Warehouses

Warehouses is where you set up the places you keep stock in: each warehouse with its address and purpose, and the segments inside it, such as a rack, a zone or a cold room. The screen is used with the advanced warehouse type. With the simple type you have one warehouse and manage it under Warehouse location.

Where to find it: Warehouse → Configuration → Warehouses

When you'll use it

• You open a second site or a new storage area.
• You want stock to show the rack or zone goods are on.
• You want a warehouse to hold only finished products, or only materials.
• You want carriers to get a different contact for shipments sent from one warehouse.
• You want to print QR codes for your racks.
• You close a site.

Key concepts

• Warehouse — a physical place with a name and an address. The address gives it a position on the map. Route planning uses that position as the place routes start from.
• Segment — a part of a warehouse. Stock is kept per segment, and receiving and issuing ask for one. Every warehouse has at least one segment.
• Default segment — the first segment of a warehouse. It cannot be deleted. Stock from a deleted segment moves into it. In a warehouse that Complaia created for you, it is shown as Unassigned.
• Default warehouse — one warehouse carries the Default badge. Goods land there when an operation does not name a warehouse. It cannot be deleted or deactivated. To remove it, first make another warehouse the default.
• Purpose — which goods the warehouse accepts: Products and materials, Products or Materials. Materials are components for production. Goods of another kind are refused with a message.
• Site — when your company has more than one production site, every warehouse belongs to one of them. Production orders take materials only from warehouses of their own site.
• Contact for the courier — a phone, an e-mail address and a person that go to the carrier with shipments sent from this warehouse. An empty field takes the contact from the carrier integration.
• Products that ship in several parcels are kept per warehouse, not per segment, because the parcels of one piece may lie in different segments.
• Workstation buffers are not listed here. Goods waiting at a workstation appear on Stock levels under Workstation followed by the workstation's name. Complaia creates and manages these buffers by itself, see Workstations.

The screens

The list

Column	What it shows
Warehouse	The name, with the Default badge on the default warehouse
Status	Active or Inactive
Purpose	What the warehouse accepts
Site	Only when your company has several sites
Address	The address
Segments	How many segments the warehouse has
Updated	When the warehouse last changed

Each row has buttons for Edit, Set as default and Delete. Click a row to open the warehouse card. Header buttons: Refresh and New warehouse.

The warehouse card

The Warehouse card has four tabs:

Tab	What it shows
Overview	Stock items, Units total and Reserved for this warehouse, and its name, address, purpose, site and description
Segments	The segment list. Each segment has a QR-code button and a delete button. You can add a segment here
Stock	The products in this warehouse per segment, with Reservations and Available, and a button to move stock to another segment
Movements	Everything that happened in this warehouse: Type, Product, Location, quantity, Date and Operator, with a PDF document for each movement

Header buttons: Refresh, Edit, Set as default and Delete. The default warehouse has no Set as default and no Delete.

📷 Screenshot to add: the warehouse card on the Segments tab, with the Default badge next to the name and the QR-code button on a segment row.

Create and edit

Both screens have two tabs:

• Warehouse data:
  • Name, Street and number, Postal code, City, Region (optional), Country and Description;
  • a Geolocation panel with the coordinates;
  • Contact for the courier: Contact person, Phone and Email;
  • Purpose (with Site, when your company has several sites).
• Segments.

The edit screen also has the Active switch.

Common tasks

Create a warehouse

1. Open Warehouse → Configuration → Warehouses and click New warehouse.
2. On Warehouse data, type the Name and the full address: Street and number, Postal code, City and Country. All of them are required.
3. Choose the Purpose. If your company has several sites, choose the Site too.
4. Optionally fill in the Contact for the courier.
5. On Segments, check the first segment. It is called Main at the start and becomes the default segment. Rename it if you wish.
6. Click Add segment for each further segment.
7. Click Create. The window Confirm address shows where Complaia found the address on the map.
8. If several places match, choose the right one under Choose the correct match:. If the pin is not exact, drag it to the right spot.
9. Click Yes, save. The warehouse card opens.

A red dot on a tab means a required field on that tab is still empty.

Add or delete a segment

1. Open the warehouse card and go to the Segments tab. You can also click Edit and use the Segments tab there.
2. Click Add segment.
3. Type the Segment name (and a description if you wish) and click Save segment. Segments are saved at once, without the button that saves the warehouse.
4. To delete a segment, click its bin button and confirm Delete segment? Its stock, including reserved quantities, moves to the default segment. Products in several parcels stay in the warehouse without a segment. The default segment has no delete button.

A segment cannot be renamed on the screen. Add a new one and move the stock.

Move stock to another segment

1. Open the warehouse card and go to the Stock tab.
2. On the row of the product, click the transfer button (Move to another segment).
3. In Transfer between segments, choose To segment and the Quantity, up to what is available.
4. Click Transfer. You see Transfer completed. The move is recorded as a Relocation on the Movements tab.

To move many items at once, to move components, or to move stock to another warehouse, use Stock transfer.

Print QR codes for segments

1. Open the warehouse card and go to the Segments tab.
2. Click the QR-code button on a segment. The window Segment QR code opens.
3. Click Download PNG for the image, or Print to download a PDF label.
4. Stick the label on the rack. Scanning it in the mobile app (Scan a segment on the home screen) shows what is stored there.

Change the default warehouse

1. On the list or on the warehouse card, click Set as default on an active warehouse.
2. Confirm. The Default badge moves to that warehouse. Operations that do not name a warehouse use it from then on.

Edit a warehouse

1. Open the warehouse card and click Edit.
2. Change the data. If you change the address, you confirm its position on the map again when you save.
3. To change the Purpose or the Site, choose the new value. When you save, a window lists what will change, for example production areas that lose this warehouse, or reservations that move to other warehouses. Confirm with Save changes.
4. To switch the warehouse on again, turn Active on.
5. Click Save.

Switch a warehouse off

1. Open the warehouse card and click Edit.
2. Turn Active off and click Save.
3. Read the window Disable the warehouse? and confirm.

The warehouse stops accepting goods, and what it holds no longer counts as available. Component reservations of production orders in this warehouse are released, and Complaia reserves the material in other warehouses if enough of it is available there. You can still issue or move the goods. The default warehouse must stay active.

Delete a warehouse

1. Click Delete on the list or on the warehouse card.
2. Read Delete warehouse? and confirm.

The warehouse becomes Inactive and stays on the list. Its stock and its active reservations move to another active warehouse that Complaia chooses. POS (point of sale) terminals and production areas that used this warehouse go back to their defaults. The move cannot be undone, even if you switch the warehouse on again.

You cannot choose where the stock goes. If that matters, move the stock yourself with Stock transfer before you delete the warehouse.

When it doesn't work

What you see	Why	What to do
Warehouses is not in the menu	Your company uses the simple warehouse type, or you lack the permission. With the simple type the screen's address takes you to Stock levels.	See Warehouse type and Permissions.
Fill in all address fields (street, postcode, city, country).	The address is incomplete.	Fill in all four fields.
The window Invalid address	No place was found for the address. Usually a building number is missing, the city does not match the postal code, or there is a typo.	Click Edit address, correct it and save again.
The window Couldn’t check the address	The map service did not answer. It does not mean the address is wrong.	Try again in a moment.
A segment with this name already exists in this warehouse.	Segment names are unique within a warehouse.	Choose another name.
The default segment cannot be deleted.	Every warehouse keeps its default segment.	Delete other segments instead.
The main warehouse is a system warehouse and cannot be deleted.	You tried to delete the default warehouse.	Click Set as default on another warehouse first.
The Active switch is greyed out, with the hint The default warehouse must stay active	The default warehouse cannot be deactivated.	Make another warehouse the default first.
You cannot turn off warehouse “…” because it holds goods reserved for …	Goods in this warehouse are reserved for an order.	Release the reservation, or pack and hand over the goods, then switch the warehouse off.
Warehouse “…” holds stock or reservations …, so you cannot change its purpose	The warehouse holds goods of the kind it would stop accepting.	Move them with Stock transfer, or release the reservations, then change the purpose.
Warehouse “…” holds stock or reservations …, and no other active warehouse can take them.	Deleting would leave the goods nowhere to go.	Move the goods first, or add an active warehouse that accepts them.
The company has several production sites, so the warehouse must belong to a site.	The Site field is empty.	Choose the site.
The e-mail address in the courier contact is invalid.	The address has a typo.	Correct it or leave the field empty.
There is not enough available stock at the source location to transfer this quantity.	Part of the stock in that segment is reserved.	Lower the quantity.
Multi-parcel goods are stocked in the warehouse without a segment…	The product ships in several parcels.	Move its parcels with Stock transfer.
The transfer button is greyed out	The warehouse has only one segment, or nothing is available.	Add a segment first.
The Movements tab stays empty	Reading movements needs its own permission.	Ask for Warehouse: Stock movements.
A stocktake is in progress, so the warehouse is frozen.	During a stocktaking session you cannot delete a warehouse, change segments or move stock.	Wait until the session is posted or cancelled.

Permissions

To do this	You need
See Warehouses in the menu; create, edit, delete and switch off warehouses; add and delete segments; set the default; print QR codes	Warehouse: Manage (the role editor ticks Warehouse: View with it)
Move stock between segments, read the Movements tab and download movement documents	Warehouse: Stock movements as well

Related

• Warehouse type — simple or advanced
• Warehouse location — the same data for the simple type
• Stock transfer — move stock between warehouses and segments
• Stock levels — stock per location
• Stocktaking — count one warehouse or one segment
• Sites — production sites that warehouses belong to
• Route planning — uses the warehouse position