How warehouses work

A warehouse is a place you hold stock: a warehouse, a unit, a workshop or a third-party store. StockBold records every quantity against a warehouse, not only against a product. For example, a product showing 400 units may have 300 at one site and 100 at another.

Your organisation already has at least one warehouse. If nobody named any when the organisation was created, StockBold created one called Main warehouse in the language of the person who set it up, and made it the default.

Add a warehouse

The Warehouses entry under Settings appears if you have the Manage Warehouses permission or the Manage Shelves permission. Without Manage Warehouses, you cannot add, edit, delete or restore a warehouse. Without Manage Shelves, you cannot add, rename or delete its shelves.

1. Open Settings, then Warehouses.
2. Select Add Warehouse.
3. Enter a name. It is the only required field and must be different from every other active warehouse name. The check ignores capitalisation.
4. Add a description if it helps people recognise the site. It shows under the name in the list.
5. Fill in the address, city, state, ZIP code, phone and email if the site receives deliveries.
6. Save.

Your plan sets how many warehouses you can have. The Free plan includes one. At the limit, Add Warehouse is greyed out and Warehouse limit reached says what your plan includes. The owner sees Compare plans and Upgrade to followed by the next plan's name; everyone else is asked to have the organisation's owner change the plan.

Set the default warehouse

One warehouse is the default. It is pre-selected in stock movement forms and is where received goods land if a purchase order somehow has no ship-to warehouse. You cannot delete the default warehouse: its delete control is greyed out, and hovering over it explains why.

1. Open Settings, then Warehouses.
2. Edit the warehouse you want as the default.
3. Tick Set as default warehouse.
4. Save.

Set as default warehouse appears only when you edit an existing warehouse, not when you add one. Add the site first, then edit it to make it the default. Only one warehouse is the default at a time; setting a new one clears the flag on the old one.

View stock and shelves by warehouse

View Inventory adds up stock across all sites and shows one figure per product unless you set the Warehouse filter. To see where a product sits, open its page and look at Inventory by Warehouse.

You can also record which shelf holds stock inside a warehouse. Open Settings, then Warehouses, and use the Shelves button on each row to add shelves per warehouse. Shelves are used for products you switch on for shelf tracking and are included in the Starter plan and above. See Shelf positions: setting up shelves in a warehouse.

Record a stock-out

Stock-outs are recorded against one warehouse. Stock Out and Transfer appear in the New Movement menu only if you have the Stock Out, Transfer & Adjustments permission.

1. Open Inventory, then Movements.
2. Select New Movement.
3. Choose Stock Out.
4. Select a Warehouse. The list shows the quantity held at each site next to its name.
5. Enter the quantity.

The form refuses a quantity larger than the selected warehouse holds. The same check runs on backdated entries: if the date you chose would drive that warehouse below zero on any day between then and now, the entry is refused.

Transfer stock between warehouses

Transfers are how stock changes warehouse.

1. Open Inventory, then Movements.
2. Select New Movement.
3. Choose Transfer.
4. Pick the product.
5. Pick a From Warehouse.
6. Pick a To Warehouse.
7. Enter the quantity.

The two warehouses must be different, and the quantity cannot exceed what is available at the source.

Once a transfer is saved, you can edit its quantity, date and comment, but not its two warehouses. To correct a transfer sent between the wrong pair of sites, transfer the stock back, or delete the transfer. Deleting it removes both the outgoing and incoming record and requires the Delete Stock Movements permission.

Choose where purchase orders arrive

Ship To Warehouse is required on every purchase order. You choose it when you create the order, it cannot be cleared when you edit it, and received goods are added at that warehouse.

The Reorder List adds a product's stock across every warehouse. It will not warn you that one site has run out while another is full, so a product can look well stocked there and still be unfulfillable at the site that needs it.

Delete a warehouse

A warehouse that still holds stock cannot be deleted. Move its stock to another warehouse, or write it off, first. A warehouse also cannot be deleted if an approved purchase order still to be received is delivered to it. Receive that order, or change its warehouse, first.

Once the warehouse is empty, deleting works in one of two ways, and the confirmation message tells you which. A warehouse with no movements at all is removed permanently. One with movement history is archived instead, so the history stays intact. It stays in the list with an Archived badge, and Restore brings it back.

An archived warehouse is no longer offered as Ship To Warehouse on purchase orders.