Working with multiple warehouses

What it is

Working with multiple warehouses means maintaining separate inventory records for different physical locations or storage areas. Each warehouse has its own stock levels—a product might have 100 units in the main warehouse and 30 units in a branch store, tracked independently.

Why it matters

Multiple warehouses let you:

• Track inventory by location: Know exactly how much stock you have in each place without mixing counts.
• Fulfill orders from the nearest location: Choose which warehouse to issue products from based on availability and proximity.
• Manage stock transfers: Move products between warehouses when one location has excess and another runs low.
• Plan purchases by location: Order more stock for warehouses that sell faster or have unique products.

How it works in Usystems

When you create a document that involves inventory (such as a sales order, purchase, or receipt), you specify which warehouse you are using. The system updates that warehouse's stock levels. If you need to move products between warehouses, you can use a transfer or adjustment document.

Each product's details show its stock separately for each warehouse. For example, "Paracetamol tablets" might display:

• Main Warehouse: 500 units
• Branch Store: 150 units

When you receive new inventory, you assign it to a specific warehouse. When you sell or issue, the system deducts from that warehouse's supply.

Where you see it

• On product details: Hover over or click a product to see its stock in each warehouse.
• In receiving documents: Choose the destination warehouse when you receive new stock.
• In sales/purchase documents: Select the source warehouse when issuing or ordering products.
• In transfer documents: Move products from one warehouse to another if your system supports it.
• In reports: Most inventory reports allow filtering by warehouse to see location-specific data.

Tips for managing multiple warehouses

• Use clear naming: Name warehouses by city, floor, or department so staff know which one to use.
• Assign users to warehouses: If your system allows it, restrict certain users to specific warehouses for operational control.
• Regular physical counts: Periodically count stock in each warehouse to verify system records match reality.
• Monitor stock levels: Use inventory reports to watch which warehouses are running low and need replenishment.