Warehouses, Locations, and Categories Overview - Warehouse Inventory

Warehouses, Locations, and Categories Overview - Warehouse Inventory

When you are building or growing your warehouse, you will likely have to add additional warehouses, other locations within your warehouse, or categories to your warehouse navigation tree. Look below for more information on adding locations and categories to your warehouse. 

Warehouses, Locations, and Categories

Warehouses, locations, and categories all have different definitions within NEXGEN.
  1. Warehouse: A place where items are held or stored
  2. Locations: Areas within warehouses where items are organized
  3. Categories: A way to organize items with similar features within NEXGEN.
Often, the location tree is helpful to warehouse managers, while the category tree is helpful to users who may not know where an item is located within a warehouse. Look below for more information on adding locations and categories to your warehouse.

Warehouses

A warehouse is a place where items are held or stored. As an organization, you may have one small warehouse or multiple warehouses across a city or state. To help you manage all your items, you can add multiple warehouses and multiple locations within a warehouse. To learn how to add warehouses, locations, and sublocations, look below.

Adding a Warehouse

Before adding locations and items to your warehouse inventory, you must add at least ONE warehouse. To do this please follow the steps below.

  1. Navigate to the "Warehouse Inventory" module.
    1. From the dashboard, hover over the "Warehouse" Module icon.
    2. Click on the "Warehouse Inventory" link that appears.
    3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
    4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
  2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
  3. Click on "Location."
  4. Hover over your domain name on the list and right click on your mouse or track pad.
    1. Please note that you MUST click on the top most level dropdown to add a warehouse. 
  5. Click on "+ Warehouse".
  6. Enter all warehouse details.
    1. Contact: The contact is a person within your organization that you would like to be associated with the specific warehouse. You can select any of your employees to be the contact of the warehouse.
    2. Account Number: An account number can be associated with an entire warehouse if you would like. Account numbers are configured in lookups and must be setup in order to select it from the dropdown. 
    3. Warehouse: Enter a name for your Warehouse.
    4. Comments: You may enter comments for your warehouse. (Limit: 200 characters)
    5. Show in Store: Selecting the checkbox allows items housed in this warehouse to be shown in the store module.
    6. Warehouse Address: You can enter your warehouse address in the popup to keep a record of it's location. You can also enter contact numbers and an email.
  7. Click "Save" when you are done.
  8. Your new warehouse should be listed in the "Location" tab of the navigation tree.


Delete a Warehouse

If you would like to delete a warehouse, you may do so only if no items have been added to that warehouse. To delete a warehouse please follow the steps below:
  1. Navigate to the "Warehouse Inventory" module.
    1. From the dashboard, hover over the "Warehouse" Module icon.
    2. Click on the "Warehouse Inventory" link that appears.
    3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
    4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
  2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
  3. Click on "Location."
  4. Hover over your warehouse name on the list and right click on your mouse or track pad.
  5. Select "Delete" from the dropdown.
  6. Your warehouse should be deleted.

Edit Warehouse Information

If you ever need to update your warehouse information including warehouse address, name, main contact, phone number, email, etc. please follow the steps below:
  1. Navigate to the "Warehouse Inventory" module.
    1. From the dashboard, hover over the "Warehouse" Module icon.
    2. Click on the "Warehouse Inventory" link that appears.
    3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
    4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
  2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
  3. Click on "Location."
  4. Hover over your warehouse name on the list and right click on your mouse or track pad.
  5. Select the pencil "Warehouse" button.
  6. Update your warehouse information.
  7. Click "Save".
  8. Your warehouse information should be updated.

Sort Warehouses in Location Tree

Depending on your warehouse organization, you may want to place warehouses in a specific order in the Location tree. Alternatively, you may want to alphabetize your warehouses. To rearrange the order that warehouses appear in your location tree, please follow the steps below:
  1. Navigate to the "Warehouse Inventory" module.
    1. From the dashboard, hover over the "Warehouse" Module icon.
    2. Click on the "Warehouse Inventory" link that appears.
    3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
    4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
  2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
  3. Click on "Location."
  4. Hover over your domain name on the list and right click on your mouse or track pad.
  5. Select "Sort Warehouse" from the dropdown.
  6. Sort your warehouses.
    1. To sort alphabetically, click on the A-Z icon on the top right.
    2. To sort manually, click on the drag and drop icon of the warehouse you would like to move and drag it into place.
  7. Click "Save" when you are done.
  8. Your warehouses should be sorted accordingly.

Locations

As an organization, you might have one small warehouse or multiple warehouses across a city or state. To help you manage all your items, you can add multiple warehouses and multiple warehouse sublocations within NEXGEN.

Add a New Location

To add a new location to your warehouse tree, follow the steps below.
  1. Navigate to the "Warehouse Inventory" module.
    1. From the dashboard, hover over the "Warehouse" Module icon.
    2. Click on the "Warehouse Inventory" link that appears.
    3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
    4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
  2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
  3. Click on "Location."
  4. Hover over warehouse or location were you would like to add a location/sublocation to.
  5. Click on "+ Location".
  6. Fill in the Location details. (ONLY Location name is mandatory).
    1. Make sure to check the box "Show In Store" if you would like items placed in this warehouse location to be visible in the "Store" module.
    2. Keep "Active" checked to allow items to be added to that location.
  7. Click "Save."
  8. Your new warehouse location should be visible in the Location Tree.

Edit a Location

To edit a location:
  1. Navigate to the "Warehouse Inventory" module.
    1. From the dashboard, hover over the "Warehouse" Module icon.
    2. Click on the "Warehouse Inventory" link that appears.
    3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
    4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
  2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
  3. Click on "Location."
  4. Within the location tree hierarchy, locate the location you would like to edit.
    1. You may need to click on the side arrows next to your warehouse/location name to find your location.
  5. Hover over your location name on the list and right click on your mouse or track pad.
  6. Select the pencil "Location" edit button.
  7. Edit Location Details.
  8. Click "Save".
  9. Your location details should be updated.

Delete Locations

After creating a location, you have the option of deleting it if it has never been used in the NEXGEN system to "house" items. Otherwise, you can make a warehouse location inactive by editing it. To delete a warehouse location that was accidentally added and should be removed from the system, follow the steps below:
  1. Navigate to the "Warehouse Inventory" module.
    1. From the dashboard, hover over the "Warehouse" Module icon.
    2. Click on the "Warehouse Inventory" link that appears.
    3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
    4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
  2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
  3. Click on "Location."
  4. Hover over the category name on the list and right click on your mouse or track pad.
    1. You may need to click on the side arrows next to top level category names if you cannot find your category.
  5. Select "Delete" from the dropdown.
  6. Your location should be deleted.

Sort Locations in Warehouse Location Tree

Depending on your warehouse organization, you might want to place locations in a specific order under each warehouse, or you might want to alphabetize your locations. To rearrange the order that locations appear in your location tree, follow these steps:
    1. Navigate to the "Warehouse Inventory" module.
      1. From the dashboard, hover over the "Warehouse" Module icon.
      2. Click on the "Warehouse Inventory" link that appears.
      3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
      4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
    2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
    3. Click on "Location."
    4. Hover over the warehouse with the locations you would like to rearrange and right click on your mouse or track pad.
    5. Select the "Sort Location" button.
    6. Sort your locations.
      1. To sort alphabetically, click on the A-Z icon on the top right.
      2. To sort manually, click on the drag and drop icon of the location you would like to move and drag it into place.
    7. Click "Save" when you are done.
    8. Your locations should be sorted accordingly.

    Categories

    Categories are used to help identify and group items together. Categories can be very helpful for users that may need to sort items by type. They can also be used by users that are unfamiliar with the organization of a warehouse but know what category an item falls under. Below is an example of a category hierarchy some of our clients have implemented:
    1. Building Materials
    2. Electrical
      1. Wire
      2. Batteries
      3. Transformers
      4. Generators
    3. HVAC
    4. Safety
      1. Clothing
      2. Eyewear
    5. Vehicles

    Add a New Category

    To add a category to your category tree, follow the steps below.
    1. Navigate to the "Warehouse Inventory" module.
      1. From the dashboard, hover over the "Warehouse" Module icon.
      2. Click on the "Warehouse Inventory" link that appears.
      3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
      4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
    2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
    3. Click on the "Category" tab.
    4. Hover over your domain name on the list and right click on your mouse or track pad. (IF you would like to create a subcategory for a category already available, hover that category's name instead and follow the steps below)
    5. Click on "+ Category".
    6. Fill in the category details. (ONLY Category name is mandatory).
      1. Make sure to check off "Item" if you want your category to apply to stock items.
      2. Make sure to check off "Non-Stock Item" if you want your category to apply to Non-Stock items.
      3. Make sure to check off "Agreement" if you want your category to apply to agreements.
    7. Click "Save".
    8. Your new category should be visible in the category tree.

    Edit a Category

    If you would like to edit a category's details, follow the steps below.
    1. Navigate to the "Warehouse Inventory" module.
      1. From the dashboard, hover over the "Warehouse" Module icon.
      2. Click on the "Warehouse Inventory" link that appears.
      3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
      4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
    2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
    3. Click on the "Category" tab.
    4. Hover over the category you would like to edit and right click on your mouse or track pad.
      1. You may need to click on the side arrows next to top level category names if you cannot find your category.
    5. Select the pencil "Category" edit button.
    6. Edit Category Details.
    7. Click "Save".
    8. Your category details should be updated.

    Delete a Category

    If you would like to delete a category from the category tree, you must first make sure no items are associated with the category. You must also delete all subcategories the category may contain. The delete icon will only appear when your category is safe to delete and is not associated with any items.
    1. Navigate to the "Warehouse Inventory" module.
      1. From the dashboard, hover over the "Warehouse" Module icon.
      2. Click on the "Warehouse Inventory" link that appears.
      3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
      4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
    2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
    3. Click on "Category."
    4. Hover over the category name on the list and right click on your mouse or track pad.
      1. You may need to click on the side arrows next to top level category names if you cannot find your category.
    5. Select "Delete" from the dropdown.
    6. Your category should be deleted.

    Sort Categories

    Depending on your category tree, you may want to sort your categories after creating them and/or arrange them in a way that makes the most sense for your organization. To sort categories, follow these steps:
    1. Navigate to the "Warehouse Inventory" module.
      1. From the dashboard, hover over the "Warehouse" Module icon.
      2. Click on the "Warehouse Inventory" link that appears.
      3. Move your cursor to the middle of the screen to view the Warehouse Inventory page.
      4. Make sure your sidebar is visible. If not, click the 3 gray lines at the top left of the screen.
    2. Select the "Tree" dropdown to show the "Location" and "Category" tabs.
    3. Click on "Category."
    4. Hover over your domain name and right click on your mouse or track pad. (IF you would like to rearrange subcategories within a category, hover over the category with the subcategories instead)
    5. Select the "Sort" button.
    6. Sort your categories.
      1. To sort alphabetically, click on the A-Z icon on the top right.
      2. To sort manually, click on the drag and drop icon of the category you would like to move and drag it into place.
    7. Click "Save" when you are done.
    8. Your categories should be sorted accordingly.


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