On the warehouse and site record you enter the master data of a warehouse or site: its name, address, display order, default roles and the ledger numbers that belong to it. The same record is used to create a new warehouse and to edit an existing one. You can later select the warehouses on warehouse receipt, issue, transfer and stocktaking documents.
The record has no status (draft, closed): as soon as you save it, the warehouse is active and appears in the Warehouses and sites list and in the warehouse selection lists.
Click Main menu / Stock management / Additional data / Warehouses and sites / New. The empty record opens, with the Save and Delete buttons on the Actions tab. Fill in the top row: the Name field, then choose the Country and enter the Zip, the City and the Address. The Sorting field is optional. The screenshots were taken in the Hungarian interface.
On the Default settings tab you see four selectors, each starting with the value No:
On the Ledger numbers tab you find two drop-down lists: Increase ledger number gives the ledger number for stock increase, and Decrease ledger number the one for stock decrease. The lists show the name and, in brackets, the ledger number. Both fields are optional and show Please choose by default.
Click the Save button. If a required field is empty, or the text is too short, the system marks the faulty field and does not save until you correct it. After a successful save the warehouse appears in the Warehouses and sites list.
On the Main menu / Stock management / Additional data / Warehouses and sites / List page select the row of the warehouse and click the Open button. The record opens filled in, with the name of the warehouse in the header. Change the fields you need, then click Save.
The Delete button puts the warehouse into a deleted state and it disappears from the list. The deletion is logical (the data is not physically removed), but there is no restore option in the interface, so before deleting make sure the warehouse is no longer needed.
Mark exactly one warehouse as Default. The system does not prevent you from setting Yes on several warehouses, but then only one of them takes effect, so it is hard to tell which one is used. If a warehouse only represents external stock (for example a rented warehouse or supplier consignment stock), set the External/virtual warehouse field to Yes so that its stock does not mix with your own physical stock.
The fields of the record and what they mean:
| Field | Required | Description |
|---|---|---|
| Name | The name of the warehouse or site, at least 2 characters. It appears on documents and in selection lists. | |
| Country | The country of the warehouse, from a drop-down list. Choose a value instead of Please choose before saving. | |
| Zip | The postal code of the warehouse, at least 2 characters. | |
| City | The town or city of the warehouse, at least 2 characters. | |
| Address | Street and house number, at least 5 characters (e.g. Kápolna utca 11). | |
| Sorting | An optional number that sets the display and traversal order of the warehouse. If you leave it empty, the Sorting column of the list is empty too. | |
| Default | Yes/No selector, No by default. Yes marks the main, default warehouse. | |
| Default for home delivery and preparation | Yes/No selector, No by default. Yes means this warehouse is the default for home delivery and preparation tasks. | |
| Default for returns | Yes/No selector, No by default. Yes means returned goods are received into this warehouse by default. | |
| External/virtual warehouse | Yes/No selector, No by default. With Yes the stock of the warehouse does not count towards the available and physical stock, and is shown separately as a virtual quantity. | |
| Increase ledger number | The ledger number for stock increase, from a drop-down list (name and ledger number). | |
| Decrease ledger number | The ledger number for stock decrease, from a drop-down list (name and ledger number). |
The title of the record always reads „Új telephely” (Hungarian for „New site”) for a new warehouse, and the name of the warehouse for a saved one.
Name, Country, Zip, City and Address are required and have a minimum length: the name, zip and city at least 2 characters, the address at least 5. Do not leave Please choose in the country field. The system marks the faulty field; correct it and save again.
The system does not check that only one warehouse has Default set to Yes, but in that case the lookup uses only one of the matches. For predictable behaviour mark a single default warehouse and leave the others on No.
The stock of a warehouse with External/virtual warehouse set to Yes does not count towards the available and physical stock, and is shown separately as a virtual quantity. This is intentional: stock held elsewhere does not mix with that of your own warehouses. If you want to include the stock of the warehouse, set the field to No.
There is no restore option in the interface. Deleting only marks the warehouse as deleted and does not move the stock in it automatically, so before deleting check that the warehouse holds no stock. If you deleted one by mistake, create the warehouse again.
The module is in the Additional data section of the Stock management menu, and it only appears if the module is available in your account. If it is missing, ask your administrator to check the access setting of the module.
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