Warehouses

Open Inventory > Warehouses to see your warehouses, one card each: the name and code, the address, the contact person and phone, and Who changes stock. The default warehouse is marked DEFAULT, and a warehouse you no longer use is marked INACTIVE. To see the page you need the Warehouses permission, under Inventory Management. Create Warehouses, Edit Warehouses and Delete Warehouses let you add, edit and delete warehouses.

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Add a warehouse

The code can’t be changed later. If another warehouse already uses it, Omnilinker says “A warehouse with this code already exists. Choose a different code.” Your first warehouse becomes the default warehouse. If your plan includes one warehouse only, + Create warehouse is disabled once you have it, and its tooltip says “Multiple warehouses aren’t enabled for your plan. Upgrade to add more than one warehouse.” A plan can also limit how many warehouses you have; Omnilinker tells you when you reach that limit.

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Edit a warehouse

Click Edit on the warehouse’s card, change what you need, and click Save. Every field but Code can be changed. The form also shows the Active checkbox and Who changes stock, read-only. If someone else saved the same warehouse while you were editing it, Omnilinker says “This warehouse was modified by someone else while you were editing it. Refresh and try again.” Click Refresh form to load their version, then make your change again.

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The default warehouse

Order lines that don’t name a warehouse reserve their stock in the default warehouse. To make another warehouse the default, click Set as default on its card. The default warehouse can’t be deleted or deactivated. Set another warehouse as the default first.

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Deactivate or delete a warehouse

• Deactivate. Click Edit, clear Active, and click Save. The card shows INACTIVE. Stock in an inactive warehouse is no longer offered on marketplaces; it still counts when you add a product to an order by hand.
• Delete. Click Delete on the card. Omnilinker deletes the warehouse at once, without asking you to confirm. A warehouse that has a stock level for any product can’t be deleted, even when every quantity in it is zero: “Cannot delete a warehouse that holds stock. Move or scrap the stock first.” Moving or scrapping the stock leaves those stock levels in place, so deactivate the warehouse instead.

The default warehouse’s card has no Delete.

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Who changes stock

Each card shows Who changes stock: the one place that may change the warehouse’s stock on hand. Hover over the tag to see since when, for example Since this warehouse was created.

• Omnilinker · Inventory: your team changes stock in Omnilinker, with adjustments, counts, transfers and imports. Every warehouse starts like this.
• ‹connection›, the name of an ERP connection, for example Wapro: your ERP manages the warehouse’s stock. The card says “Stock here comes from ‹connection›. Adjustments, counts, transfers and imports are refused in Omnilinker. Orders held here go to ‹connection›, which reserves them; Omnilinker’s hold ends at the next stock read.” See Hand a warehouse to your ERP.

Change owner appears next to the tag only for people with the Change who changes stock permission, and only when another owner can actually be chosen. It opens Who changes this warehouse’s stock. A connection’s Warehouses and products tab shows Who changes stock for each ERP warehouse you have mapped. See Lists and mappings.

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Hand a warehouse to your ERP

When your ERP manages a warehouse, the ERP’s stock becomes the warehouse’s stock in Omnilinker and reaches your sales channels, and the orders held there go to the ERP, which reserves them. The ERP connection is offered in Who changes this warehouse’s stock once:

• the warehouse is mapped to exactly one ERP warehouse on the connection’s Warehouses and products tab,
• the connection is active, and
• the ERP Sync agent has sent at least one complete stock list.

Until then the option is greyed out with its reason, for example “Comes once ‹connection› has sent a complete stock list.” or “This isn’t mapped on ‹connection›. Map it under ERP Integration → Connected systems → ‹connection› → Price levels or Warehouses and products.” When no other owner can be chosen yet, hover over the Who changes stock tag on the card to read the same reason; a warehouse whose card has no stock-read line (for example one mapped to two ERP warehouses) also shows it in a Coming line. What the dialog lists:

• Stock: how many stock balances will take the ERP’s numbers, when the ERP’s last complete stock read was, how many products it reports for this warehouse and how many of them are linked to a catalog product. Last, highlighted, it says how many products have stock here in Omnilinker but are not reported by the ERP, for example “3 products have stock here in Omnilinker but ‹connection› reports none: they become 0”. That number is an estimate: it is counted again when the first stock read after the switch lands.
• Open orders: open orders whose stock is reserved in Omnilinker but which are not in the ERP yet (and how many of them have no order source, are already deducted or are archived), orders that are in the ERP without a reservation, and orders sent to another ERP connection. Send them to ‹connection› first opens the Orders list filtered to the counted orders that already wait to be sent to the connection. An order without a source, or from a source that does not send, has no waiting entry yet; it gets one when you make the switch.
• Order sources that land here: every order source whose warehouse is this one, and, while this is your default warehouse, every source without a warehouse of its own, each with how it sends its orders to the ERP.
• Leaving the ERP: shown when you switch a warehouse away from an ERP; see Switch back to Omnilinker.

A product the ERP does not report in the warehouse becomes 0 in Omnilinker, whether it is linked or not: after the switch and after every complete stock read. From then on the warehouse’s stock in Omnilinker follows the ERP’s, read about every 5 minutes for Wapro.

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When Omnilinker refuses the change

Two things stop the switch. The dialog lists both at once, and Make ‹connection› the owner stays greyed out:

• An order source does not send to this connection. “Orders from ‹sources› land in ‹warehouse› but aren’t sent to this ERP, so their stock would stay held for good. Make each source send its orders to this ERP, or give it another warehouse.” A source counts when its warehouse is this one, or, while this is your default warehouse, when it has no warehouse of its own. Set each one to send to this connection on the connection’s Orders tab (see Choose how each source sends), or give it another warehouse.
• The connection does not book reservations. “‹connection› must reserve the ordered stock while it manages a warehouse’s stock: turn on reservations in its order settings, and make sure its ERP Sync supports them.” Switch on Book a reservation in ‹connection› under Order settings on the connection’s Orders tab, and update the agent if it cannot send orders yet. While the connection manages a warehouse, that setting can’t be switched off.

Omnilinker checks both again when you confirm, so a change someone made meanwhile is caught.

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Orders that wait for a person

Orders without an order source, and older open orders, do not stop the switch: they wait. Before you confirm, the dialog warns:

• “Orders without a source that land on ‹warehouse›, now and later, wait as Not in ‹connection› yet until someone sends them or marks them as entered in ‹connection› by hand.” It says this whenever the warehouse is your default warehouse.
• “Stock held for the older open orders listed here stays held by Omnilinker until each one is sent or cancelled.”

Such orders show Not in ‹ERP› yet on their card, with Send to ‹ERP› now and Entered in ‹ERP› by hand. See Orders to your ERP. A later change is not refused, only warned about. Set as default on an ERP-managed warehouse says “‹warehouse› is managed by ‹connection›: orders without a source, and orders from sources without a warehouse of their own that do not send to ‹connection›, will wait as Not in ‹connection› yet until someone sends them.” An order source whose warehouse is ERP-managed but which does not send there gets a similar warning in its settings.

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Switch back to Omnilinker

Choose Omnilinker · Inventory in the same dialog. Under Leaving the ERP it lists:

• holds kept for the ERP that become deductions from on hand,
• holds the ERP had already booked, which count in Omnilinker again as ordinary holds, and
• open orders whose stock the ERP had already taken over: Omnilinker will not hold it again.

From then on your team changes the warehouse’s stock in Omnilinker again. An ERP-managed warehouse can’t be deleted or deactivated: “Stock in ‹warehouse› comes from an ERP connection, so the warehouse can’t be deleted or deactivated. Make Omnilinker its owner first.”

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Stock read from your ERP

When a warehouse is mapped to a warehouse in your ERP, its card gets a line with a clock icon: “Stock in ‹connection› read 5 min ago” (or “Stock in the ERP read …” when the connection has no name), then ”· 120 products in the ERP”. Until the agent has finished its first read of stock, it says “Stock in ‹connection› not read yet”. The age turns amber after 6 hours. Hover over the line for the exact read time in your organization’s time zone. A warehouse that two connections map has one line for each. On a warehouse Omnilinker manages, this is the ERP’s stock for comparison, shown beside yours on Stock levels; it does not change the warehouse’s stock. On a warehouse your ERP manages, it is where the warehouse’s stock comes from. While any warehouse is mapped, the ERP stock read drop-down appears above the cards. Choose more than 6 h ago, more than 24 h ago or more than 72 h ago to see only the warehouses whose ERP stock was read that long ago or never. If none is, the page says “No warehouses match”; click Clear filters to see all of them again.

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Create warehouses from the ERP’s warehouses

You don’t have to create each warehouse twice. On a connection’s Warehouses and products tab, the Warehouses list offers, for each ERP warehouse that is not mapped, Create in Inventory: it creates an Omnilinker warehouse from the ERP warehouse and maps it in one step, and Omnilinker · Inventory manages its stock. You need the Create Warehouses permission, and your plan must allow another warehouse. See Lists and mappings.

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Next steps