DocsSettings & ConfigurationWarehouses & Locations

Warehouses & Locations

A warehouse in StockFlow is any location where you store goods — a physical store, a back-room stockroom, a rented fulfilment centre, or a virtual location for e-commerce stock. You can have one warehouse or dozens, and each has its own stock levels, settings, and address.

Creating a warehouse

  1. Go to Settings → Warehouses → + Add Warehouse
  2. Fill in:
FieldRequiredDescription
NameYesE.g. Main Store, Fulfilment Centre - Sydney, Amazon FBA
TypeYesPhysical, Virtual, or 3PL (third-party logistics)
AddressNoUsed for shipping label origins and tax rules
Contact emailNoReceives warehouse-specific notifications
Default for new productsNoIf checked, all new products are automatically given a stock record in this warehouse (with 0 quantity)
Allow negative stockNoOverrides account-wide setting for this warehouse
  1. Click Save

Warehouse types explained

TypeWhen to use
PhysicalA real location you control — store, warehouse, workshop
VirtualStock that exists logically but not at a physical location — e.g. consignment stock at a client’s site
3PLStock held at a third-party fulfilment centre (e.g. Amazon FBA, ShipBob). Use this type to indicate you don’t physically manage the stock.

Zones and bin locations

For large warehouses, use Zones and Bin Locations to pinpoint exactly where a product is stored.

Creating zones

  1. Open the warehouse → Zones tab → + Add Zone
  2. Enter a zone name (e.g. Zone A, Freezer Section, Receiving Bay)
  3. Click Save

Creating bin locations

Within each zone, create bins:

  1. Open a zone → + Add Bin Location
  2. Enter a bin code (e.g. A-01-01 for Aisle A, Rack 01, Shelf 01)
  3. Optionally set a max capacity in units
  4. Click Save

Assigning a product to a bin location

  1. In Inventory, click the product/warehouse row
  2. In the detail panel, click Edit Location
  3. Select the zone and bin
  4. Click Save

The bin location is shown in the inventory table and on the stocktake sheet, making physical picks faster.

Setting a default warehouse

The default warehouse is pre-selected when adding stock, creating orders, or running stocktakes. To change it:

  1. Go to Settings → Warehouses
  2. Click the three-dot menu next to a warehouse → Set as default

Warehouse-restricted users

You can restrict certain users to only see inventory and orders for specific warehouses:

  1. Go to Settings → Users
  2. Open the user
  3. Under Warehouse access, uncheck “All warehouses” and select specific warehouses
  4. Click Save

That user will only see inventory, stock movements, and reports for their assigned warehouses. They cannot view or edit stock at other warehouses.

Deactivating a warehouse

Before deactivating, ensure the warehouse has zero on-hand stock across all products (transfer stock out first or record it as an adjustment).

  1. Go to Settings → Warehouses
  2. Click the warehouse → three-dot menu → Deactivate

A deactivated warehouse:

  • Is hidden from dropdown menus and new stock entries
  • Retains all historical data in reports
  • Can be reactivated at any time

Multi-location reporting

To see stock across all warehouses side by side:

  1. Go to Inventory
  2. Click View → By Location (group by warehouse)

Or in reports:

  1. Go to Reports → Inventory → Stock Valuation
  2. Set Warehouse to All (split by warehouse) — each warehouse appears as a separate column

Transfers between warehouses

See Manage Stock Levels for the transfer workflow.

Transfers appear in both the source and destination warehouse’s Movement Log, linked together by the same transfer reference number.

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