How to Set Up Warehouses in CrmLeaf
All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator. Warehouse setup is part of the Manufacturing CRM onboarding, and is also used by the Solar CRM and…
Availability: All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator. Warehouse setup is part of the Manufacturing CRM onboarding, and is also used by the Solar CRM and Construction CRM editions for materials.
Overview
A warehouse is a stocking location. CrmLeaf tracks stock per warehouse and per product at the same time, so every location you want to count separately needs its own warehouse record. Warehouses are also the delivery destination on purchase orders, the source and destination of stock transfers, and the location that order dispatches deduct from.
How It Works
You create one warehouse per physical location, recording its type, geographic details, capacity, compliance information and the manager responsible for it. Once a warehouse exists, product stock rows are held against it, so quantity, reserved, stock-out and available figures are all per warehouse and product. Movements between warehouses are handled by stock transfers, and corrections by inventory adjustments.
Enable the module → Create warehouses → Assign a manager → Enter opening stock → Transact
- Each warehouse carries type, geographic location, capacity, compliance information and a manager.
- Stock is tracked per warehouse and product simultaneously, not as one company-wide pool.
- A purchase order names a delivery warehouse, so received goods land in a specific location.
- Order dispatches deduct from per-warehouse stock when the Purchase module is enabled, and cancelling a dispatch restores it.
- Material requisitions draw material from stock held in warehouses.
Who Can Use This Feature?
Administrator
- Create and maintain warehouse records.
- Record each warehouse's type, location, capacity and compliance information.
- Assign the manager responsible for each warehouse.
This functionality is available only to Administrators.
Prerequisites
- The Purchase add-on module enabled for the account.
- Administrator access.
- The list of physical locations you stock material in, with addresses.
- The user who will be the manager of each warehouse already added to the account.
For Administrators
Step 1: Open the warehouse list
What to do: Review the warehouses that already exist. Manufacturing CRM accounts are seeded with sample warehouses, so check whether those are demo records before adding your own.
What to verify: You know which existing records are real and which are sample data.
Step 2: Create a warehouse
What to do: Select Add and complete the warehouse record: its name and type, its geographic location details, its capacity, the compliance information you need to hold for it, and the manager responsible. Complete every mandatory field, then Save.
What to verify: The new warehouse appears in the list and can be selected on a purchase order and a stock transfer.
Step 3: Repeat for every location
What to do: Create a warehouse for each location whose stock you need to see separately, including plants, stores and any site store you issue material from.
What to verify: No location that holds stock is missing, because stock cannot be recorded without a warehouse.
Step 4: Enter opening stock
What to do: With the warehouses in place, enter each product's opening stock per warehouse so the system starts from your real counts.
What to verify: Every product that physically exists in a warehouse has an opening quantity for that warehouse.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Type | The kind of warehouse, used to distinguish locations by their role. | Yes |
| Geographic details | Where the warehouse is located. | Yes |
| Capacity | How much the location can hold. | No |
| Compliance information | Regulatory or licence details you need to keep against the location. | No |
| Manager | The user responsible for the warehouse. | No |
Expected Result
Every stocking location exists as a warehouse record with its type, location, capacity, compliance information and manager. Warehouses can now be selected as a purchase order delivery destination, as a stock transfer source or destination, and as the location that holds each product's stock.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Warehouses depend on the Purchase add-on module. Confirm it is included in your plan before you build your inventory process on it.
- Decide your warehouse structure before entering opening stock. Splitting one warehouse into two later means moving stock with transfers.
- Manufacturing CRM accounts are seeded with sample warehouses. Review them before going live.
Common Scenarios
Example: two plants and a central store. The Administrator creates three warehouses, assigns each a manager, and enters opening stock per warehouse. Purchase orders name the receiving plant as the delivery warehouse, and material moved between plants is recorded as a stock transfer instead of an adjustment.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Warehouse screens are not visible | The Purchase add-on module is not enabled | Enable the module for the account and confirm the role has access. |
| A warehouse cannot be saved | A mandatory field on the form is empty | Complete every mandatory field and Save again. |
| A user cannot be set as the warehouse manager | The person is not a user on the account | Invite the user first, then set them as manager. |
| A warehouse cannot be selected on a purchase order | The warehouse record was not saved, or the user has no access to it | Confirm the warehouse exists and check the role's access with your Administrator. |
Frequently Asked Questions
How many warehouses can I create?
The sources do not document a limit. Create one per location whose stock you need to see separately.
Is stock shared between warehouses?
No. Stock is tracked per warehouse and product at the same time, and a product's overall opening stock is the sum across warehouses.
Can a User create a warehouse?
Warehouse setup is company configuration, so it is an Administrator task.
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