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How to Create and Edit Warehouses

  • Updated

In Clover Sport, a Warehouse will act as the place incoming inventory is stored. 

Note: Once a Warehouse has been created, it cannot be deleted. You will need to change the name of the Warehouse to Do Not Use if you will no longer manage inventory at that Warehouse.

How to Configure a Warehouse

To configure a Warehouse:

1. Navigate to Configuration > Inventory Configuration > Warehouse.

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2. Click Create. You can edit existing Warehouses by clicking on the existing Warehouse. 

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3. Fill out the name and address for the Warehouse in the window. The address will show when printing a Purchase Order so if you plan on receiving inventory at this Warehouse, then carefully fill out the correct address here.

 

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4. Choose what Locations you will be able to supply with this Warehouse. At the bottom under Locations, choose either All Locations or Select Locations.

  • All Locations: This means that you source all of your Locations using this Warehouse. 
  • Select Locations: This means that you only source certain Locations using this Warehouse. Click the Select Location dropdown and choose the appropriate Locations.

5. Click Save. 
 

 

How Many Warehouses Should I Create?

Your Training Manager will work with you to determine the best Warehouse configuration for your venue, but typically there are 3 different scenarios to consider:

 

Scenario 1: Create One Warehouse 

Create one digital warehouse to represent one or multiple physical warehouses at your venue. The reason for doing this is if you want to use the "Bring inventory to par" function, you can only bring the stock items to par that are sourced from the Default Transfer Source assigned to that Location. 

Scenario 2: Create One Warehouse Per Physical Warehouse at Your Venue

Create one warehouse per physical warehouse at your venue if you truly source your stands only from those warehouses. If you move goods between warehouses frequently, note that you will need to document transfers every time you move those goods between warehouses to keep your counts accurate. You also can only use the Bring inventory to par function to bring stock items that are sourced from the Default Transfer Source assigned to that Location. 

Scenario 3: Create One Warehouse Per Department (Concessions vs. Catering)

To track departmental spending between your Concessions and Catering, create two warehouses: Concessions Warehouse to bring in all goods you purchase for Concessions and Catering Warehouse to bring in all goods you purchase for Catering. You can transfer goods between the two warehouses which allows you to track the transfer cost via the Transfer Summary. 


Storage Areas

In addition to Warehouses, you may also organize your Audit Reports and Transfers by setting up Storage Areas.

  1. Navigate to Inventory > Status. Click the Location or Warehouse where you'd like to assign Storage Areas.
  2. Click Create Storage Area.
  3. Type in the name of the storage area and press Enter on your keyboard.
  4. To add more than one storage area, after typing in the name of a storage area, press Comma (,) or Enter on your keyboard to start adding another storage area name.
  5. Once the storage area name(s) has been entered, click Save.

You can use Storage Areas to "tag" the location of your stock items at each of your locations. In doing so, you will group your stock items together on an audit count sheet, add a storage area to a transfer receipt, and identify where stock items are stored on the Inventory Status page. 

To learn more about Storage Areas, visit the Creating a Storage Area section of the Inventory Status by Location article.

 

How to Use a Spoilage Warehouse

To track the cost of spoilage, you may create a Spoilage Warehouse. Any time you waste stock, create a transfer of the wasted stock into the spoilage warehouse. 

This allows you to analyze the cost of waste using the Transfer Summary Report.

Make sure to audit the items in the Spoilage Warehouse to 0 whenever you conduct an Audit to eliminate the item quantities from your cost queue current quantities since these items are no longer in your inventory. 

 

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