exchange goods with no entry, while a warehouse with a specific account shows its value separately on the balance sheet and every transfer to it is posted. The warehouse's inventory account is also used in the sale, purchase and adjustment entries for movements that pass through it.
Layout examples
| Shop | Warehouses |
|---|---|
| Single corner shop | The default only |
| Supermarket with a storeroom | MAIN main (default for purchasing), SHOP shop (POS warehouse), DMG damaged |
| Two branches | A shop warehouse per branch, each cashier on their branch warehouse, branch scope separating them |
| Van salesmen | A transit warehouse per salesman, loaded in the morning and settled in the evening |
Warning
Changing the default warehouse moves no goods. Balances stay where they are; what changes is what new documents propose. Move the goods with a transfer document if you want them in the new warehouse.
Frequently asked questions
Can a cashier sell from two warehouses?
No, a shift opens on one warehouse. If they need an item from the storeroom it is transferred to the shop warehouse first.
What is a specific inventory account for?
Separating the value of that warehouse on the balance sheet, such as consignment goods or a branch warehouse accounted independently. Most shops do not need it.
Should I delete a warehouse I never used?
If it has movements, disable it instead of deleting so its history stays. The default warehouse cannot be disabled.