Warehouse

The same product catalog works in WorkZeal in two modes. Without inventory management it is a directory of products and services: items are inserted into invoices and deals, and the price together with the cost price is used to calculate profit. In warehouse mode, the catalog gains stock balances per warehouse, reservations for issued invoices, a movement history, stocktaking and a turnover sheet. You can have several warehouses.

The Warehouse application consists of four sections, switched with the icons in the blue side menu:

Section	What's inside
Items	The catalog with stock balances, reservations and the item card; the Dashboard tab shows warehouse indicators
Stocktaking	All completed stock counts: surpluses and shortages
Turnover	The turnover sheet: receipts, expenses and the balance at the end of the period
Reservations	What is reserved right now and for which invoice

What you can doWhat you can do

• Enable warehouse mode
• Fill the catalog: manually, by stocktaking or by importing from Excel
• View an item's stock balance, reservations and movements
• Issue a receipt, expense or transfer
• Post a document or unpost it to make changes
• Reserve a product for an invoice
• Reconcile with the actual count and see surpluses and shortages
• Build a turnover sheet for a period

Warehouse modeWarehouse mode

Inventory management is enabled with the Warehouse mode toggle in Settings → Directories → the Products tab. It determines what you see:

Warehouse mode	Which sections are available
Off	Only Products: the catalog of items and prices, without stock tracking
On	A full warehouse: Items with stock balances, Stocktaking, Turnover and Reservations

The toggle works in both directions: you can leave warehouse mode. If you don't need inventory management, you don't have to enable it; the product catalog works on its own.

The same tab holds the other product directories: Units of measurement, Tax rates, Warehouses, Additional and Tags. Your warehouses are created in the Warehouses directory; after that they appear in documents, in the item card and in the section filters.

When the mode is on, a green Warehouse mode mark is shown in the section, on the "Dashboard" tab and in the bottom row of the item list.

DashboardDashboard

A section with ready-made indicators and a calculated number of records. The tab works the same way in every section and is described in the Dashboard article.

The Product indicators block counts across all warehouses at once:

Indicator	What it shows
All items	How many items are in the catalog
Items in stock	How many of them have an actual stock balance
Close to minimum	Items that have approached the minimum stock level
Total stock, Total reserved, Total available	The total quantity for the three warehouse values
Stock value and Cost value	What the warehouse is worth at the sale price and at the cost price

Below are the Products pie chart with the distribution of the value by catalog section, and the Warehouse receipts chart for the year with a warehouse selector.

ItemsItems

The catalog opens on the Items tab. Above the table are the search and filters: category (Products, Services and other sections), Filter, Warehouse and Tags. Besides the name, section, unit and price, the table has three warehouse columns:

Column	What it shows
Stock	How many units of the item are physically in the warehouses
Reserved	How many are already promised to clients under issued invoices
Available	Stock minus reserved: this is how many you can sell right now

All three values are calculated live, as warehouse documents are posted, and the totals for each column are shown at the bottom of the table.

The set of columns can be extended in Settings → Select columns: type, SKU, code, main supplier, currency, VAT, minimum price, cost price, amount and cost amount, minimum stock level, date for stock balances, external code and your custom fields.

Columns can be rearranged: drag a column name with the mouse to the desired position in the row.

The same Settings panel holds export, directories, integrations, trash and import.

Item cardItem card

The main fields, such as name, SKU, code, section, supplier, price, minimum price, cost price and VAT, are described on the Products page. In warehouse mode, the warehouse part is added to them:

Field	What it means
Stock	How many units of the item there are across all warehouses in total
Minimum stock level	The stock threshold below which the system starts warning you
Reserved	How many are reserved for issued invoices
Available	How many can be issued in documents: stock minus reserved

At the top of the card are the tabs that show where these numbers come from:

Tab	What's inside
Stock balance	The breakdown by warehouse: where exactly the item is stored
Reservations	Warehouse, quantity, reservation date, document with its number and client
Movements	The history of receipts and expenses: document, date, "Incoming" or "Outgoing" operation, signed quantity and warehouse
Additional	Custom fields and the item's directories

How to fill the catalogHow to fill the catalog

Method	Who it suits
Create items manually	There are only a few items, so you fill in the cards one by one
Issue a stocktaking document	The catalog already exists and you need to set the actual stock balances all at once
Import from Excel	A ready-made price list or an export from another system

Importing products from ExcelImporting products from Excel

Import opens from the section's Settings panel or from Settings → Import → the Products tab. Click Add and go through the four-step wizard.

1. Import type. Select Import with stock balances, which is the one needed in warehouse mode. The other option, Import products without stock balances, fills only the catalog. Items that already exist in the directory are not duplicated during import; they are updated.
2. File. The format is .xlsx, and the column headers must be in the first row: they are used for matching.
3. Column mapping. On the Product tab, specify which file column goes where: name (required), SKU, external code, product section, unit of measurement, sale price, cost price, VAT, quantity (stock balance), note. Here you also select the warehouse, the stocktaking document type and the client the document will be issued to, which is usually your own company. Custom fields are mapped on the Additional data fields tab.
4. Run. As a result of the import, the catalog is loaded into the database and a stocktaking document with the specified stock balances is created. You will receive a notification when processing is complete.

The column mapping works the same way as in the client import; the only difference is the set of fields.

Warehouse documentsWarehouse documents

Receipts and expenses come not from the product card but from posted documents. Warehouse documents are issued in the Documents section, just like all the others; what makes them warehouse documents is a setting of the document type.

Operation	Document, for example	What it does with stock balances
Incoming	Receipt note	Stock-in: the warehouse balance increases
Outgoing	Expense note	Write-off or shipment: the balance decreases
Transfer	Transfer note	Moves items from one warehouse to another; the total balance does not change
Stocktaking	Stocktaking	Sets the balance to the actual count, revealing surpluses and shortages

Warehouse documents work only when warehouse mode is on. If the mode is off, documents of any type are issued as regular documents and do not affect stock balances.

How a document type becomes a warehouse typeHow a document type becomes a warehouse type

A document type becomes a warehouse type through the Warehouse mode switch in the type card: Settings → Directories → Documents → Document types and templates → open the type.

1. Turn on the Warehouse mode switch.
2. In the field next to it, select the operation: Incoming, Outgoing, Transfer, or Stocktaking. It determines where the items move when the document is posted.
3. Save the type.

In the list of types, warehouse types are marked with a toggle in the Warehouse column. The toggle in the list enables the Incoming operation; for an expense note, transfer, or stocktaking, you need to select the operation in the type card. In the same list, the Invoice toggle marks the types used to issue invoices. How to create types and print forms is described on the HTML templates page.

The type card also has the Default products and services field: the selected items are added automatically to every new document of this type. This is handy for documents with a fixed set of items, for example, for writing off consumables.

Warehouse document fieldsWarehouse document fields

The card of a warehouse document gets the Post the document and update stock balances toggle and a warehouse selector. The warehouse is required: without it, the document is not saved and the field is highlighted in red.

Operation	Which warehouses to select
Incoming, Outgoing, Stocktaking	Warehouse: the one the items arrive at or are written off from
Transfer	From warehouse: where the items are taken from, and To warehouse: where they move to

The three dots next to the field open the warehouse directory, where you can create a new warehouse if the one you need is missing.

Items are picked on the Products and services tab, as in any document. Clicking an item name opens its card with stock balances and movements.

In a stocktaking document, the item table has the Estimated balance column: how many units of the item are on record in the warehouse. Next to it, in the Qty column, enter how many you actually counted. When the document is posted, the balance is set to the actual count, and the difference goes to the Stocktaking section as a Surplus or Shortage.

You cannot reserve products in warehouse documents: they move stock balances through postings. Reservations are available in invoices and other non-warehouse documents; see Reservations.

PostingPosting

Stock balances are recalculated only from posted documents. You can save a document unposted, for example, while the goods are in transit, and post it later: until then it has no effect on the warehouse.

Action	How to do it	What happens
Post a new document	In a new warehouse document, the Post the document and update stock balances toggle is already on: just save the document	Stock balances are recalculated when you save
Save without posting	Turn off the toggle before saving	The document is saved but does not affect stock balances
Post a saved document	Open the document, turn on the toggle, and save	Same as above
Unpost	Turn off the toggle in a posted document	The postings are removed immediately, without saving; stock balances are restored, and the document can be edited again

A posted document is locked for changes: the bottom of the card shows the Document posted: view only mark, and if you try to change something, a warning appears. To correct a document, for example, the quantity or the warehouse, unpost it, make your changes, and post it again.

DeletionDeletion

A deleted warehouse document first goes to the trash, and its postings and reservations are kept for now, so stock balances do not change. They are recalculated only after the document is permanently deleted from the trash. If a document was deleted by mistake, restore it from the trash, and the stock balances stay the same.

ReservationsReservations

When you issue an invoice and pick a product for it, you can reserve the item in the warehouse right away; whether to reserve it or not is up to you. On the Products and services tab, the Warehouse reservation panel opens: for each warehouse you can see how many units are available, and next to it is a field for the quantity to reserve. The bottom of the panel shows how many units of the item are in the document and how many are already reserved; the reservation is confirmed with the Confirm button.

The reserved quantity leaves the "Available" column but stays in the stock balance: the product is physically in the warehouse, it is just promised to a client. The reservation is not final: you can change the quantity and confirm it again, and the released units immediately return to "Available".

The Reservations section collects all active reservations: item, warehouse, reserved quantity, stock balance and available quantity, date, as well as the document, number and client the reservation was made for. The invoice itself opens from the row; you can print it, download it or send it as a link. This is a handy place to check when deciding whether to release a reservation or extend it.

StocktakingStocktaking

The section collects all stock counts you have ever carried out and opens in two views: Documents shows the counts themselves, Items shows the line-by-line result. For each row you can see the quantity before stocktaking, the recorded quantity, the deviation marked as Surplus or Shortage, the resulting balance, the document with its number and date, and the warehouse. The period is selected at the top, with filters by warehouse and tags next to it.

The document itself opens from the row, with its list of items and print form, and from the document you can go to the product item and view its stock balance and movements. You can add a stocktaking at any time: it is the same kind of warehouse document, and it affects stock balances once posted.

TurnoverTurnover

The turnover sheet for the selected period, whether today, a month, a year or custom dates, with a filter by warehouse. For each item, it shows the quantity and amount at the beginning, receipts, expenses and the balance at the end of the period, with totals for all columns at the bottom of the table. Additional columns (section, SKU, code and others) are enabled via Select columns, just like in the item list.

Every section has its own local analytics. Summary data across all sections will appear in a separate service, Analytics.