Warehouse
Warehouse separates stock balances by location and shows physical stock, reservations, available quantity, minimum level, stock value, latest activity, low-stock items, and out-of-stock items. Admins can create, edit, set as main, or deactivate a warehouse under certain conditions.
Physical stock is not always the same as available stock. Vasco calculates available as the physical balance that has not been reserved. The Main warehouse receives movements that don't specify a location, and it cannot be deactivated. Other warehouses are only safe to deactivate once their stock, reservations, stock counts, and open transfers are done.
Before you start
Have this ready
- Define the list of physical locations and a unique warehouse code.
- Choose one main warehouse for movements without a location.
- Make sure opening balances/transfers follow the correct location.
- Check open transactions before deactivating a warehouse.
Done when
- Every warehouse has a clear name, code, address, status, and main role.
- The team can tell physical, reserved, available, minimum, and value apart.
- Detail search uses SKU, barcode, or name with an exact filter.
- A warehouse can't be deactivated while it still has open obligations.
Read the warehouse cards and details
| Column/card | Meaning | Formula/limit |
|---|---|---|
| Item types | Number of SKUs/materials in the warehouse | Not the total units |
| Physical | Recorded quantity balance | Includes what is already reserved |
| Reserved | Quantity set aside | Not necessarily taken out yet |
| Available | Balance that can be used | Physical minus reserved |
| Minimum | Material reorder level | Low when available <= minimum and minimum > 0 |
| Stock value | Balance times average cost | Depends on the recorded price |
| Main | Default destination when no location is chosen | Always active |
| Inactive | Not used for new transactions | Old history and balances are still shown according to access |
Create, read, and maintain warehouses
- 1
Add warehouse
Enter the required name, a unique short code, and the address/location. The first warehouse automatically becomes the main one.
Result: The active stock location is created.To cancel / undo: Choose Cancel before Save.If something goes wrong: If the code is rejected, use another code and avoid long spaces/unnecessary symbols. - 2
Set the Main warehouse
When creating/editing, turn on Main warehouse only for the company's default location.
Result: Movements without a location go into that warehouse, and the warehouse is made sure to be active.To cancel / undo: Turn off the option before Save. Once saved, edit another warehouse and make it main to move the default; balances don't move with it. - 3
Open warehouse details
Click a warehouse row to see live stock, item type cards, available, reserved, risk, and value.
Result: Location balances can be audited without downloading the full catalog.To cancel / undo: Choose All warehouses to go back; no data changes. - 4
Search or filter stock
Search by barcode, SKU, or name, then choose All, Available, Reserved, Low, or Out of stock. Use the next page for more than 100 items.
Result: Items that need action are found.To cancel / undo: Clear the search and choose All stock. - 5
Edit identity
Edit the name, code, address, active status, or main after checking the impact.
Result: The warehouse settings are updated; transaction balances are not moved.To cancel / undo: Choose Cancel to keep the old data. - 6
Deactivate a warehouse
Make sure it is not the main warehouse and that stock, reservations, stock count sessions, and open transfers are settled. Turn off Active warehouse, then Save.
Result: The warehouse is not available for new transactions.To cancel / undo: Turn the checkbox back on before Save; once inactive, edit it again to reactivate it if nothing blocks it.
Warehouse and stock statuses
| Status | Meaning | Safe action |
|---|---|---|
| Active | Can be chosen in transactions | Use for operational locations |
| Main | Default location and always active | Change the default through another warehouse if needed |
| Inactive | Does not accept new transactions | Reactivate if it reopens |
| Reserved | Part of the balance is set aside | Release/fulfill the reservation from Tracking |
| Low | Available has hit the minimum limit | Plan procurement/transfer |
| Out of stock | Available <=0 | Check physical stock, reservations, and movements |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Add/edit form not saved | Choose Cancel | Warehouse unchanged |
| Wrong main warehouse | Make the correct warehouse the Main one | Balances don't move automatically |
| Wrong warehouse deactivated | Edit and reactivate it | History stays |
| Warehouse has a wrong balance | Correct it through an official movement/stock count | Don't change the identity to move a balance |
| Duplicate warehouse was created | Don't use it; clear all its transactions, then ask an admin to consolidate | The screen has no hard delete |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Warehouse controls not active yet | The inventory scale migration has not been applied | Ask an admin to enable it; old balances stay in the Main warehouse |
| Can't deactivate | It is the main warehouse or still has stock/reservations/stock counts/transfers | Settle all conditions or move the main role |
| Available is lower than physical | There are reservations | Open Tracking → Reservations |
| Stock value is zero | Average cost has not been recorded | Check receipts/purchases/stock in |
| Item is not visible | Search/filter/page is active | Reset the filter and change page |
Questions and answers
What is the difference between physical and available stock?
Available is physical minus the quantity currently reserved.
Does changing the main warehouse move balances?
No. It only changes the default destination for the next transactions.
Can the main warehouse be deactivated?
No. Set another warehouse as main first.
Why can't a warehouse be deactivated?
It still has stock, reservations, stock counts, or open transfers, or it is still the main warehouse.
Is there a delete warehouse button?
Not on the current screen. Use inactive once all obligations are settled.