Warehouses, zones, bins
A tree of storage locations for every warehouse, created in company settings.
Warehouses & distribution
Know what is where — down to the bin
For distributors, wholesalers and companies that ship their own goods: stock by warehouse, bin, lot and single unit, reserved for orders, shipped in parts and connected to sales, logistics and finance. The number on the screen matches the shelf because it is built only from documents.
Who it is for
- Distributors and wholesalers
- Companies with several warehouses or storage sites
- Businesses that ship and deliver their own goods
- Sellers of serialized or high-value goods
- Groups where one company holds the stock and others sell it
Warehouse trouble usually looks the same. Sales promise goods that are already reserved for someone else, a pallet sits in the wrong aisle, a lot cannot be traced, and the monthly count ends with a correction nobody can explain. The cause is almost always that stock can be changed without a document. OrgLines removes that possibility: stock changes only through receipts, transfers, shipments and stocktakes.
Every warehouse has a tree of storage locations: zones, aisles, shelves and bins. Lots are shared across the company, while on-hand quantities are counted per warehouse. Serialized goods are tracked as individual physical units with their own identity, placement and condition. Sales orders reserve stock in a specific warehouse, and shipments can only be made from what is reserved.
The warehouse does not stand alone. Orders come from the CRM or the online store, invoices are issued from the order, shipments continue in the logistics module as freight orders and trips with weight records, and payments land in finance. If your accounting runs in Microsoft Business Central, products and inventory items can be imported from there.
A day in the warehouse
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01
Goods arrive
A confirmed purchase order is received into the warehouse, line by line if the delivery is incomplete. Serial numbers are entered per unit or generated.
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02
Stock is put away
Move goods to their bin with a transfer. Goods received without a bin sit in the warehouse's unbinned stock until placed.
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03
Orders are reserved
Sales see availability per line and reserve stock in the right warehouse. A shortfall is visible before a date is promised.
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04
Goods are shipped
Pick from the reservation, pack into one or several packages, add the tracking number and mark the shipment as shipped.
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05
Delivery continues in logistics
If you deliver yourself, the shipment continues as a freight order and a trip with driver, vehicle and weight records.
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06
The shelf is counted
Recount a warehouse to correct by the difference, or run a full stocktake. The inventory list suggests how much to reorder.
What you can do
Lots and serialized units
Company-wide lots with quantities coming only from receipts and transfers, and one record per physical unit for serialized goods, with attributes, photos and documents.
Transfers in one or two steps
Move stock atomically, or ship it now and receive it later with goods in transit. A transfer that exceeds available stock is refused.
Reservations and partial shipments
Reserve stock for sales orders and ship in one or several shipments. Cancelling a shipment returns the goods to the order's reservation.
Packages and tracking
Multi-package shipments with carrier tracking numbers. A completed shipment is locked.
Purchasing and reorder suggestions
Purchase orders to suppliers, unit-of-measure aliases from supplier documents and a suggested reorder quantity per item.
Stocktake with permissions
Partial recount or full stocktake; only accounts with the right permission can adjust stock.
Stock owned by legal entities
Inter-entity transfers change the owner in two steps; intercompany transfers create an order and an invoice between your companies.
Work bot for storekeepers
Storekeepers and field staff see their tasks, change statuses and send photos from a chat bot; managers approve who joins.
Import and Business Central
Bring in your catalogue with the import wizard, or import products and inventory items from Microsoft Business Central.
Traceability down to the unit
For goods with serial numbers, OrgLines keeps one row per physical unit in the selected warehouses, with its placement and condition. Serialized and unique items move in a single step, so a unit is never shown in two places at once. A unit that already has movement history cannot be deleted, which keeps the trail intact for warranty claims, returns and audits.
Several warehouses, several companies
Distribution groups often hold stock in one company and sell through another. In OrgLines stock belongs to a legal entity. An inter-entity transfer always ships in two steps: the goods leave the source owner now and land on the destination owner when received. Group consolidation shows the combined stock of all companies without merging their books.
- Transfers show exactly what is in transit and can be cancelled back to the source.
- One sales order can be invoiced separately for each selling entity.
- Ask the AI assistant, or Claude via MCP, for current stock levels.
Plans: Orders and inventory/warehouse come with the Commerce add-on module. Business Central is available as an add-on. Compare plans
FAQ
Questions about Warehouses & distribution
Didn't find an answer? Write to us and we will get back to you.
Ask a questionIs this connected to deliveries?
Yes. Shipments can continue in the logistics module as freight orders and trips, including weight records.
Can stock be edited by hand?
Not by typing over a number. Stock changes through receipts, transfers, shipments and stocktakes, and adjusting stock in a stocktake needs a permission.
What happens when we do not have enough stock for an order?
The order line shows how much was requested and how much is available, and shipping or invoicing the missing quantity is blocked until stock arrives.
How does a stocktake work?
Recounting one warehouse corrects stock by the difference found; a full stocktake sets quantities absolutely. The result shows how many items were adjusted.
Can our storekeepers use it from a phone?
Yes. The work bot lets frontline staff see their tasks, change statuses and send photos from a chat, after a manager approves them.
We keep our catalogue in Business Central. Can we use it?
Yes. The Business Central add-on imports products and inventory items into OrgLines, and each company connects separately.
Guides on this topic
What is a goods received note (GRN)?
A goods received note, or GRN, is the document a buyer's warehouse creates when a delivery arrives, recording what was actually received: which items, in what quantity and condition, from which supplier and against which purchase order. It is the moment goods enter your stock, and together with the purchase order and the supplier's invoice it is used to check what you should pay for.
Reserved vs available stock: stop selling what you do not have
Reserved stock is on the shelf but already promised to confirmed orders; available stock is what is left to sell. The usual formula is available = on hand − reserved − blocked, where blocked covers damaged or quarantined goods. Reserve when an order is confirmed, in the warehouse it will ship from, release reservations when orders are cancelled, and promise customers only the available quantity, never the on-hand figure.
What is cycle counting?
Cycle counting is a way of checking inventory by counting a small, planned selection of items on a rolling schedule, for example every day or every week, instead of counting the whole warehouse once a year. Valuable and fast-moving items are counted more often, slow and cheap ones less often, and every difference is corrected and investigated while the cause is still fresh.
What is economic order quantity (EOQ) and how is it calculated?
Economic order quantity (EOQ) is the order size that keeps the combined yearly cost of ordering and holding stock as low as possible. It is calculated as the square root of 2 × annual demand × cost per order ÷ holding cost per unit per year. Ordering more than EOQ ties up money on the shelf, ordering less means paying for too many orders.
Seasonal tire storage: intake, labeling, storage and return without mix-ups
To run seasonal tire storage without mix-ups, give every storage place a fixed address, assign each set a unique number at intake, record its condition with photos, label every wheel with the set number and its position on the car, and record every move. At return, check the set number and condition against the intake record before fitting. The discipline matters more than the shelving.
What is a SKU and how should you name them?
A SKU, or stock keeping unit, is your own internal code for one specific variant of a product that you stock and sell, for example one colour and size of a shirt, so that stock, orders and sales can be counted per variant. Good SKUs are short, unique, built from a few fixed segments in a fixed order, and never reused.
Works together with
All modules share the same data, so they complete each other.
ERP & warehouse
OrgLines ERP covers products, warehouses, batches, sales and purchase orders, reservations, shipments, invoices with your own PDF layouts, POS and Microsoft Business Central integration.
Logistics
OrgLines logistics: freight orders with statuses and milestones, trips, vehicles, trailers and drivers, carriers and freight rates, trip documents, weight records and a logistics bot.
Finance
Track cash, bank and POS accounts, payments and an append-only financial ledger in OrgLines, plan by periods and categories and consolidate several companies.
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