Warehouse Master
For: Anyone setting up the physical stock locations that sit under each Branch
A Warehouse is the bottom level of the Division, Branch, Warehouse hierarchy, and it's deliberately simple, a name under a Branch. What makes it important isn't the setup screen, it's that every stock movement in the system is keyed to a warehouse.
What this module does
1. A Warehouse is the lowest level of the location hierarchy
It sits directly under a Branch, which sits under a Division.
Warehouse Name: Only needs to be unique within its own Branch. The same name can exist in a different Branch without conflict.
Warehouse Code: Shown pre-filled the same way Division and Branch codes work, but it's a display label, not something you should rely on as unique.
Address, bin racks, zones: Don't exist. A warehouse is only ever a name attached to a Branch, with no sub-location or rack-level tracking to configure.
Editing later: Only the name can be changed. Division and Branch are locked in once the warehouse is created.
2. Selecting a warehouse genuinely drives your stock
Every transaction that moves stock does so against the specific warehouse you pick.
GRPO: Adds stock to the warehouse you select on the receipt.
Invoice, Delivery Challan, Bill: Deduct or add stock from the warehouse selected on that document.
A hidden system warehouse: Exists behind the scenes for companies with warehouse-splitting turned off. It's excluded from every warehouse picker in the app, so you'll never see or select it directly.
Note: If a warehouse you expect to see is missing from a dropdown, it's worth checking whether it's one of these system-reserved warehouses rather than assuming it wasn't created.
3. Deactivating checks for open documents, not history
The same shape of check used on Division and Branch, run against this warehouse.
Blocked while open: Any open Quote, Sales Order, Delivery Challan, Invoice, Purchase Order, GRPO, Bill, Credit Note, or Debit Note, an active Recurring Invoice, Bill, or Expense, an in-progress Production Order, a pending Inventory Transfer Request, or a draft Inventory Adjustment stops the deactivation.
Reactivating: Has no equivalent check. You can turn a warehouse back on any time.
4. Deleting is far stricter than deactivating
Where deactivate only cares about what's currently open, delete cares whether the warehouse was ever used at all.
Warning: Once a warehouse has any transaction or stock history at all, even fully closed or completed, it effectively can't be deleted. Deactivate is the realistic option at that point.
Business rules
| Topic | Rule |
|---|---|
| Subscription gate | Shares its plan limit with Branch and Division — creating a Warehouse counts against the same Warehouse feature cap |
| Unique name | Only needs to be unique within the same Branch, not across your whole company |
| Warehouse Code | A display label pre-filled by the form, not a value you can rely on as unique |
| No address, no bin-rack tracking | A warehouse is only ever a name under a Branch. There's no sub-location or rack-level tracking to set up |
| Division and Branch lock after creation | Editing a warehouse only lets you change its name — you can't move it to a different Branch afterward |
| Deactivating | Blocked while the warehouse has any open Quote, Sales Order, Delivery Challan, Invoice, Purchase Order, GRPO, Bill, Credit Note, Debit Note, active Recurring Invoice, Recurring Bill, or Recurring Expense, in-progress Production Order, pending Inventory Transfer Request, or draft Inventory Adjustment |
| Deleting | Far stricter — blocked by any reference at all, in any status, across essentially every document and stock record the warehouse has ever touched |