Choosing the warehouse on an invoice

If your business manages inventory across multiple warehouses, you must choose which warehouse supplies each invoice. Selecting a warehouse ensures that inventory is deducted from the correct location and that your warehouse-specific stock reports remain accurate.

Before you start

• Your business must have multiple warehouses set up (contact your administrator if you have only one).
• The items you are selling must have stock in the selected warehouse.
• You should know which physical location is fulfilling this order.

Steps

1. Go to Invoices → New Invoice Open in Usystems

2. Select the customer and add line items as usual.

3. Look for the Warehouse field in the invoice header (usually below the customer name or in a separate section).

4. Click the warehouse dropdown and select the location that will supply these goods.

5. Once selected, Usystems will check the stock in that warehouse as you confirm each line item. If there is insufficient stock, you will receive a warning.

6. Complete the rest of the invoice details and save.

Accounting impact

The warehouse you select determines:

• Which inventory account is credited (reduced) when the sale is recorded.
• Where the stock physically comes from for cost-of-goods-sold purposes.
• The availability and cost assignments in warehouse-specific reports.

If you have multiple warehouses with different costs for the same item, the warehouse choice affects the cost valuation of the sale.

Tips & common mistakes

• One warehouse per invoice. An invoice draws from a single warehouse; you cannot mix stock from two warehouses on one document. If you need to sell from multiple locations, create separate invoices.
• Check stock before selecting. If the warehouse you want doesn't have enough of an item in stock, you may need to choose a different warehouse or check with your inventory manager.
• Default warehouse. If your company has a primary warehouse, it may be selected by default. Verify it is correct before saving.
• Warehouse location names. Warehouse names in Usystems should match your physical locations (e.g., "Main Warehouse," "Branch Store"). If you are unsure which warehouse code maps to which location, ask your administrator.