Warehouses and locations

A warehouse is a place you keep stock: a building, or a vehicle a sales rep sells from. Inside each warehouse, stock sits in locations, the bins and shelves you pick from. A warehouse needs at least one location before goods can be received into it.

Create a warehouse

1. Go to Inventory ‣ Master data ‣ Warehouses and click New warehouse.
2. On the General tab, fill in Code and Name, for example WH-01 and Main warehouse, and pick the Subsidiary.
3. Leave Location type on Fixed for a building.
4. On the Address tab, enter where the warehouse is.
5. On the Posting tab, pick the Posting profile, so stock moving through this warehouse posts to the right accounts.
6. Click Save.

Field	What it sets
Subsidiary	A warehouse belongs to exactly one subsidiary.
Location type	Fixed for a storage building, Mobile for a vehicle assigned to a sales rep.
Active	Inactive warehouses are hidden from transaction entry.
Posting profile	The accounts this warehouse’s stock posts to. Nothing posts from a warehouse without one.
Allow negative stock	Allows shipments and issues even when on-hand drops below zero. Off by default.

Note

Posting profiles are set up in Finance, under Finance ‣ Setup ‣ Posting profiles. A receipt or shipment from a warehouse with no profile is refused.

Add locations

Every quantity in a warehouse sits in a location. Receipts land in the warehouse’s first Standard location unless you name another one, so add at least one.

1. Open the warehouse from Inventory ‣ Master data ‣ Warehouses.
2. Go to its Locations tab and click New location.
3. Fill in Code and Name, for example A-01 and Aisle A, shelf 1.
4. Pick the Type, and click Save.

The location types Axon acts on:

Type	What it does
Standard	Ordinary storage. When a document names no location, goods arrive in the Standard location with the lowest code, and leave from the location holding the most of the item.
Quarantine	Where customer returns needing inspection are put. Never picked from automatically.
Scrap	Where returned goods that cannot be sold are put. Never picked from automatically.
Dock	A loading area. Never picked from automatically.

Example

A hardware distributor gives each aisle a Standard location (A-01, A-02), adds one Quarantine location for returns awaiting inspection, and one Scrap location. Goods received with no location named go to A-01.

Set up a sales rep’s vehicle

A vehicle is a warehouse of its own, stocked from a fixed warehouse. Field sales loads and unloads it against that warehouse.

1. Click New warehouse, and pick Mobile in Location type.
2. On the Vehicle tab, pick the Parent warehouse: the fixed warehouse that supplies this vehicle.
3. Fill in Vehicle registration, Vehicle model and Vehicle capacity.
4. Fill in the General and Posting tabs as for any warehouse, and click Save.

A vehicle needs all four vehicle fields, and only a vehicle may have them.

Tip

Switch on Allow negative stock for a vehicle whose rep works on credit, so a sale is not refused when the vehicle’s recorded stock runs short.

Messages you may meet

Message	What to do
A mobile warehouse states its parent and the vehicle it runs on, and one of those is missing.	Fill in the Parent warehouse and every vehicle field.
The receiving warehouse has no active standard bin.	Add a Standard location to the warehouse.
This warehouse has no posting profile. Link one in Finance → Posting Profiles before posting.	Pick a Posting profile on the warehouse’s Posting tab.
The warehouse still holds stock; move or write it off first.	Transfer or adjust its stock to zero before archiving it.
Live warehouses still name this one as their parent; move them first.	Give those vehicles another parent warehouse.