How to create and manage warehouses in PGM – PerfectGym

Introduction

This article will display the features of the Warehouses module. This is used to manage product state in your club via PGM.

This article describes basic information about adding and editing existing warehouses.
This article will be useful for PG Champion, System Administrator, Accountancy, Club Manager, Club Owner and Sales Team.

Before you start

The permissions to add, edit, view or delete warehouses is found in PGM->Clubs->System Permissions.

System administration
- Warehouse
  - Warehouses
    - View
    - Add
    - Edit
    - Delete

Feature description

To access the warehouses module to manage warehouse locations, go to PGM->Sale->Warehouses.

Navigate to the Sales area and select the Warehouses module.
On the Warehouses list page, you have two options:
- To create a new warehouse: Click the Add new warehouse button.
- To edit an existing warehouse: Find the warehouse in the list and click the Edit icon in its row.
On the New warehouse or Edit page, fill in the following fields:
- Name: Enter a unique name for the warehouse. This field is required and has a maximum length of 110 characters.
- Club: Select the club this warehouse will be associated with from the dropdown list. This is a required field.
- Club default: Check this box if this warehouse should be the default for the selected club.
Click Save to confirm your changes.

Hints

Success Message: After a successful save, a notification will appear: "Warehouse was successfully saved".
Error (Duplicate Name): The warehouse name must be unique. If you enter a name that is already in use, the system will display an error: "Warehouse with this name already exists".
Error (Missing Fields): The Name, Description, and Club fields are all required. You cannot save the warehouse if any of these are left blank.
Deleting a Warehouse: You can delete a warehouse from the main list by clicking the Delete icon.
- The system will ask you to confirm: "Do you want to delete this warehouse?".
- After you confirm, a "Successfully deleted" message will appear.
- You must empty a warehouse before you can remove it.
Multiple warehouses in club: If you run multiple warehouses in one club, ensure POSWeb terminals have the correct default warehouse set in POSWeb settings.

Use Case Examples

Example 1: Adding a Main Warehouse for a New Club
- Goal: Set up the primary warehouse for the new "City Center" club.
- Settings:
  - Name:City Center - Main
  - Club:City Center
  - Club default:Checked
Example 2: Adding a Secondary Storage Warehouse
- Goal: Add a backroom storage warehouse for the "Uptown" club that is not the primary point of sale.
- Settings:
  - Name:Uptown - Storage
  - Club:Uptown
  - Club default:Unchecked
Example 3: Renaming an Existing Warehouse
- Goal: Update the name of a warehouse from an old code (WH-002) to a new, clearer name.
- Steps: Click Edit on the "WH-002" warehouse. Change the Name field from WH-002 to Westside - Returns and click Save.
Example 4: Changing the Default Club Warehouse
- Goal: Make the "Pro Shop" warehouse the new default for the "Eastside" club, replacing the "Main" warehouse.
- Steps: First, click Edit on the old default ("Eastside - Main"), uncheck Club default, and Save. Then, click Edit on the "Eastside - Pro Shop" warehouse, check Club default, and Save.
Example 5: Correcting a Duplicate Name Error
- Goal: A user tries to create a new warehouse named "Main Warehouse" but one already exists.
- Steps: The user enters Main Warehouse in the Name field and clicks Save. The system shows the error "Warehouse with this name already exists". The user changes the Name to Main Warehouse - Annex and clicks Save successfully.