Warehouse

See and manage the stock on your own shelves: aisles, shelves, bins, item history, receiving POs, restock suggestions and location labels.

What it's for

The Warehouse page is a live map of your own stock. It shows every aisle, shelf and bin, what sits in each one and how many units. From here you can:

• see and adjust stock on the floor
• look up any item: where it is, how many are free to sell, and its full history
• check in a vendor's PO onto your shelves
• get reorder suggestions
• create locations and print their QR labels
• add stock by hand or upload it from a spreadsheet

Scanning work (picking orders, scanning stock in, moving stock, counting a shelf) has its own article: Warehouse scanning.

Where to find it

In the left sidebar, open Warehouse › Warehouse.

You need the Warehouse permission. Admins and owners always have it.

First time: set up your warehouse

If you have no warehouse yet, the page shows Set up your warehouse. Enter a name, address, city, state, ZIP and (optional) hours, then click Create warehouse. You can add locations and start scanning right after.

The screen at a glance

At the top you see the warehouse name and address, and three numbers: Units on hand, SKUs stocked and Bins (or Shelves, depending on your setup).

The menus

Instead of tabs, the page has three menus. Click one to open it, then pick a screen.

On the right, the 🏭 warehouse switcher shows which building you are looking at. Pick another warehouse to see its own aisles, stock and picks, or click ＋ Add a warehouse and enter its name and address.

The save bar

Changes you make on the floor are not saved right away. Adding or removing a unit with −/＋, dragging an item to another bin, and receiving a PO all wait in the yellow bar. It shows how many changes are waiting and the latest one.

• 💾 Save books them all.
• Cancel asks you to confirm, then throws them away and puts the floor back to what is saved.

If a change fails to save, it stays in the bar and a message lists what went wrong, so you can fix it and save again. If you try to leave the page or switch warehouse with unsaved changes, OrderPilot warns you first.

Floor

The Floor shows aisles, then shelves, then bins, with every item in each bin.

• 🔍 Find a SKU, product, or place: locations that don't match fade out.
• 🖼 Show images: untick it for a compact list without pictures. In that mode you can click a bin's header to fold it, and use ⊟ Collapse all / ⊞ Expand all. Your choice is remembered.
• Each item row shows the product, its catalog SKU and the unit count. Click the row to open the item's details.
• Each aisle, shelf and bin shows its unit total.
• 📍 Custom places (for example a returns rack or floor pallets) appear in their own group at the end, if your warehouse uses them.

Stock list

One row per product with stock in this warehouse.

• Search by SKU, UPC or title. Tick In-stock only to hide items with no units.
• Each row shows how many locations hold it and the number available to sell. When some units are promised to open orders, it shows "of N on hand" under the number, plus an amber 🔒 N assigned badge. Click the badge to see which orders hold them.
• Click a row to open the item's details.

Item details

• Available (free to sell), On shelves (all units), Reserved (promised to open orders).
• UPC and the date it was first received.
• On shelves: every location holding it, with − Reduce and 🗑 Remove.
• History:
• Held for orders — right now: each order waiting to be picked, with the units held and the location. A red "stale hold" line means the order no longer exists but still blocks units. Contact support if you see one.
• Every stock movement by day: scanned in, adjusted by hand, picked for an order, scanned out, transferred, received from a PO or cycle count. Each line shows the time, who did it, any note, the change (+/−) and the total on hand after it.

Receive a PO

Lists every PO with units still owed: PO number, vendor, lines, received / ordered and the sent date. Click Receive → to open one.

Each line shows the product, how many are Owed, a Receive box (pre-filled with what is owed) and an Into location.

Restock

Reorder suggestions based on how fast items sell.

• Sales window (days): how far back to look at sales. Default 30.
• Cover (days): how many days of stock you want. Default 14.
• Suggested quantity = (units sold ÷ sales window) × cover days − on hand. Only items that need restocking are listed.
• Each row shows velocity (units per day), on hand with the days it will last, and the suggested order quantity. Click a row for the item's details.

Locations & QR

Every location as a card: its name, unit count, code, flags and buttons.

• ✅ Sellable / 🚫 Unsellable: stock in an unsellable location (for example damaged or quarantine) is never picked automatically for orders.
• ⭐ Primary: when OrderPilot picks a location for an order, it uses primary locations first, then the oldest stock.

Click a flag to switch it. It saves right away.

Add / upload

• Add stock manually: pick a Shelf, enter a Catalog SKU or UPC and a Quantity. Use a negative number to remove units.
• Bulk upload: a spreadsheet (CSV file) with the columns shelf name, catalog SKU (or UPC) and quantity.

Buttons and actions

How to receive a vendor's PO onto your shelves

1. Open 🛠 Manage › Receive a PO. (Or click 📦 Receive on a PO in Purchasing › Purchase Orders.)
2. Click Receive → on the PO.
3. Choose a location in Put everything in, or set Into on each line.
4. If fewer units arrived, lower the Receive number on that line.
5. Click 📦 Receive as listed.
6. Click 💾 Save in the yellow bar at the top.

How to fix a count on one bin

1. On the Floor, find the item (use the search box).
2. Click − or ＋ until the count is right.
3. Click 💾 Save.

For a full recount of a shelf, use Cycle count (see Warehouse scanning).

How to move stock to another bin without scanning

1. On the Floor, drag the item row onto the new bin. All its units move.
2. Click 💾 Save.

How to set up new locations and labels

1. Open 🛠 Manage › Locations & QR.
2. Click ＋ Add aisle, then ＋ Add shelf and ＋ Add bin where you need them.
3. Mark damaged or holding areas 🚫 Unsellable, and your main pick spots ⭐ Primary.
4. Click 🖨 Print all labels (or 🏷 QR label for one) and stick each label on its location.

How to load starting stock from a spreadsheet

1. Open 🛠 Manage › Add / upload.
2. Click ⬇ Download template and fill it in: shelf name, catalog SKU or UPC, quantity.
3. Click 📤 Upload CSV and choose your file.
4. Check the message for skipped rows.

Tips and troubleshooting

• Available is lower than On shelves. Some units are held for open orders. They stay on the shelf until picked but are no longer offered for sale. Click the 🔒 assigned badge to see the orders.
• Your floor changes vanished. They were never saved. Always click 💾 Save in the yellow bar.
• "Couldn't reach the warehouse service." The page could not load. Try again in a moment, and contact support if it continues.
• A moved location's label shows the old name. Its code still works, but print a new label so the name matches.
• Each location has one code. What a scan does depends on the screen you are on, not on the label. Older labels with three codes still work.
• Restock shows nothing. Nothing runs out within your cover days. Raise Cover to plan further ahead.