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Warehouses: Admin Guide

How to manage locations, inventory rollups, and restock details

What this page is for

Use the Warehouses screen to manage your physical or logical stock locations, keep them active or inactive, review quick inventory rollups, add upcoming restocks, and map external IDs used by other systems.

Who can use it - Owner or staff users
Primary actions - Create, edit, enable or disable, delete (when safe)
Helpful views - Inventory Summary, Upcoming Restocks, External IDs

Quick start

Add your first warehouse. Open the Add Warehouse form and enter a short Code and a descriptive Name. Both are required.
Fill in address details. City, region, postal, and country help buyers and staff understand where stock lives.
Leave Active checked if you are ready to receive or allocate stock against this location.
Save. You will land on the edit page with inventory rollups and optional restock and external ID panels.

Tip: Codes are best kept short and human readable, for example WH1, East, or 3PLA.

The list view

The list shows your warehouses with sortable columns and quick metrics.

Code Name City Region SKUs On Hand Updated Active Actions
Short ID for the warehouse. Readable label buyers and staff will recognize. City of the location. State or region. Total distinct products at this location. Sum of on hand quantity at this location. Last time this record was updated. Yes or No badge. Enable or disable, and open the edit form.

Use the search bar to filter by code, name, city, or region. Page size can be set to 10, 25, 50, 100, or 200 rows. Paging controls at the bottom show your position in the result set.

Create or edit a warehouse

Code - 1-64 characters; letters, numbers, dash, underscore, or dot. Example: WH-NE-1
Name - Full name for the location. Example: Northeast DC
Address 1/2 - Optional street lines for clarity
City, Region, Postal - Optional but recommended
Country - Two-letter country code. Example: US
Active - checked means buyers and staff can use this location for inventory and orders
Save buttons. New records show Create Warehouse. Existing records show Save Changes. You can toggle Active from the header of the edit screen.

Inventory Summary

This panel rolls up counts for the selected warehouse:

  • SKUs: number of distinct products with inventory rows here
  • On Hand: total on hand quantity in this warehouse
  • Reserved: quantity reserved for open carts or orders

This is a read-only snapshot meant for quick health checks.

Upcoming Restocks

Shows the next inbound quantities either for this warehouse or unassigned. Each row includes product ID, expected date, quantity, supplier, optional PO, and notes.

  • Use this to answer buyer questions about availability and ETAs.
  • Keep dates current to avoid confusion in the catalog and order flow.

External IDs

Map this warehouse to identifiers used by other systems so that exports and integrations line up. For example, quickbooks, xero, or cin7 values.

  • System: the external system name
  • External ID: the corresponding warehouse ID in that system
  • You can add or remove mappings any time.

Enable, disable, or delete

  • Enable or disable: toggles whether this warehouse can be used. Disabling does not remove any history.
  • Delete: allowed only when the warehouse is not referenced by inventory, movements, restocks, orders, carts, or external IDs.
Safe delete checklist: inventory 0, no ledger rows, no restocks, no orders or carts linked, no external ID mappings.

Sorting and paging

You can sort by Code, Name, City, Region, Updated, or Active. Sort direction flips each time you choose the same column. Use page size to control how many rows you see at once. The pager shows your current page and total rows, with First, Prev, Next, and Last buttons.

Common messages

Message What it means What to do
Saved. Your changes were saved. No action needed.
Cannot delete: still referenced in ... The warehouse is still in use by one or more records. Clear inventory and references first, then try again.
Not Found The record does not exist or is not available to your user. Return to the list and select a valid warehouse.
Code and Name are required. Required fields were blank. Enter both values and save again.
Code must be 1-64 chars: letters, numbers, dash, underscore, dot. The code contains unsupported characters or is too long. Use a short, simple code like WH-1 or East.

Best practices

  • Keep codes short and stable. Changing codes later can be confusing for staff.
  • Use Active only for locations that buyers can order against.
  • Enter restock dates as soon as you have them to reduce back-and-forth with buyers.
  • Use External IDs if you sync or export data to accounting, WMS, or 3PL tools.

Keyboard and data entry tips

  • Press Tab to move between fields quickly on the edit form.
  • Paste two-letter country codes, for example US or CA, to keep data clean.
  • Numbers accept digits only; avoid commas or symbols.