Warehouse Documents - Overview

Introduction

This article describes the features of the Warehouse Documents module, which is used to manage stock in PerfectGym.

• This article describes what warehouse documents are and how to use them.
• This article will be useful for PG Champion, System Administrator, Accountancy, Club Manager, Club Owner and Sales Team.

Before you start 

• All necessary Products, Warehouses, and Companies must already be configured in the system.

• The permissions to add, edit or view or delete warehouse documents is found in PGM->Clubs->System Permissions.
  • System administration
    • Warehouse
      • Warehouse documents
        • View
        • Add
        • Edit
        • Delete
        • Cancel warehouse documents
        • Warehouse documents corrections
        • Edit price in warehouse outgoing documents

Feature description

To access Warehouse Documents and increase or decrease stock levels in PGM, go to PGM->Sale->Warehouse Documents.

This screen displays all previously created documents in PerfectGym related to stock movements, such as goods receipts, inventory adjustments, and transfers between warehouses.

The main list provides two action buttons in the top-right corner: + Add document (opens a dropdown to create a new document) and Accept all (approves all currently listed unapproved documents at once).

Document Types

Based on the provided system code, warehouse documents are categorized by their Symbol (a short code) and their FlowType (which dictates how they affect inventory). These types determine whether stock is increased, decreased, or moved.

To add a new document, click the + Add Document button in the upper-right corner of the screen and choose the type of document you want to create.

When creating a document, a pop-up window will appear with two tabs: Document and Items.

The following sections describe each document type in detail, including their functions and how they are used within the system.

Inbound Documents (Increasing Stock)

These documents are used to increase warehouse inventory.

Goods received receipt | PZ (External Receipt)

This is the primary document for receiving goods from an external entity, such as a supplier or another company.

• Flow Type: CompanyToWarehouse.

• Contrary Document: WZ (External Issue).

• Usage: You create a PZ when a delivery arrives from a supplier. Approving it increases the stock level in the designated warehouse.

• When creating a new document:

  • Document

    • Document Type – Goods received receipt – Code on all documents is PZ.
    • Document Date – Enter the date when the goods were received.
    • Company From – Select the company this delivery is being received from. Companies are set up in PGM->Sale->Companies.
    • Warehouse To – Select which warehouse will receive the goods.
    • Invoice Number – Enter in the invoice number of the goods.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %
      • VAT Rate
      • Sell Net Price (Unit)
      • Expiration Date

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity
      • Net Value
      • VAT
      • Expiry Date
      • Discount
      • Sell Price

Sales Return Note | PW (Internal Receipt)

Used to add stock from an internal source, not from a supplier. This could be for items returned to stock after being used, or correcting a previous internal write-off.

• Flow Type: NullToWarehouse (meaning the stock originates from an internal process, not an external company or another warehouse).

• Contrary Document: RW (Internal Write-off).

• When creating a new document:

  • Document

    • Document Type – Sales return nota – Code on all documents is PW.
    • Document Date – Enter the document creation date.
    • Warehouse To – Select which warehouse will receive the goods.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %
      • VAT Rate
      • Sell Net Price (Unit)
      • Expiration Date

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity
      • Net Value
      • VAT
      • Expiry Date
      • Discount
      • Sell Price

Inventory + | IN+ (Inventory Surplus)

This document is used to correct inventory levels when a physical stock count (inventory) finds more items than the system shows.

• Flow Type: WarehouseInventoryPositive or NullToWarehouse.

• Contrary Document: IN_ (Inventory Shortage).

• When creating a new document

  • Document

    • Document Type – Inventory + – Code on all documents is IN+.
    • Document Date – Enter the document creation date.
    • Warehouse To – Select which warehouse will receive the goods.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %
      • VAT Rate
      • Sell Net Price (Unit)
      • Expiration Date

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity
      • Net Value
      • VAT
      • Expiry Date
      • Discount
      • Sell Price

Intra-Warehouse Transfer | WM+ (Inter-Warehouse Transfer In)

Records the receipt of stock at the destination warehouse as part of an inter-warehouse transfer.

• Flow Type: IntraWarehouseTransfer.
• Contrary Document: MM- (Inter-Warehouse Transfer ).
• Usage: This document is auto-generated by the system when the corresponding MM- document is approved. Approving the WM+ document increases stock in the destination warehouse. You cannot create a WM+ document manually.

• When creating a new document

  • Document

    • Document Type – Intra-warehouse transfer
    • Document Date – Add in when you want to move the product between two warehouses. 
    • Company From – Select the company initiating the transfer.
    • Warehouse To – Choose the warehouse that will receive the products.
    • Document Number – Enter the reference document number.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %
      • VAT Rate
      • Sell Net Price (Unit)
      • Expiration Date

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity
      • Net Value
      • VAT
      • Expiry Date
      • Discount
      • Sell Price

Outbound Documents (Decreasing Stock)

These documents are used to remove inventory from a warehouse.

Goods Release Receipt - WZ (External Issue)

This is the primary document for issuing goods to an external entity, such as a customer, or for returning goods to a supplier.

• Flow Type: WarehouseToCompany.

• Contrary Document: PZ (External Receipt).

• Usage: You create a WZ when shipping goods out. Approving it decreases the stock level in the warehouse.

• When creating a new document:

  • Document

    • Document Type – Goods release receipt – Code on all documents is WZ.
    • Warehouse From – Which warehouse stock is located at.
    • Company To – Which stock will the stock be transferred to.
      If the company is not created, this can be done in PGM->Sale->Companies.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %
      • VAT Rate
      • Sell Net Price (Unit)
      • Expiration Date

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity
      • Net Value
      • VAT
      • Expiry Date
      • Discount
      • Sell Price

Goods issued receipt | RW (Internal Write-off)

Used for internal consumption or removal of stock. This is the correct document for writing off damaged, expired, or lost goods, or for items used internally by staff.

• Flow Type: WarehouseToNull (the stock is consumed and does not go to another company or warehouse).

• Contrary Document: PW (Internal Receipt).

• When creating a new document:

  • Document

    • Document Type –  Goods issued receipt - Code on all documents is RW.
    • Document Date – Select when this removal from warehouse occurs.
    • Warehouse From – Select which warehouse will remove the goods.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity

Inventory – | IN- (Inventory Shortage)

This document is used to correct inventory levels when a physical stock count finds fewer items than the system shows.

• Flow Type: WarehouseInventoryNegative or WarehouseToNull.

• Contrary Document: IN+ (Inventory Surplus).

• When creating a new document:

  • Document

    • Document Type – Negative Stock – Code on all documents is IN-.
    • Document Date – Date of transfer
    • Warehouse From – Which warehouse stock is located at.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity

Dispatch of goods (Moving Stock)

These documents are used to manage the movement of inventory between two internal warehouses. They always come in pairs.

Dispatch of Goods | MM- (Inter-Warehouse Transfer Out)

This document is manually created to initiate the transfer of stock out of a source warehouse.

• Flow Type: IntraWarehouseTransfer.

• Contrary Document: MM+ (Inter-Warehouse Transfer In).

• Usage: A user creates an MM- document, specifies the "Warehouse From" and "Warehouse To," and adds the items. Approving this document decreases stock in the "Warehouse From".

• When creating a new document:

  • Document

    • Document Type – Warehouse to Warehouse – Code on all documents is MM- and MM+.
    • From Warehouse – Which warehouse stock is located at.
    • Warehouse To – Which stock will the stock be transferred to.
    • Warehouse Date – Date of transfer.
  • Items

    • Import from File – Upload a CSV file containing the list of items.

    • Import from Bundle – Select a product bundle and specify the quantity multiplier for the products you want to add.

    • Add Items with Details – Use this option to add products together with detailed information, including:

      • Quantity
      • Purchase Net Price (Unit)
      • Purchase Net Price (Total)
      • Discount %

    • Add Item – Use this option to add a product without detailed information. Available fields include:

      • Quantity

Dispatch of Goods | MM+ (Inter-Warehouse Transfer In)

• Purpose: This document represents the receipt of the stock at the destination warehouse.

• Flow Type: IntraWarehouseTransfer.

• Contrary Document: MM- (Inter-Warehouse Transfer Out).

• Usage: This document is typically auto-generated by the system when the corresponding MM- document is approved. Its approval increases the stock in the "Warehouse To".

Step-by-Step Instructions

The warehouse document module allows you to manage all inventory movements. This includes receiving stock, issuing stock, transferring items, and making corrections.

Finding and Filtering Warehouse Documents

1. Navigate to the main Warehouse Documents list.

2. By default, the list displays documents for all clubs you are assigned to.

3. Use the filter panel to find specific documents. You can filter by:

   • Basic filters (always visible):
     • Company – filter by company
     • Club – filter by club
     • Document Type – select a specific document type (e.g., IN+, PZ, RW)
     • Status – Approved or Not approved
     • Date From / Date To – filter by document date range
   • Toggle Advanced Filters to reveal additional filters:
     • Symbol – the system-generated document identifier
     • Invoice Number – the related supplier invoice number
     • Contractor – the sending or receiving company
     • Product – find documents containing a specific product
     • Created By – the employee who created the document
   • Use the Clear filters button to reset all filters at once.

4. The list will update automatically as you apply filters.

Creating a New Warehouse Document

1. Click the + Add document button and select the Document Type from the dropdown. The system opens a creation form for the selected type.
2. From the main list, click the + Add document button in the top-right corner. A dropdown menu appears — select the desired document type to open the creation form.

3. Fill in the fields in the ‘Documents’ section. The available fields depend on the selected document type:

   • Warehouse From / Warehouse To: Select the source and destination warehouses for the inventory movement.

   • Company From / Company To: Select the source or destination company (e.g., a supplier).

   • Invoice Symbol: (Optional) Enter the related supplier invoice number.

   • Document Number: (Optional) Enter any external reference number.

   • Warehouse Date: Select the date the transaction should be officially recorded.

4. Once you complete the ‘Documents’ section, proceed to the ‘Items’ section to add products.

Adding new items - detailed description

To add products to the document, use the following options in the Items tab. This is described in detail below.

• Import from file
• Import from bundle
• Add item with details
• Add item

Add new element with detail

• Accounting Code – This is the internal code in PGM->Sale->Products. 

  

• Product – Select the item from the drop-down list instead of using Accounting Code.
• Quantity – Enter in the received quantity
• Purchase net price – Enter the purchase price of a single quantity without taxes. 
• Purchase net price (total) – The purchase price for the total quantity excluding taxes. This is calculated automatically based on the quantity and the unit purchase net price.
• Discount – Enter in percentage discount if there were further discounts on the invoice

• VAT Rate – Select the VAT rate for the product.

• Expiration date – Enter the expiry date of products if it has one.

Press OK to continue.

Import from File

This will allow you to add products from a CSV file and bulk upload. The file needs to be formatted in the following way.

Header: ProductId;Quantity;Amount

The format of the CSV file needs to be in a ; delimitator

ProductId's can be found in PGM->Sale->Products or in selected reports.

Import form Bundle

This will allow you to manage stock from a bundle.

• Product Bundle – This will display all bundles with products in the bundle. (Note: If the product is classed as a service, then it will not be listed here).  This information is kept in PGM->Sale->Products. 
   

  
  
   Note: Blue Swipe Tag is classed as a Service in this example.

• Quantity – Amount to be received in.
• Import – Add items to the goods receipt listing.

In PGM->Sale->Products, the product bundle will multiply the quantities in the bundle with what it is received.

Viewing Document Details

1. From the main document list, click the ⋮ (three-dot) menu on any document row and select View details.

2. The View details modal shows the document header and a list of all items. The document header fields include: Warehouse Date, Club, Source / Destination Warehouse, Source / Destination Company, Net / VAT / Gross Value, Invoice Number, Created By / Date, Approved By / Date, Last Updated By / Date.

   The Items table displays:

   • Id, Product, Quantity, Unit net price, Net value, VAT value, Gross value, VAT rate, Expiration date
   • Toggle Show sell prices (Off / On) to reveal additional columns: Sell unit net, Sell net value, Profit margin net

   The table footer shows totals: Total quantity, Total net, Total VAT, Total gross.

Processing a Document

You can process a document from the main list. A document must be processed to affect inventory.

1. To Approve:
   • Find a Not approved document and click the ⋮ (three-dot) menu on the right.
   • Select Approve.
   • The system validates the items and updates inventory levels (e.g., adds stock for a "Goods Received Note," removes stock for a "Write-Off").
   • The document status changes to Approved. It is assigned a permanent Symbol and an Approved Date.
2. To Cancel:
   • Find an Approved document and click the ⋮ (three-dot) menu.
   • Select Cancel document.
   • The system reverses the inventory transaction.
   • The document status changes to Cancelled.
3. To Delete:
   • Find a Not approved document and click the ⋮ (three-dot) menu.
   • Select Delete.
   • The document is permanently removed. You cannot delete approved or cancelled documents.
4. To Flag / Remove flag:
   • On a Not approved document, click the ⋮ menu and select Flag to add a visual marker for follow-up.
   • On an Approved document that is flagged, click the ⋮ menu and select Remove flag to clear it.

Creating a Correction

When an Approved document contains an error, use the Create correction action to create a corrective document. This is available from the ⋮ menu on any Approved document.

1. Click the ⋮ menu on an Approved document and select Create correction.
2. The correction form opens with two tabs:
   • Document – contains the following fields:
     • Document Type – automatically set to the correction type (e.g., IN- for an IN+ document)
     • Correction of – reference to the original document (auto-filled)
     • Document Date (required) – date for the correction
     • Warehouse From (required) – source warehouse (auto-filled from original)
     • Recalculate dependent documents – optional checkbox
   • Items tab – pre-populated with all items from the original document. You can:
     • Adjust quantities and prices for individual items
     • Click + Add item with details to add a new item
     • Use Import from file or Import from bundle for bulk updates
3. Click Save to create the correction document as Not approved.
4. Review the correction document and click Approve (via the ⋮ menu) to apply the inventory adjustment.

Hints

• If you would like to change the club symbol on the document, you should contact the Perfect Gym Technical Support Team. Ask them to check if there won’t be any clashes in document numbering because warehouse documents and invoices rely on the club symbol.
• If a product gets returned on POSWeb, this will not add the product back to the warehouse, this needs to be added as a warehouse document.

• Unapproved Documents: A document is just a draft until it's approved. It will not have a Symbol and will not affect your inventory stock levels.

• Value Calculation: For unapproved "Warehouse Inventory Negative" documents, the system provisionally calculates the Value Netto and Value Brutto based on the cost from the earliest available delivery of those products.

• Editing Restrictions: You cannot edit a document after it has been Approved or Cancelled.

• User-Specific Views: The Companies, Clubs, and Warehouses you see in dropdown menus are filtered based on your user account's assignments.

• Contrary Documents: The system has a function to create a "contrary" document. For example, if you highlight a "PZ" (Goods Received) document, you can use this action to auto-create a "WZ" (Goods Issued) document to reverse it.

• A setting can be turned on/off which will allow items in a warehouse to be sold if there is no stock. By default, this setting is turned off. What happens on POSWeb is that it will automatically add an item in stock as soon as it is sold.  When a new order comes in, one of the two following options can be done:
  • Enter the exact quantity that was received, however, create a new warehouse document with document type 'Goods issued receipt' to adjust the items that were recently sold with negative stock. (eg. I ordered 15 Gym Towels, I sold 3 the day before the delivery arrived. I entered 15 units as that is what is on the invoice. I then created a new warehouse document to put a negative 3 on the document to remove the items previously sold before the delivery was entered.)
  • Enter the quantity that will be kept in stock only.  (eg. I ordered 15 Gym Towels, I sold 3 the day before the delivery arrived. I entered 12 units as 3 were put aside for the club members who purchased the towel).
  • Please make sure you approve documents as soon as you can. Any stock which is sold between the created date of the warehouse document to the approval date of the document will not be adjusted for any sales in between these dates.