Help centre · Step-by-step manual
Warehouses
Choose the appropriate workspace and branch. Your plan, enabled modules and team permissions determine which actions are available.
What it is
Until now a branch had one stock: the one its tills sell from. With Warehouses, a branch can keep stock in several places, move it between them with transfers that travel until they are received, follow batches and serial numbers wherever they are, and count and value each place apart.
Imagine a trading company in Al Quoz: a showroom with a till, a back store behind it, a warehouse down the road and a van that supplies cafeterias. Each is a location of the same branch; the showroom's till sells only from the shop floor.
Warehouses are part of Online Restaurant and Chain, and an add-on for Online Retail (AED 49 a month before VAT: the owner buys them in Billing → Plan → Add-on modules, or asks us on WhatsApp). They need Stock and Purchasing. They are not in the buy-once desktop program.
Switching it on
Settings → Warehouses (managers):
- the switch (off until you turn it on);
- transfers between branches: instant (the stock moves at once, as before) or in transit (it leaves when sent and arrives when the other branch receives it;
Chainplan); - after how many days a transfer still on the way alerts the owner (3);
- the serial-tracked categories (phones, appliances): their products are received serial by serial;
- whether counts are blind for staff (on by default).
Locations
Each branch's own stock is its shop floor: the location its tills sell from. Add more locations on the same page: a name, the kind (back store, warehouse, van, consignment) and, if you like, the location it is refilled from. A central warehouse is a location, not a selling branch, so there is no extra branch to pay for. A shop can have up to 50 locations.
A location can be renamed, change its kind or source, or be taken out of use. Its stock never shows on a till: to sell it, move it to the shop floor first.
Bins, min and max
For each product in each location you can set a bin (the shelf code, such as A-03-2) and a min and max. Pick lists are sorted by bin, so the person picking walks the aisles once.
Transfers
A transfer goes request → pick → dispatch → in transit → receive.
- Request: from one location to another, with the products and quantities.
- Pick: open the scan page and scan with a
barcodescanner or the phone's camera. A product'sbarcodecounts one unit, apack'sbarcodeapack, and a batch or serial reference that unit (a serial counts once). Lines nobody scanned go as asked. - Dispatch: the stock leaves the source at its cost. A numbered transfer note prints with the lines, their value at cost, signatures and a QR code.
- Receive: at the other end, scan the note's QR (or type its number) and count what arrived, by scanning or by typing, then Confirm the receipt. A delivery may be received in parts.
Two locations of one branch always move at once (Move now after picking). Between branches, the setting decides: instant, or in transit until received (Chain plan). The older Inventory → Transfers page keeps working and lists the new transfers too.
Differences on arrival
What did not arrive is short, what arrived broken is damaged, and anything more than was sent is over. Only the good units enter stock until a manager settles each difference:
- short: written off, or back at the source (it never left);
- damaged: written off, or kept in stock;
- over: kept, or kept and taken off the source.
Every settled line names who settled it. The owner is alerted when a transfer has been on the way longer than the days you set, and when a receipt has differences.
Batches and serial numbers
Batches move with their expiry date and cost from location to location; when you pick, scanned batches go first, then the first-expiring ones.
For serial-tracked categories, each unit is received with its serial number, and a serial already in stock is refused.
Recall: search a batch or a serial to see every location that holds it, every transfer carrying it, and the receipts it was sold on. Ask your shop answers "where is batch L2405?" the same way.
Counts per location
Count a whole location, one category or one bin. Counts are blind for staff when the setting is on: they type what they see without the expected quantity. A manager sees the difference and approves it.
Valuation and replenishment
Warehouses → Valuation shows the stock of each location at the product's cost, plus what is on the way.
Replenishment: a location at or under its min is brought up to its max from its source location, as an internal request you pick and dispatch. A location with no source is pointed at the smart reorder.
What it does not do
- A till sells only from its branch's shop floor, not from a van or a second location.
- Consignment stock is tracked as a location; settling it with the supplier is not built.
- Warehouses are not in the buy-once desktop program.
On this screen
Online · Warehouses
Several stock locations per branch, transfers that travel until received, counts per location, batches and serial numbers across locations.
With travel, the stock leaves when sent and is added when the other branch receives and counts it; short, damaged or extra units wait for a manager. Between two places of one branch, goods always arrive at once.
Phones, appliances: each unit is received, moved, sold and returned by its serial number.
Each branch's own location is its shop floor: the tills sell from it. Add a back store, a central warehouse (no branch needed), a van or consignment stock; a location fed from another is refilled from it.
General · Use warehouses · Transfers between branches · Arrive at once (as before) · Travel until the other branch receives them · Transfers between branches need a plan with branches. · Alert when a transfer is not received after (days) · Counts are blind for staff · Categories with serial numbers · No category yet. · Save · Locations · Branch · Name
Online · Count
Scan each unit, or type the counts below
Scan the barcode with the camera, or type it.
Back · blind · Scan each unit, or type the counts below · Scan with the camera · Scan the barcode with the camera, or type it. · Count it · Over · Short · Net at cost · Bin / shelf · Items · Expected · Counted · Difference
Online · Stock counts
Count one location at a time: everything, one category or one bin. Staff count; a manager approves the difference.
What the location holds is noted when the count starts; sales after that stay counted. The difference is posted when a manager approves it.
Back · Date · Location · What to count · Status · Counted · Difference · No count yet. · New count · Everything · Category · Bin / shelf · Blind: the counter does not see what should be there · Note
Online · Warehouses · 2
Every place you keep stock: the shop floor the tills sell from, a back store, a central warehouse, a van, consignment stock. Move goods between them, count them, and see what is on the way.
Valued at each product's cost, as the books value stock; goods on the way at the cost they left with.
Switch warehouses on · In transit · Waiting to be picked · Discrepancies · New transfer · Stock counts · Replenish · Batch and serial search · Locations · Location · Kind · Items · Qty · Value at cost
Online · Location
At or under its min, a product is brought back up to its max from the location's source (Replenish). The bin is the shelf code the pick list and the counts show.
Each serial number becomes its own lot of one unit: the till picks it at the sale, a return puts it back, a transfer carries it. Lots must be on (Settings → Features).
Back · tills sell here · Value at cost · Replenished from · Name or bin · Search · Replenish · Stock counts · Name · Qty · Coming in · Bin / shelf · Min · Max
Online · Batch and serial search
Type or scan a batch number or a serial number: where it is on hand, what is on the way, and the receipts it went into.
Scan the barcode with the camera, or type it.
Back · Batch or serial number · Scan with the camera · Scan the barcode with the camera, or type it. · Search · On hand · On the way · Location · Items · Batch / invoice ref. · Expiry · Qty · Supplier · serial
Online · Replenish
Products at or under their min, brought up to their max from the place that feeds the location. One tap asks the source for them.
A location without a source buys: the smart reorder makes the purchase orders.
Back · Location · All locations · Show · Items · To buy · No source location: these are bought from suppliers · Bin / shelf · Qty · Coming in · Min · Max · Needed · Source has
Online · Scan
Scan the transfer note's code or type its number
Scan the barcode with the camera, or type it.
Scan each unit that arrived (barcode, serial or batch)
Scan a barcode, a pack, a serial or a batch number
The good units go into stock now. Damaged, extra and missing units wait for a manager to settle them.
What you picked leaves now (a line nobody picked goes as asked). The goods leave at the cost they have here.
Back · Scan the transfer note's code or type its number · Scan with the camera · Scan the barcode with the camera, or type it. · Open the transfer · This transfer is not at this step now. · Scan each unit that arrived (barcode, serial or batch) · Scan a barcode, a pack, a serial or a batch number · This one is damaged · Count it · Bin / shelf · Items · On the way · Asked
Online · Transfer
Values at the cost the goods left with.
At the other end: scan this code with the phone to count and receive.
Back · late · travels until received · moves at once · Pick by scanning · Dispatch · Move now · Receive by scanning · All arrived as sent · Cancel the transfer · Items · Asked · Picked · Sent
Online · Transfers
Ask for goods, pick them, send them, receive them at the other end. Between two places of one branch the goods move at once.
Request: the other end picks and sends it later. Send now: the goods leave the first place at once — between two branches they wait to be received, inside one branch they arrive at once.
Back · Date · From · To · Status · Items · Value · late · New transfer · Product or barcode · Qty · Scan with the camera · Note · Request