A warehouse is a named stock location that receives purchase orders. Pick a warehouse on a PO and the items you receive are booked into that warehouse's inventory. If your business stocks material anywhere — a main yard, a shop, a satellite storage unit — each of those places is a warehouse here.
Every warehouse sits on a Location, which holds the street address. The Location is the address; the warehouse is the stock-keeping handle attached to it. That is why the Location picker on this page only offers active locations whose type is Warehouse.
Where to Find Warehouses
From anywhere in include GO, click the Settings icon in the left sidebar. In the Settings sidebar that opens, under the Organization section, click Warehouses.
Navigation path: Dashboard → Settings → Organization → Warehouses
The Warehouses Page
The page opens on a table of your warehouses, sorted by name. The subtitle at the top states its job: "Stock locations that receive purchase orders. Pick a warehouse on a PO and received items are booked into its inventory."
If you have not set one up yet, the grid says "No warehouses yet. Add one to start receiving stock into it."
What you see on this screen
# | Element | What it shows |
|---|---|---|
1 | Add Warehouse button | Top-right. Opens the Add Warehouse dialog. Only appears if your role can create warehouses. |
2 | Show inactive toggle | Off by default, so the list shows active warehouses only. Turn it on to also see deactivated ones — they appear dimmed. |
3 | Warehouse column | The warehouse name — what your team picks from the Warehouse list on a purchase order. |
4 | Code column | A short optional identifier, like WH-01. Shows a dash when blank. |
5 | Location column | The address this warehouse sits at, pulled from its Location. Shows a dash if none resolves. |
6 | Status column | A badge reading Active (green) or Inactive (grey). Changed from the right-click menu, not by typing in the cell. |
There is also an ID column (a small reference number) and a Notes column for free-text internal comments.
Adding a Warehouse
Click Add Warehouse in the top-right, or right-click anywhere on the grid and choose Add Warehouse. A dialog opens with the reminder: "A warehouse is a named stock location. Purchase order lines shipped to it are received into its inventory."
Form fields
# | Field | Required? | What to enter |
|---|---|---|---|
1 | Name | Yes | What your team will recognise on a purchase order, e.g. Main Warehouse. Max 100 characters. |
2 | Code | No | A short label such as WH-01. Max 50 characters. Useful when several warehouses have similar names. |
3 | Location | Yes | Search by name or address and pick the address this warehouse occupies. Only active locations of type Warehouse are listed. |
4 | Status | No | Active or Inactive. New warehouses default to Active. |
5 | Notes | No | Internal comments — gate codes, hours, who holds the key. Only visible inside Settings. |
Click Create Warehouse to save. The dialog helper spells out the dependency: "Received stock is booked at this location. Only active locations of type Warehouse are listed — create one under Settings → Locations."
Location list empty? Go to Locations, add the address (or open the existing one), set its Type to Warehouse, and make sure it is active. It will then appear in the picker.
Editing, Deactivating, and Deleting
Right-click any row to see the menu. Which items appear depends on your permissions.
Action | What it does |
|---|---|
Add Warehouse | Same as the button above the table. |
Edit | Reopens the dialog with the current values so you can change the name, code, location, status, or notes. |
Deactivate / Activate | The label flips to match the row's current status. Deactivating hides the warehouse from purchase order pickers; activating puts it back. |
Delete | Removes the warehouse from the pickers and this list. A confirmation appears first. |
The confirmation on Delete is worth reading before you click it: "The warehouse is removed from purchase order pickers and this list. Stock already received into it keeps its history. Deactivate instead if you may need it again."
Deactivate is the safer choice. A deactivated warehouse simply stops appearing when someone raises a PO, and one right-click brings it back. Turn on Show inactive to find it again.
How Warehouses Connect to Purchase Orders
The purchase order dialog has a Warehouse field in its header, sitting between Deliver To and Order Date. It is optional and offers a No warehouse option to clear it.
Choosing a warehouse changes where the PO's lines ship: a selected warehouse overrides Deliver To. Every line on that PO is then warehouse-bound and lands at the warehouse's own location, so the stock you receive keys to that warehouse's inventory. Leave it blank and the lines ship to the project at the header's Deliver To location instead.
The field is only editable while you are creating or editing a PO — in receive and match-invoice modes it shows as a read-only label. It can also be locked by a workflow rule, which reads: "The warehouse that received stock on this PO is booked into. Lock once the PO is sent." See Purchasing & Payables for the full PO walkthrough.
Who Can Edit This Page?
Access is governed by four dedicated permissions:
Permission | What it allows |
|---|---|
Warehouses View | See the Warehouses entry in the Settings sidebar and read the grid. Also required to use the warehouse picker on a PO. |
Warehouses Create | Shows the Add Warehouse button and menu item. |
Warehouses Update | Shows Edit and Deactivate/Activate. |
Warehouses Delete | Shows Delete. |
If someone can see the page but the Add button is missing and right-click offers nothing, their role is missing the matching permission. An administrator can grant it under Roles & Permissions.
Good to Know
Set up the Location first. A warehouse cannot be saved without one, and only active Warehouse-type locations qualify.
Name it the way your team says it. "Main Yard" beats "Warehouse 1 (North Storage Facility)" in a dropdown on a PO.
Deactivate rather than delete. Deleting is not needed to take a warehouse out of circulation, and deactivating is reversible.
Deleting keeps your history. Stock already received into a warehouse retains its record — only the warehouse itself leaves the pickers.
One warehouse per stocking place. If two addresses hold stock separately, they are two warehouses, not one.
Common Questions
Why isn't my address in the Location list? The picker only offers locations that are active and typed as Warehouse. Open the address under Locations, set its type to Warehouse, and save.
Do I have to pick a warehouse on every purchase order? No. The field is optional. Without one, the lines ship to the project at the PO's Deliver To location.
I deactivated a warehouse by mistake — how do I restore it? Turn on Show inactive at the top of the page, right-click the dimmed row, and choose Activate.
Why can't I change the Warehouse field on a PO I'm receiving? In receive and match-invoice modes it becomes read-only, because the stock destination is already settled. A workflow rule may also lock it once the PO is sent.
Is Code required? No. It is a convenience for telling similar warehouses apart, and the grid shows a dash when it's blank.
Related Topics
Locations — Where the address half of every warehouse lives
Purchasing & Payables — Purchase orders, receiving, and inventory
Roles & Permissions — Control who can add or edit warehouses