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Warehouse State - Overview

Updated

Introduction

The warehouse state screen will allow a club to manage stock levels and inventory by looking at its current state. This is useful for reporting and re-ordering purposes.

 

Before you start 

The permissions to use warehouse state is found in PGM->Clubs->System Permissions.

  • System administration
    • Warehouse
      • Warehouse reports
        • Warehouse state
        • Product state in warehouses
        • Warehouse state change

Feature description

Warehouse state looks at the current state of all inventory in your club.

To go to Warehouse State, go to PGM->Sale->Warehouse State.

Screenshot 2026-06-11 at 14.51.27.png

This will display a new screen with all of the products in the clubs.

  1. Navigate to the Warehouse states report (e.g., via PGM->Sale->Warehouse State).

  2. You will see the Filters section.

  3. In the Warehouse dropdown, select the specific warehouse you want to view. You can also select "All warehouses" to see an aggregated summary of all warehouses you have access to.

  4. In the Warehouse date field, select a date. The report will show the stock state as of this date.

  5. Enter text in the Product name field to filter the list for a specific item.

  6. Select a category from the Product Category dropdown to filter the list.

  7. Select a supplier from the Supplier dropdown to filter the list.

  8. Turn on the Min. Threshold Reached toggle to show only products where the quantity is at or below the set threshold.

  9. The grid will display the results with columns including Id, Product, Category, Quantity, Threshold, Minus quantity, Unit, Price, Amount, and Expiry.

  10. To see the delivery history for an item, click the Documents link in that item's row.

  11. A Documents window will open, showing all associated warehouse documents for the selected product. 

Screenshot 2026-06-11 at 14.52.57.png

Document Details

To view the document details, click the Warehouse Document Number. A pop-up window will open, displaying the following information:

  • Warehouse Date
  • Club
  • Source Warehouse
  • Destination Warehouse
  • Source Company
  • Destination Company
  • Net Value
  • VAT Value
  • Gross Value
  • Invoice Number
  • Created By
  • Created Date
  • Approved By
  • Approved Date
  • Last Updated By
  • Last Updated Date

Below the document details, the Items section displays a table containing the following information for each item:

  • ID
  • Product
  • Quantity
  • Unit Net Price
  • Net Value
  • VAT value
  • Gross value
  • VAT rate
  • Expiration date

Hints

  • Aggregated vs. Detailed View: If you select "All clubs," the report aggregates product quantities across all warehouses. The Id column will show the ProductId. If you select a specific warehouse, the report shows the state for that single warehouse, and the Id column will show the WarehouseGoodStateId.

  • "Minus quantity": The Minus quantity column displays the total quantity of a product sold through the POS before the selected Warehouse date, for which there was no corresponding warehouse delivery document at the time of sale.

  • Permissions: The Club dropdown only lists warehouses associated with clubs you have employee access to.

  • Default Filters: The Category and Supplier filters include an "All categories" or blank option by default, allowing you to search across all of them.

Use Case Examples

  1. Check current stock for one warehouse:

    • Goal: See the current stock for the "Main Warehouse."

    • Settings: Select "Main Warehouse" from the Warehouse dropdown. Leave Warehouse date as today. Click Show.

  2. Get total stock for a specific product:

    • Goal: Find out the total quantity of "Protein Bar" across all locations.

    • Settings: Select "All warehouses" from the Warehouse dropdown. Enter "Protein Bar" in the Product name field. Click Show.

  3. Run a low-stock report:

    • Goal: See all products in the "Supplements" category that are below their re-order threshold.

    • Settings: Select "All warehouses" from the Warehouse dropdown. Select "Supplements" from the Category dropdown. Check the Min. Threshold Reached toggle on.

  4. Investigate historical stock:

    • Goal: Check the stock level for "Energy Drink" at the end of last month.

    • Settings: Select "All warehouses" from the Warehouse dropdown. Select the last day of the previous month in the Warehouse date field. Enter "Energy Drink" in the Product name field. Click Show.

  5. Find all products from a specific supplier:

    • Goal: List all products currently in stock that come from "Supplier XYZ."

    • Settings: Select "All warehouses" from the Warehouse dropdown. Select "Supplier XYZ" from the Supplier dropdown. Click Show.

 

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