Choosing the warehouse on a cash purchase

When you add a product line to a cash purchase, you must specify which warehouse the items will be received into. This ensures that inventory is recorded in the correct location and available to the right teams.

Before you start

• You need the Inventory module enabled on your product.
• You must have multiple warehouses set up, or a default warehouse will be used.
• When you select a product, its default warehouse will be suggested, but you can change it.

Steps

1. On the cash purchase form, add a line with a product. Open in Usystems

2. After selecting the product, the Warehouse field will show the product's default warehouse.

3. If you need to receive the items into a different warehouse, click the Warehouse dropdown and select the correct one.

4. The product line will now use the selected warehouse. When the purchase is saved and confirmed, the inventory will be added to that warehouse.

5. If you have multiple product lines and they go to different warehouses, you can set a different warehouse for each line.

Accounting impact

The warehouse you choose does not affect the accounting journals directly, but it does:

• Record where the inventory physically resides.
• Determine which team can access and use the items.
• Affect inventory reports and stock levels by location.

Tips & common mistakes

• Default warehouse: If you do not change the warehouse, the product's default setting is used. If this is wrong, either change it on this purchase or contact your administrator to update the product's default warehouse.
• Mixed deliveries: If the vendor delivers some items to one warehouse and others to another, create two separate cash purchases (one for each location), or add lines with different warehouses on the same purchase form.
• Can't find the right warehouse? Ask your administrator to create the warehouse or verify its name in the Inventory or Settings area.

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