Create and Edit Warehouses

Warehouses represent where your goods are stored: one branch warehouse per location and any number of sub-warehouses below it, for example one per bar or area. This page explains how to create sub-warehouses, edit warehouses and assign them to Sales Points and areas.

Branch Warehouse and Sub-Warehouses

When your system is delivered, bessa or your reseller sets up a branch warehouse for every location and assigns it to the location. Without any further assignment, every Sales Point at the location books into this branch warehouse.

Sub-warehouses let you structure inventory management per location in more detail. A sub-warehouse always belongs to a branch warehouse (main warehouse) and can be assigned to a Sales Point or an area. Sales on that Sales Point or in that area are then booked in the sub-warehouse instead of the branch warehouse.

Create a Sub-Warehouse

1. In the Manager, open Manage → Warehouses.

2. Click the 3-dot menu next to Select warehouse and choose Add.

3. Fill in the fields on the Warehouse tab:

   • Main warehouse: the branch warehouse the sub-warehouse belongs to (required)

   • Name (required) and an optional Description

   • Allow negative stock level: see Allow Negative Stock Level

4. Fill in the warehouse's address on the Address tab. Address line 1, Zip code, Location and Country are required; Phone number (international format with +) and E-mail are optional.

5. Save.

The new warehouse is then available under Select warehouse and can be assigned.

Edit a Warehouse

Under Manage → Warehouses, select the warehouse, open the 3-dot menu next to Select warehouse and choose Edit. You can change the name, description, address and the negative stock setting at any time. Changes to the branch warehouse itself and its assignment to the location are made by bessa or your reseller.

Allow Negative Stock Level

This setting determines whether the Sales Point may sell an article whose stock level is not sufficient:

• Enabled: The Sales Point adds the article and shows a low-stock warning. The stock level may become negative.

• Disabled: The Sales Point shows an error and does not add the article.

The setting only applies to sales. Manual bookings such as stock out or stocktaking can always take the stock level below zero. For details, see Stock Levels When Selling.

Assign Warehouses

Three assignments in the Manager determine which warehouse a booking affects:

For each booking the most specific assignment applies: first the warehouse of the area where the order is placed, then the warehouse of the Sales Point, finally the branch warehouse of the location.

Example: The location "Inn" has the branch warehouse "Inn" and the sub-warehouse "Terrace". The area "Terrace" is assigned to the sub-warehouse of the same name. Orders at tables on the terrace are booked in the sub-warehouse, all other orders in the branch warehouse.

The Warehouse fields of Sales Points and areas only become available once the location has a warehouse. In the location and Sales Point lists you can show the Warehouse column to see the assignments at a glance.

FAQ

Can I create another branch warehouse myself? No. Branch warehouses and their assignment to a location are set up by bessa or your reseller. You create sub-warehouses.

Can I track an article in several warehouses? Yes. The stock level is tracked per warehouse. You can see which warehouses hold stock for the article in the article's Warehouse management tab under Warehouse Stock.

Does a sub-terminal book into its own warehouse? Only if you assign a warehouse to it under Manage → Locations → Sales Points. Otherwise the warehouse of the area or location applies.

Related Topics

• Inventory Management

• Locations

• Sales Points

• Areas & Order Groups

• Stock Levels When Selling