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Warehouse Operations Guide

This guide will walk you through daily work with the warehouse module - from receiving goods through dispatch to inventory counts. The Warehouse module is designed for comprehensive inventory management in organizations of all sizes, from small businesses with a single warehouse to large logistics operations with multiple locations.

Purpose and Scope

This documentation covers all aspects of working with the warehouse module from an end-user perspective. You will learn:

  • Basic operations - receiving, issuing, transferring goods
  • Advanced features - position management, serial numbers, batches
  • Integrated processes - connection with purchasing, sales, and production
  • Analytical tools - inventory counts, reports, movement tracking

Who is this guide for

This guide is intended for warehouse operators, warehouse managers, and operators who work daily with the warehouse system. For module setup and administration, see Warehouse Administration.

Key Concepts

Before starting work with the warehouse, it's important to understand the basic terms and principles on which the module is built.

Warehouse System Hierarchy

flowchart TD
    subgraph Structure["Warehouse Structure"]
        W[Warehouse] --> P[Position]
        P --> I[Stock Item]
        I --> SN[Serial Number]
        I --> B[Batch]
    end

    subgraph Movements["Stock Movements"]
        GR[Goods Receipt] --> I
        I --> GI[Goods Issue]
        I --> T[Transfer]
    end

    subgraph Documents["Documents"]
        IDN[Received DN] --> GR
        ODN[Issued DN] --> GI
    end

Core Entities

Entity Purpose Typical Use
Warehouse Physical or logical location Main warehouse, branch, dispatch
Position Specific place in warehouse Rack A-01-03, receiving zone
Stock Item Record of product inventory Product X at position Y in quantity Z
Goods Receipt Document for receiving goods Receipt from supplier, from production
Goods Issue Document for issuing goods Issue to customer, to production
Transfer Movement between warehouses/positions Relocation, optimization

Double-Entry Inventory Principle

The warehouse module operates on the principle of double-entry inventory:

  1. Every receipt creates or increases a stock item
  2. Every issue decreases or removes a stock item
  3. Every movement is recorded with timestamp and user

Important

The system does not allow issuing more items than are physically in stock. If you need to issue goods that are not in inventory, you must first perform a receipt.

Prerequisites

System Requirements

Before starting work with the warehouse, verify:

  • [x] You have been granted rights to work with the warehouse (Warehouse Operator role or higher)
  • [x] At least one warehouse is set up in the system
  • [x] Products are created in the Product module
  • [x] You have access to a label printer (optional but recommended)

For regular work, we recommend:

  • Automatic document numbering enabled
  • Default warehouses set for receipt/issue
  • Low stock notifications activated

For larger warehouses, we recommend:

  • Position-based storage activated
  • FIFO/LIFO strategy configured
  • Approval workflows configured
  • Barcode scanner integration

Integration with Other Modules

The warehouse module is connected to other parts of the system:

Product Module

flowchart LR
    P[Product] -->|defines| SI[Stock Item]
    P -->|has| SN[Serial Numbers]
    P -->|has| EAN[EAN Codes]
    SI -->|updates| P
  • Product catalog - stock items are based on product definitions
  • Prices - stock items inherit purchase/sales prices
  • Serial numbers - tracking of specific product units

Invoicing Module

flowchart LR
    PO[Purchase Order] -->|generates| RDN[Received DN]
    RDN -->|creates| GR[Goods Receipt]
    SO[Sales Order] -->|generates| IDN[Issued DN]
    IDN -->|creates| GI[Goods Issue]
  • Purchase orders → Receiving goods to warehouse
  • Sales orders → Issuing goods from warehouse
  • Invoices → Automatic linking with movements

Production Module

flowchart LR
    PO[Production Order] -->|consumption| GI[Material Issue]
    PO -->|completion| GR[Product Receipt]
  • Material consumption - automatic issue according to BOM
  • Product receipt - stocking finished products

User Roles and Permissions

Role Permissions Typical Tasks
Warehouse Operator Read, create receipts/issues Daily receiving and issuing operations
Warehouse Manager All + inventories, transfers Warehouse management, control
Dispatcher Issues, delivery notes Shipment preparation
Manager Read + reports KPI monitoring, analysis

Workflows

Daily Warehouse Operator Workflow

flowchart TD
    A[Arrive at work] --> B{Check queue}
    B --> C[Receive goods]
    B --> D[Issue goods]
    B --> E[Transfers]
    C --> F[Quality check]
    F --> G[Stock to positions]
    D --> H[Picking]
    H --> I[Packing]
    I --> J[Dispatch]
    E --> K[Update positions]

Monthly Workflow

  1. Weeks 1-3: Regular operations
  2. Week 4: Inventory preparation
  3. End of month: Partial or full inventory count
  4. First days of new month: Closing, reports

Frequently Used Features

Quick Actions

Action Keyboard Shortcut Description
New receipt Alt + P Creates new receipt
New issue Alt + V Creates new issue
Product search Ctrl + F Searches product by name/EAN
Print label Ctrl + L Prints position label

Bulk Operations

The system supports bulk processing:

  • Import receipts from CSV/Excel
  • Bulk label printing
  • Bulk transfers between positions
  • Data export for external systems

Handling Common Situations

Stock Discrepancies

What to do when there's a difference between system and reality?

  1. Verify physical state in the warehouse
  2. Check movement history in the system
  3. Perform correction using inventory count
  4. Document the cause of difference

Missing Product During Issue

flowchart TD
    A[Issue request] --> B{In stock?}
    B -->|Yes| C[Perform issue]
    B -->|No| D{Alternative?}
    D -->|Yes| E[Offer alternative]
    D -->|No| F[Order from supplier]
    F --> G[Add to restock queue]

Section Contents

Detailed guides for individual features can be found in these chapters:

Chapter Description
Warehouses Creating and managing warehouses, warehouse types
Stock Items Inventory tracking, movement monitoring
Warehouse Positions Position-based storage, space optimization
Goods Receipts Receiving goods, quality control
Goods Issues Issuing goods, reservations, picking
Stock Transfers Transfers between warehouses and positions
Restock Queue Planning stock replenishment
Issued Delivery Notes Documents for dispatch
Received Delivery Notes Documents for receiving
Inventory Counts Physical verification and stock corrections
Efficiency Tips Best practices and optimization

Additional Resources

Need help?

If you encounter a problem not described here, contact technical support or check the FAQ.