Zoho Inventory Warehouses: An Overview

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Introduction

In Zoho Inventory, a warehouse represents a physical location where your inventory is stored. You can add multiple warehouses to reflect your actual storage facilities across different locations.When creating sales or purchase transactions, you can select the specific warehouse from which stock will be dispatched or to which stock will be received. This ensures accurate tracking of inventory across all your locations.

Additionally, you can create transfer orders to move stock between warehouses seamlessly. This helps maintain real-time visibility and control over your stock levels in every warehouse.

Enable multiwarehouse

To enable multi-warehouse management in Zoho Inventory:

Go to Settings> Warehouses.
Click Enable Multiwarehouse. You can now start adding more warehouses.

Add new warehouse

To add a new warehouse to your organization:

Go to Settings > Warehouses.
Click on the + New button on the top.

Enter the details of the warehouse and click Save. Your new warehouse will get added.

Changing Warehouse Status in Zoho Inventory

Designate a Primary Warehouse

When you enable multi-warehouse in Zoho Inventory, your first warehouse is automatically created using your organization’s address and is marked as the Primary Warehouse. This primary warehouse is used by default, and any transactions you create will affect its stock unless specified otherwise.

To change the Primary Warehouse:

Go to Settings > Warehouses.
Click the Gear icon next to the warehouse you want to make primary.
Select Mark as Primary from the drop-down menu.
Confirm your selection in the pop-up that appears.

The selected warehouse will now be set as the new Primary Warehouse.

Deactivate & Reactivate a Warehouse:

To Deactivate a Warehouse:

Go to Settings > Warehouses.
Click the gear icon next to the warehouse you wish to deactivate.
Select Mark as Inactive.
Confirm the action in– the pop-up that appears.

To Reactivate a Warehouse:

Go to Settings > Warehouses.
Click the gear icon next to the inactive warehouse.
Select Mark as Active.

The warehouse will now be reactivated and available for use in transactions

Edit warehouse

To edit the details of an existing warehouse:

Go to Settings > Warehouses.
Click the Edit button next to the warehouse of your choice.
Make the necessary changes and click Save.

Delete warehouse

If a warehouse is permanently no longer in use, you can delete it from Zoho Inventory.

To delete a warehouse:

Go to Settings > Warehouses.
Click the gear icon next to the warehouse you want to delete.
Select Delete from the drop-down menu.
Confirm your selection in the pop-up that appears

Warehouse Restrictions

When multi-warehouse management is enabled in Zoho Inventory, all warehouses are initially accessible to all users. To maintain control and limit visibility, you can configure warehouse-level restrictions so that users can only access specific warehouses assigned to them.

Enable Restrictions

To set up user-level warehouse restrictions:
Navigate to Settings > Warehouses.
Ensure multi-warehouse is enabled. If not, enable it first.
Click the Enable Restrictions button in the banner:
“Set up user-level restrictions on warehouses.”

Only Admins can enable this feature.

In the pop-up window, choose whether users can issue transfer orders to:

All Warehouses
Only Permitted Warehouses

Click Enable to activate the restrictions.

7.To change your transfer order preference later, click Configure at the top of the page.

Configure Warehouse Permissions

Once warehouse restrictions are enabled, you can control which users have access to specific warehouses. Permissions can be configured either from the warehouse level or from the user profile.

Method 1: Configure Permissions from a Warehouse

Go to Settings > Warehouses.
Click the gear icon next to the desired warehouse.
Select Configure Permissions.

In the pop-up:
- Choose Only selected users.
- Select the users from the drop-down list who should have access to this warehouse.
Click Save.

Method 2: Assign Warehouses from a User’s Profile

Go to Settings > Users & Roles.
Select the user you want to assign warehouse access to.
Under the More Details tab, find the Permitted Warehouses
Click Configure.

In the configuration screen:
- Click on warehouse names in the left pane to add them to the user’s permitted list.
- Select one warehouse to act as the Primary Warehouse for that user.
Click Save.

In the configuration screen:
- Click on warehouse names in the left pane to add them to the user’s permitted list.
- Select one warehouse to act as the Primary Warehouse for that user.
Click Save.

End Result: How Restrictions Affect Users

Dashboards & Reports:

Users with full access see data for all warehouses.
Restricted users only see sales and purchase data for their permitted warehouses.

Transaction Access:

Users can see transactions in the list view if at least one warehouse in the transaction is permitted.
However, they cannot open the transaction unless all warehouses involved are accessible to them.

Stock Visibility:

Restricted users cannot view overall stock-on-hand for all warehouses in the item list.
They can view physical and accounting stock for each item within permitted warehouses.

Organization Indicator:

Organizations with warehouse restrictions enabled are marked with a lock icon next to the organization name.

Non-Admin User Permissions:

Users with permission to create/edit warehouses can:
- Create new warehouses and assign users to them.
- Modify the list of permitted users for the warehouses they manage.

Disable Warehouse Restrictions

To remove the restrictions on warehouses:

Go to Settings, then Warehouses.
Click the Gear iconin the top-right corner.
Choose Disable User Restrictionsfrom the drop-down.
Click the Disablebutton in the pop-up to confirm your action.

Disable multiwarehouse

To disable multi-warehouse management in your organization:

Go to Settings > Warehouses.
If your organization has more than one warehouse, it is necessary to delete all the warehouses first.
Click the Disable Multiwarehouse option on the top right corner of the page.

Zoho Inventory Warehouses: An Overview

Introduction