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Warehouse Administration

This guide is for system administrators and describes warehouse module configuration.

Warehouse Setup

Warehouse Types

When creating a warehouse, select the type based on your needs:

Type Description When to Use
Standard Products without specific locations Small warehouses, dispatch areas
Positional Each product has a precise location Large warehouses with racks

Warehouse Configuration

In the warehouse detail, configure:

Setting Description
Enable Variants Allow tracking product variants (colors, sizes)
Stock Strategy FIFO (oldest first), LIFO, or none
Auto Purchase Automatic order creation when stock is low
Assigned User Warehouse manager assignment

Warehouse Positions

Positions are used only in "Positional" type warehouses.

Creating Positions

  1. Go to Warehouse Positions
  2. Click Create Position
  3. Fill in:
  4. Name - Position identifier (e.g., "A-01-03")
  5. Warehouse - Assigned warehouse
  6. Parent Position - For hierarchy (optional)

Position Hierarchy

You can create a structure:

Prague Warehouse
├── Aisle A
│   ├── Shelf 1
│   ├── Shelf 2
│   └── Shelf 3
├── Aisle B
│   ├── Shelf 1
│   └── Shelf 2
└── Dispatch

Position Naming

Use a consistent system: A-01-03 = Aisle A, Column 01, Shelf 03

Warehouse Categories

Categories allow grouping warehouses and assigning users to them.

Creating a Category

  1. Go to Warehouse Categories
  2. Create a category (e.g., "Production Warehouses", "Sales Warehouses")
  3. Assign warehouses and users

Category Uses

  • Filtering - Users see only warehouses in their categories
  • Permissions - Access control to specific warehouses
  • Reporting - Grouping for reports

Global Settings

Go to Administration > Warehouse Settings.

Setting Description Recommendation
Allow Negative Stock Allows issuing even when stock is insufficient Disabled (default)
Reservation Logic How the system selects items for reservation (FIFO) FIFO
Require Serial Numbers Mandatory serial number entry for tracked products As needed

Negative Stock

Allowing negative stock can lead to discrepancies. Use only if physical goods flow precedes system entry.

Permissions

Roles and Access

Action User Warehouse Staff Admin
View warehouses
Create receipt -
Process receipt -
Create issue
Process issue -
Perform inventory -
Configure warehouses - -

Setting Up Permissions

  1. Go to Administration > Roles
  2. Select or create a role
  3. In the Warehouse section, set permissions for individual entities

Automatic Orders

The module can automatically create orders when stock is low.

Configuration

  1. In warehouse detail, enable Auto Purchase
  2. For products, set:
  3. Minimum Quantity - Below this, an order is created
  4. Order Quantity - How many units to order
  5. Preferred Supplier - Who to order from

How It Works

flowchart TD
    A[Stock falls below minimum] --> B{Auto purchase enabled?}
    B -->|Yes| C[Request created]
    C --> D[Added to restock queue]
    D --> E[Notification to responsible person]
    B -->|No| F[No action]

Integration with Other Modules

Production

  • Material consumption → Automatic issue from production warehouse
  • Finished goods receipt → Automatic receipt to warehouse

Sales

  • Order confirmation → Stock reservation
  • Dispatch → Issue and delivery note

Purchasing

  • Delivery receipt → Receipt based on purchase order
  • Quality control → Quarantine warehouse before stocking

Number Series

The system automatically generates document numbers:

Document Format Example
Receipt GR-YYYY-NNNN GR-2025-0001
Issue GI-YYYY-NNNN GI-2025-0001
Delivery Note DN-YYYY-NNNN DN-2025-0001
Inventory PI-YYYY-NNNN PI-2025-0001

Customizing Format

  1. Go to Administration > Number Series
  2. Select document type
  3. Modify prefix, number format, reset (annual/monthly)

Audit and History

All warehouse operation changes are logged:

  • Who performed the action
  • When it was performed
  • What changed (quantity, price, position)

Viewing History

  1. Open record detail (receipt, issue, item)
  2. Click Stream or Change History

Audit for GDPR

Change history is important for GDPR compliance and internal control.

Common Issues

Cannot Process Issue

Cause: Insufficient items in stock or items not reserved.

Solution: 1. Check available quantity 2. Reserve items 3. Optionally enable negative stock (not recommended)

Inventory Doesn't Match Reality

Cause: Unprocessed receipts or issues.

Solution: 1. Process all work-in-progress documents before inventory 2. Wait for all reservations to complete

Items Not Showing in Warehouse

Cause: Receipt was not processed.

Solution: 1. Check receipt status 2. Process receipt by clicking "Process"