Retail Store (Warehouse)

Introduction

A warehouse is a commercial building for storage of goods. Warehouses are used by manufacturers, importers, exporters, wholesalers, transport businesses, customs, etc.

Retail stores are also warehouses, but are categorized as retail stores by a flag "Is Retail Store"

Every POS is required to be bound to a Store. You can either specify a name for your Store or pick a Store name from the list of stores displayed on the POS master screen.

Access the Warehouse (Store)

To access the Warehouse (Store), navigate to: Home > Retail. Under the Settings section click on the Warehouse (Store) shortcut. Alternatively you can navigate to Home. Click on the Awesome Bar and then type the keyword - “Warehouse List”. The application will perform a global search and will show results from several different record types related to the keyword. Click on the Warehouse List search result to launch the Warehouse List View Screen.

Steps to create a Warehouse

Creating a Retail Warehouse (Store) in iVendNext involves the following steps:

1. Log in to iVendNext:

Start by logging into your iVendNext account.

2. Navigate to Warehouse List:

Go to: Home > Retail > Settings > Warehouse.

2. Create a New Warehouse:

Click on the "Add Warehouse" button to launch the new warehouse creation screen.

3. Enter Warehouse Details:

Enter a name for the Warehouse. Warehouses are saved with their respective Company’s abbreviations. This facilitates identifying which Warehouse belongs to which company at a glance.

4. Convert the Warehouse into a Retail Warehouse

Tick the "Is Retail Store" checkbox to make this warehouse act as a retail store for your POS terminal.

5. Specify the Selling Price List:

Select the Selling Price List from the drop down list displayed or choose to create a new Selling Price List by clicking on the Create a new Price List shortcut. Selling Price List will determine the Selling Rate of the item. It is the price at which an item is sold at the POS Terminal. This field is visible only when the “Is Retail Store” checkbox is ticked.

6. Select the Cash Customer:

Select the Cash Customer from the drop down list or choose to create a new Cash Customer by clicking on the Create a new Customer option. This is the default customer that will be selected at the POS attached to the store so that the cashier at the POS will not have to select a customer for every transaction. This field is visible only when the “Is Retail Store” checkbox is ticked.

7. Set Parent Warehouse (Optional):

Tick the "Is Group" checkbox if you want to create sub-Warehouses under this group Warehouse.

8. Negative Inventory

Tick the "Allow Negative Inventory" checkbox to maintain a list of items along with their available quantities in each store for which the stock is less than zero.

9. Tax Number

Specify the Tax Number. Tax Number refers to the unique identification number assigned to a warehouse or store for tax purposes

10. Tax Category

Select the Tax Category from the drop down list or choose to create a new Tax Category by clicking on the Create a new Tax Category option. Tax Category refers to a classification that allows you to apply specific tax rules to transactions based on the warehouse location or type.

11. Email Account

Select the Email Account from the drop down list displayed or choose to create a new Email Account by clicking on the Create a new Email Account option. Email Account refers to the email address associated with the warehouse for communication purposes. This email account can be used to send and receive emails related to warehouse operations, such as inventory updates, order confirmations, and other notifications.

12. Email Template

Select the Email Template from the drop down list or choose to create a new Email Template by clicking on the Create a new Email Template option. Email Template refers to a predefined email format that can be used for sending standardized communications related to warehouse operations.

13. Save the Warehouse:

Click on the "Save" button to save the new Warehouse.

New Warehouse (Store) Creation Screen

The various settings on the New Warehouse Creation Screen are explained below:

Is Retail Store

Check this box if you want this warehouse to act as a retail store for your POS terminal. When you check the Is Retail Store box, some additional fields get unlocked. These are: Selling Price List and Cash Customer

Warehouse Name

Specify a name for your warehouse. This field is mandatory.

Selling Price List

Select the Selling Price List from the drop down list displayed or choose to create a new Selling Price List by clicking on the Create a new Price List shortcut. A Price List is a collection of Item Prices either Selling, Buying, or both. An Item can have multiple prices based on customer, currency, region, shipping cost, etc Selling Price List will determine the Selling Rate of the item. It is the price at which an item is sold at the POS Terminal. This field is visible only when the “Is Retail Store” checkbox is ticked.

Cash Customer

Select the Cash Customer from the drop down list or choose to create a new Cash Customer by clicking on the Create a new Customer option. This is the default customer that will be selected at the POS attached to the store so that the cashier at the POS will not have to select a customer for every transaction. This field is visible only when the “Is Retail Store” checkbox is ticked.

Is Group Warehouse

Check this box if you want to allow creating sub-Warehouses under this group Warehouse.

Parent Warehouse

Specify the name of the Parent Warehouse. This field is optional. You need to specify the Parent Warehouse name only when you want this new warehouse to act like a subsidiary warehouse.

All Warehouses are saved with their respective Company’s abbreviations. This facilitates identifying which Warehouse belongs to which company at a glance.

Is Rejected Warehouse

Check this box if you want to use this warehouse to store rejected materials. For Example a material is marked as rejected if it fails to meet the defined quality parameters.

Account

Set a default account here for all transactions with this Warehouse. Setting this account will show transactions from this Warehouse in the Accounting Ledger. If you leave the Account field blank, all the transactions performed against this warehouse will be mapped against the Parent Warehouse Account or the Company’s Default Account will be considered in transactions.

Company

You can either select a company name from the list of company names displayed or choose to create a new company by clicking on the Create a new company option.

All the settings pertaining to the Company are managed and controlled from the Company Master screen. See: Company Master

Company Currency

The value in this field is fetched from the Company’s Default Currency Field and is not editable.

Tax Number

Specify the Tax Number. Tax Number refers to the unique identification number assigned to a warehouse or store for tax purposes.

Default Taxes and Charges

Select the Default Taxes and Charges template from the drop down list or choose to create a new Default Tax Template by clicking on the Create a new Tax Template option.

Tax Category

Select the Tax Category from the drop down list or choose to create a new Tax Category by clicking on the Create a new Tax Category option. Tax Category refers to a classification that allows you to apply specific tax rules to transactions based on the warehouse location or type.

Allow Negative Inventory

Check this box if you want to maintain a list of items along with their available quantities in store for which the stock is less than zero.

Email Account

Select the Email Account from the drop down list displayed or choose to create a new Email Account by clicking on the Create a new Email Account option. See: Email Account

Email Template

Select the Email Template from the drop down list or choose to create a new Email Template by clicking on the Create a new Email Template option.

Phone No

Specify the Phone number.

Mobile No

Specify the Mobile number.

Address Line 1

Specify the Address.

Address Line 2

Specify the Address.

City

Specify the City.

State

Specify the State.

PIN

Specify the PIN.

Warehouse Type

Select a Warehouse Type from the drop down list or choose to create a new Warehouse Type by clicking on the Create a new Warehouse option. You can create a Warehouse Type to classify Warehouses. For example, Supplier Warehouses, Stock Warehouses, WIP Warehouses, Rooms, etc. can be tagged. This classification is useful when generating reports or in certain stock transactions.

Default In-Transit Warehouse

Select a default in-transit Warehouse from the drop down list or choose to create a new in-transit Warehouse by clicking on the Create a new Warehouse option. In transit warehouse is a virtual warehouse. When stock is being transferred from one warehouse to another, the merchandise is considered to be in the in transit warehouse till the time it is not received at the receiving warehouse.

After Saving a Warehouse (Store)

After saving a Warehouse, you'll see the following options:

Stock Balance:

This will open the Stock Balance report to display the quantity, valuation, balance, etc.

General Ledger:

This will open the General Ledger to display the accounting transactions.

Convert to Group:

If the Warehouse is a Non-Group Warehouse, i.e. cannot contain other Warehouses under it, this button will make this a Group Warehouse.

Disable:

This will deactivate the Warehouse (Store). When a warehouse is disabled, it becomes inactive and cannot be used for any transactions or operations. However, the warehouse's data and history remain intact, allowing you to reactivate it later if needed.

Tree View

You can also switch to 'Tree' View which will show all the group and child Warehouses.