Create and review warehouse locations

A storage location is a rack, shelf, aisle or bin inside a warehouse. Create or verify the warehouse before adding its locations. Confirm the organization and entity and agree a location-code convention that staff can recognize on physical labels.

Warehouse locations describe physical stock placement. A reporting tracking location or class is a different dimension; do not substitute one for the other.

The Warehouse location list provides Locations and Capacity tabs and an Add Location action.

1. Open Warehouse locations and choose Add Location.
2. Review Location Code and select Warehouse. Both are required.
3. Enter Capacity when required or when you have a declared limit. A supplied capacity must be positive.
4. Review Status and choose Create location.
5. Wait for “Location created”, then reopen the location and verify its warehouse, code, status and capacity.

For a warehouse with a declared capacity, a new non-Main location needs a capacity. Existing-location edits may have different requirements; follow the actual validation instead of adding a guessed value.

Main’s capacity is calculated from the warehouse capacity less other declared location capacity and is displayed instead of entered. A blank capacity means no limit declared; it does not establish that the physical warehouse has unlimited space.

On an item form that offers Warehouse and Location, only locations belonging to the selected warehouse are listed. Changing Warehouse clears the old location; review the replacement. Without a selected warehouse, the form displays Main as the stock location.

Creating a location does not itself move stock into it. Use a supported receipt, transfer or other stock-movement workflow and inspect the resulting quantities. System stock buckets are view-only and are not ordinary locations to rename or delete.

A teaching example starts with 10 units in one warehouse. After a verified transfer of 4 units to a second location, the expected location quantities are 6 and 4, with a warehouse total of 10.

If both locations show 10, investigate duplicated opening stock or a repeated movement rather than treating a location edit as a correction. Capture the item, location codes and movement references for support.

If a field, permission, saved value or resulting balance differs from this guide, email hello@hellobooks.ai with the entity, screen, record reference, expected result and exact message. Do not send passwords, one-time codes or full bank details. Opening an email draft does not create a confirmed ticket.