Sumtracker supports inventory management for multiple locations, with each location represented as a warehouse. You can manage inventory per product across different warehouses. Here’s a detailed guide on managing warehouses in Sumtracker.
Warehouses in Sumtracker
Warehouses in Sumtracker represent your physical stock locations, such as distribution centres or retail stores. You can manage these warehouses by navigating to Settings > Warehouses. From this page, you can create, edit and organize your warehouses.
You can track inventory separately for each warehouse. For example, the product SKU COFFEE-MUG-1 might have different stock levels in different warehouses, as shown below:
In the example above, you can see that COFFEE-MUG-1 has varying inventory levels across different warehouses.
Warehouse connections with your online store
Warehouses in Sumtracker can be connected to your online stores, allowing you to control which warehouse’s inventory is synced with each platform. For Shopify, you have the option to connect each Shopify location directly to a warehouse in Sumtracker. This ensures that inventory for specific locations in Shopify is synced based on the linked warehouse.
For all other platforms (like Etsy, WooCommerce, etc.) that don’t support location-based inventory, you can link multiple Sumtracker warehouses to the channel. Sumtracker will then push the cumulative inventory from all linked warehouses to your store.
Warehouse Fields and Their Usage
Sumtracker warehouses have specific fields that help you track and manage inventory efficiently. Here’s an overview of key fields:
Warehouse Code: A short code used to represent the warehouse in Sumtracker. Each warehouse has a unique warehouse code.
Warehouse Name: The full name of the warehouse. It should be descriptive of the physical location.
Warehouse Address: This appears in documents such as purchase order (PO) prints and stock adjustment prints.
Stores Connected: This column shows which stores are connected to each warehouse (e.g., Shopify, Etsy).
How to Create and Edit Warehouses
Creating and editing warehouses in Sumtracker is simple. Follow these steps:
To create or edit a warehouse, go to Sumtracker Settings > Warehouses.
When you create a new warehouse, it will not be linked to your store automatically. To link it to a store, follow the steps in the Warehouse Connections Article.
If you edit the warehouse code or name, all past data remains intact, and the new name will be reflected in lists and reports.
Warehouse Ordering
Sumtracker allows you to set the order in which warehouses appear throughout Sumtracker. You can customize the order to prioritize specific warehouses in dropdowns or reports.
To adjust warehouse ordering, go to Settings > Warehouse > Set Warehouse Ordering. From there, drag and drop to rearrange the order as per your preference.
Archiving a Warehouse
Archiving a warehouse removes its stock and removes it from active use within Sumtracker but retains all historical data. Here’s what happens when a warehouse is archived:
Stock in the warehouse is set to 0. It is not transferred to another warehouse.
If any store connections are tied to the warehouse, they will be removed.
The warehouse will no longer appear in dropdowns or filters.
All past data in reports remains unchanged.
Inventory will not be transferred automatically to another warehouse when it is archived.
When you archive a warehouse in Sumtracker, it means that the warehouse will no longer be active for managing inventory or fulfilling orders. However, if there are any open orders associated with the warehouse being archived, Sumtracker will prompt you to reassign those orders to another active warehouse.
This is important to ensure that the open orders are still processed and fulfilled without disruption. The inventory from the archived warehouse will not be transferred automatically to the new warehouse, but you’ll be able to choose an active warehouse to handle the remaining open orders. Here’s how it works:
When you archive the warehouse, Sumtracker will check if any open orders are linked to that warehouse.
You will be prompted to select an active warehouse to which the open orders will be reassigned. This means that the new warehouse will now be responsible for fulfilling those orders.
Once reassigned, inventory from the selected active warehouse will be used to process those orders.
Selecting a replacement warehouse ensures that your order fulfillment process continues seamlessly, even after a warehouse is archived.
Deleting a Warehouse
Warehouses can only be deleted after they’ve been archived. Here’s what you need to know about deleting a warehouse:
Once deleted, all historical data associated with the warehouse will be lost. In reports and logs, the warehouse will appear as “Deleted.”
Deleting a warehouse cannot be undone. Be cautious, and only delete warehouses that were never used or whose past data is no longer required.
If two warehouses are deleted, they will both be listed as “Deleted” in your reports. Recreating a warehouse with the same name will treat it as a new warehouse.
