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Creating Warehouses

In Cashflow, warehouses are storage units for inventory items. These can be physical, such as a physical space in a location, a mobile unit, or they can also be logical, such as consignment merchandise at a dealer’s premises or items and equipment for rent.

Creating Additional Warehouses

To add additional warehouses,

Add a warehouse
  1. In the main menu, go to Inventory, then click on Warehouses.
  2. In the Warehouse list, click on the (+) Button.
  3. In the new warehouse form, fill in the Code and Name fields.
  4. Type in the warehouse Address.
  5. Enable the Active option.
  6. Below you’ll Document Sequence and the Ledger Accounts Mapping sections.

The Document Sequences section allows us to define the numerical Sequence of inventory documents such as goods receipts, dispatches, transfers, or adjustments.

The Ledger Account Mapping section allows us to set the ledger accounts affected by each inventory transaction.

If you consider these options to be too advanced for your business, just leave the default options.

Setting Document Sequences
Document Sequences

In the document sequence section, you have 2 options, Global Sequence or by Location. The Global Sequence option is the default and requires no additional configuration.

To set the document sequence by Location,

  1. Click on the Location option.
  2. For each document, enter a Prefix and a Start No.
  3. To set the document template, click on the Gear Icon.
  4. On the document template subpanel, choose the Template from the list.
  5. When you’re done, continue to the Account Mapping Section.

In the Global Sequence option, the system uses a global sequence shared among all warehouses.

In this sense, the document number sequence is shared by all warehouses. This means document numbers will not be repeated in any other warehouse.

This is particularly useful if we want to carry a general sequence throughout the business regardless of the Warehouse. If we choose this option, we don’t need to set anything else; the system would do it automatically.

In the Sequence by Location option, you set specific sequences for the documents in this particular Warehouse.

This allows you to have an independent sequence for each Warehouse. This means that we can have 1001 in Warehouse 1 and 1001 in Warehouse 2.

This is useful if each Warehouse works independently, and it allows you to keep track of transactions by Warehouse, as it makes it easy to track transactions with a continuous sequence without jumps.

[3] Templates are the visual design of the document at the time of print. We can set different templates for each type of document in each Warehouse if we wish.

Cashflow provides default templates for each printable document in the system. You can modify these templates or create new ones as needed.

To modify a template or to create new templates for any documents, go to Settings > Main > Templates.

Warehouse Ledger Account Mapping
Ledger Account Mapping

In the ledger account mapping section you have 2 options, Automatic or Manual accounts, to set the accounts manually. The Automatic option is the default and requires no additional configuration.

To set the ledger accounts manually,

  1. Click on the Manual option.
  2. For each transaction type, choose the ledger account from the list.

Ledger Account Mapping

Automatic: The system creates all the necessary ledger accounts in the chart of accounts and assigns them to each transaction for this Warehouse. This option is recommended since the system is responsible for creating and configuring these accounts automatically.

Manual: The system allows us to manually define each account by choosing them from the chart of accounts.

The Ledger Account Mapping is an advanced configuration and requires advanced bookkeeping knowledge, so if you are not a bookkeeper, accountant, or do not know which accounts to choose, I highly recommend using the automatic option.

Once you’ve completed creating the warehouse, scroll to the bottom of the page and click on Save.