Setting up a warehouse

This chapter provides information about the different options for editing warehouses and other related settings. Here, you learn how to create a new warehouse that replicates your real-life warehouse 1:1 in your plentymarkets system. Furthermore, you learn how to set up box storage racks that can be used as interim storage for multi order picking.

Setting up your warehouse effectively is a crucial step for the shipping process and helps you save a lot of time. Thus, take some time beforehand to consider how to replicate your warehouse effectively and establish optimal picking routes.
To make optimal use of all tools, such as plentyBase, assign a label with a barcode to each storage location.

To register stock and book incoming orders, you need at least one warehouse.

Your plentymarkets system comes with 2 sample warehouses: one distribution warehouse (KS Sales) and one repair warehouse (KS Repair). You can either rename and continue using these warehouses or delete them and set up your own ones. To register stock and book incoming items, your system must have at least one warehouse. Consequently, you cannot manage your stock without a warehouse. Incoming orders are assigned to a warehouse according to item availability.

1. Planning a warehouse

Warehouses consist of dimensions. All dimensions together constitute the layout of your warehouse. These dimensions can be freely defined. When defining the dimensions, start with the smallest dimension and then continue with all further dimensions in ascending order.

Applying sample dimensions

The layout of sample warehouses and newly-created warehouses alike always provides 2 sample dimensions. These dimensions are not saved. You can apply, rename or delete dimensions. However, you need at least one dimension to create a storage location.

Table 1. Structuring a warehouse
Setting	Explanation
Dimension	Dimensions are the basic structuring units of your warehouse. Later on, the dimensions function as a basis for the actual levels of a warehouse. Levels are the concrete applications of a dimension. For example, if you define a storage building as a dimension in your layout, storage buildings 1, 2 and 3 are its concrete applications. *Note:* At least one dimension is needed to create storage locations.
Storage location	In plentymarkets, storage locations are no dimensions. Storage locations are the actual places in which you keep your products. You need at least one dimension to create a storage location. Dimensions are superior to storage locations.

A pick list with optimal picking routes depends on the position of the storage locations. Your settings determine if a dimension influences the position of storage locations. A pick list begins with the lowest position and is sorted in ascending order.

2. Setting up a warehouse

The process of setting up a warehouse consists of 3 basic steps. First, enter general information such as the name and the purpose of the warehouse. Then add further general information, such as the address of the warehouse. In step 2, you create dimensions that subdivide your warehouse. As a last step, you create storage locations.

2.1. Managing general warehouse data

You have to manage the following data for each warehouse, no matter if you edit and continue working with sample warehouses or if you create new warehouses.

Creating a new warehouse:

Go to Setup » Stock » Warehouse.
Click on New warehouse.
Enter the name.
Select a Warehouse type.
Select a Logistics type.
Save the settings to create a new warehouse.
→ The settings of the warehouse, in which you manage further general data, are opened.

The new warehouse is added to the warehouse list in alphabetical order.

Managing general warehouse data:

Go to Setup » Stock » Warehouse.
Open a warehouse.
Click on Settings.
Carry out the settings according to Table 2.
Save the settings.

Table 2. General warehouse data
Setting	Explanation
Warehouse ID	ID of the warehouse. Is automatically assigned by the system and cannot be edited.
Warehouse name	Name of the warehouse
Warehouse type	Selecting a warehouse type according to purpose: Sales = Standard warehouse. Warehouse for sales with automatic processes, such as stock reservation and status change for orders. Repair = Warehouse for returned items. This warehouse can be selected as an Assigned warehouse for repairs for Sales warehouses. Storage = Warehouse for items that are in stock. Transit = Temporary warehouse for assigning items to the destination address when transferring items from one means of transport to another. Distribution = Distribution warehouse Other = Special warehouse
Logistics type	Information about the party managing the warehouse. Own warehouse = Logistics are managed in your own warehouse. Amazon = Items are distributed by Amazon FBA Multi-Channel. DHL Fulfilment = Items are distributed via DHL Fulfilment.
Warehouse assigned for repairs	Here, you can select Repair warehouses. This selection links a warehouse to a repair warehouse, in which e.g. returned items can be stored for repairs. This way, faulty items are not mixed up with regular stock. Once the items have been repaired or replaced, re-assign them to the sales warehouse. The stock of a repair warehouse cannot be transferred to your online store or other platforms. The stock of a repair warehouse provides an overview of items that are currently being repaired. Thus, this stock cannot be sold. Create the desired repair warehouse so that it becomes available in this drop-down menu.
Priority	Determine the priority of the warehouse. From + (lowest priority) to +++++ (highest priority).
Split up according to shipping profile	In case you are working with Delivery orders select Yes here.
Location	Location of the warehouse. This is a selection of countries of delivery as defined in Setup » Orders » Shipping » Settings » Countries of delivery.
Standard storage location type	The standard storage location type which should be set as default for warehouse settings, e.g. in the Warehouse tab in the item settings.
Dynamic reorder level	Choose between active and inactive. active = the difference between the actual order and the reorder level is calculated for variations stored in this warehouse on the basis of the dynamic reorder level. The dynamic reorder level itself is not yet displayed in your system. Note: To calculate the difference to the reorder level on the basis of the dynamic reorder level for a variation, the reorder level of the variation must be 0. inactive = the difference to the reorder level for variations in this warehouse is not calculated based on the dynamic reorder level, but based on the manually defined reorder level. Thus, you can enter a reorder level bigger than 0 for a variation.
Average price	Choose how the average price for the warehouse is calculated. Purchase price of stock quantities = the average purchase price for variations in this warehouse is calculated based on the purchase prices of the existing stock quantity. It is recalculated with all incoming items and outgoing items. This calculation method is called live average calculation. Purchase price of variations = the average purchase price for variations in this warehouse is calculated based on the purchase price saved in the variation data. Moving average price of a variation = the average purchase price for variations in this warehouse is flexibly calculated. In this case, the average purchase price is calculated with all incoming items, but not with outgoing items. The calculation methods are described in depth in the chapter Identifying the purchase price.
Availability with stock and Availability without stock	These options determine which availability is displayed if stock exists or does not exist. This setting takes priority over the symbol selected to represent Availability in the Settings tab of a variation. However, it is important that the options Available, Not available have been selected as well in the Settings tab of a variation. The stock needs to be recalculated after any changes. This recalculation is carried out in the menu Stock » Stocks by clicking on Recalculate stocks. The availability symbols are displayed according to the settings made in the section Online store icon in the menu Setup » Item » Availability.
Available for order referrers (with automatic warehouse selection)	Here, you select the order referrers for which the warehouse should be preferred. If an order comes in via one of the selected referrers, this warehouse is selected during the process of automatic warehouse assignment. *Important:* The settings carried out for the option Automatic warehouse selection in the System » Orders » Settings menu are based on this setting. This means that the warehouse is assigned according to the activated order referrer first. The settings concerning the automatic warehouse selection are considered in the second step.
Note	Enter your notes, i.e. all additional information about the warehouse that you wish to save.
Stocktaking mode active	The stocktaking mode freezes the stock of the warehouse while you are taking stock.

2.2. Creating dimensions

Create dimensions in order to separate your warehouse into basic elements. At least one dimension is needed to create storage locations. For example, a dimension can be a storeroom. You can create up to 10 dimensions for each warehouse. The dimensions are the basis for the levels of a warehouse.
Consider in advance which dimensions you want to create, and start with the smallest one. Create the dimensions in ascending order.

Applying or deleting sample dimensions

The layout of each warehouse contains 2 sample dimensions. These dimensions are not saved. You can apply, rename or delete them. However, you need at least one dimension to create a storage location.

Creating a dimension:

Go to Setup » Stock » Warehouse.
Open a warehouse.
Click on Dimensions.
Enter a name for the dimension.
Carry out further optional settings. Pay attention to the information given in Table 3.
Click on Add new dimension.
→ You can now add another dimension. To do so, repeat steps 4 to 6.
Save the settings in order to create the dimensions.

New dimensions are automatically added as the biggest ones. If you add further dimensions, they take priority, i.e. they are bigger. Thus, you should begin with the smallest dimension.

Note: As long as there are no storage locations, it is possible to delete all dimensions. If storage locations exist, there has to be at least one dimension.

Table 3. Creating a dimension
Setting	Explanation
Name	Name is a mandatory field. The name can consist of 56 characters at most. You may use numbers, letters and special characters.
Prefix	Enter the prefix. Up to 3 characters are possible. You may use numbers, letters and special characters. The prefix is placed before the level numbering. If the dimension is included in the name of the storage location, the prefix is displayed in the name of the storage location as well.
Separator	Choose a separator that will be displayed after the dimension.
Position	Decide if the dimension should be considered for the position of storage locations or not. check mark = active, i.e. the dimension is considered for the position of storage locations. no check mark = inactive, i.e. the dimension is not considered for the position of storage locations.
Display in name	Decide whether or not the dimension should be included in storage location names. check mark = active, i.e. the dimension is displayed in storage location names. no check mark = inactive, i.e. the dimension is not displayed in storage location names.

2.3. Creating storage locations

Create storage locations to indicate the actual areas for storing your items. Variations can only be booked in actual storage locations, not in dimensions. In particular, creating multiple storage locations at once is very easy. Once storage locations are created, they are sorted by pick path.

Creating storage locations:

Go to Setup » Stock » Warehouse.
Open a warehouse.
Click on Storage locations.
Carry out the settings. Pay attention to Table 4.
Save the settings.
→ A preview containing sample storage location names is displayed.
Click on Generate to create storage locations.

The storage locations are generated continuously in the background. Although the first storage locations are already displayed, the process is not finished yet. A notification is displayed once all storage locations have been created.

Table 4. Storage location settings
Setting	Explanation
Dimensions
Prefix	The prefix is assigned automatically on the basis of the settings and can be entered there. It is displayed here.
From To	Enter the starting value and the end value. Letters, numbers and some combinations of letters and numbers are allowed. Examples for possible starting and end values: 1 to 10 A to Z A1 to A10 AA to AZ AA to ZZ The following combinations are not allowed: A1 to Z1: The first letter must remain the same 1A to 1Z: Letters cannot be combined with numbers preceding them
Starting positions	only visible if the dimension should be considered for the position of the storage locations. Enter starting position. Only numbers are allowed.
Display in name	Here, it is displayed whether the dimension is included in the storage location name or not. Whether the dimension is included in the storage location name is determined in the settings of the dimension.
Storage location
Prefix	Enter the prefix for storage locations. The default setting is SL for storage location. Prefix is not a mandatory field.
Create storage locations from Create storage locations to	Enter starting value and end value for storage locations. Letters, numbers and some combinations of letters and numbers are allowed. Examples for possible starting and end values: 1 to 10 A to Z A1 to A10 AA to AZ AA to ZZ The following combinations are not allowed: A1 to Z1: The first letter must remain the same 1A to 1Z: Letters cannot be combined with numbers preceding them
Starting positions	Enter starting position. Only numbers are allowed.
Display in name	Storage locations are always displayed in the name.
Details
Purpose	Select the purpose of the storage location. Use the purpose Box for mobile picking. *Note:* The purpose does not impact on other menus yet.
Status	Select a status. The default setting is Active. *Note:* The status does not impact on other menus yet.
Notes	Here you can take notes regarding the storage location.
Properties
Property	Select the property of the storage location.
Value	Select the value. This field is only available, if the property is a selection property.

2.4. Customising warehouse structures

You can customise the structures of your warehouse, e.g. change the name of the level, modify the level position or add new levels and storage locations and directly place them at the desired location. If an element has been moved, all positions are updated automatically.

Moving an existing element:

Go to Setup » Stock » Warehouse.
Select a warehouse.
Click on Storage locations.
→ The overview opens.
Click on Adjust setup.
→ The warehouse structure opens.
Click on the element you want to move.
Click on Move.
→ The settings open.
Select the placement.
Select the target and click on the check mark Select.
Save the settings.
→ The element is moved.

Placing a new storage location in the warehouse structure:

Go to Setup » Stock » Warehouse.
Select a warehouse.
Click on Storage locations.
→ The overview opens.
Click on Adjust setup.
→ The overview opens.
Click on New storage location.
→ The settings open.
Carry out the settings. Pay attention to the information given in Table 5.
Save the settings.
→ The structure is updated accordingly.

Table 5. Adjusting warehouse structure
Setting	Explanation
Name	Enter the name of the new storage location.
Placement	Select whether you want to insert it in front of or behind an existing element.
Purpose	Select the purpose from the drop-down list.
Position	Enter the position of the element.
Target	Select the target.
Status	Select the status from the drop-down list.
Notes	Here you can take notes regarding the storage location.
Availability	Indicates, whether a storage location is available. Green means that the storage location does not contain any items; red signals that at least one item is available.
Property	Select the property of the storage location.

Deleting levels and storage locations

You can only delete a level if it does not contain storage locations. When deleting a storage location, make sure that it does not contain any stock.

2.5. Limitations

When creating dimensions or generating storage locations there are some limitations that need to be considered. Moreover, specific letter and number combinations should be used for inputs into the generator.

Table 6. Limitations for dimensions
Setting	Limitation
Maximum number of dimensions that can be created	10
Minimum number of dimensions required	1
Number of characters for the name	56
Number of characters for the prefix (no numbers)	3

Table 7. Limitations for generating storage locations
Setting	Limitation
Maximum number of storage locations per dimension	200
Maximum number of storage locations per generation	100,000
Only use letters or numbers, but no special characters like *!%
No decimals
No letters for the start position
Maximum number of characters in the note box	500

Table 8. Letter and number combinations for inputs into the generator
Can be used	A to C A1 to A10 A to AC AA to CC
Cannot be used	A1 to B1 1A to 1C

3. Deleting stocks and warehouses

You can either delete the stocks of a warehouse or a complete warehouse including all stocks. In both cases, the stock movements are deleted as well.

Stocks cannot be restored.

It does not matter whether you only delete stocks and corresponding stock movements or the warehouse including all stocks and stock movements. Stocks and stock movements cannot be restored. In any case, use the delete function carefully, since it is linked to a variety of other menus, such as Listings. Deleting stocks may deactivate your offers on marketplaces.

3.1. Deleting stocks

Deleting stocks completely empties a warehouse. Stock movements are deleted as well. However, dimensions and storage locations remain unchanged.

Deleting stocks of a warehouse:

Go to Setup » Stock » Warehouse.
Open a warehouse.
Click on Settings.
Click on Delete.
To transfer pending orders to another warehouse, select a new warehouse via Change warehouse to.
Click on Delete once again.
→ The warehouse and all its stocks are deleted.

Note: It is not recommended to delete stocks that way, as this is not GoBD compliant (German guidelines for bookkeeping). Instead, it is advised to export stocks per dynamic export, to adapt the CSV file by setting the stocks to zero and to reimport the zeroed stocks afterwards. Thus, the stock movements don’t get lost and legally compliant working is guaranteed.

3.2. Deleting a warehouse

When deleting a warehouse, you remove all stocks, stock movements, storage locations and dimensions of the warehouse.

Deleting a warehouse:

Go to Setup » Stock » Warehouse.
Open a warehouse.
Click on Settings.
Click on Delete stock completely.
→ You will be asked to confirm your decision.
Click on OK to delete the stocks and stock movements.

Note: Deleting the stock also deletes the stock movements. Thus, they can’t be restored, which is not GoBD compliant.

4. Creating box storage racks for packing

Box storage racks are used as interim storage for multi order picking. Box storage racks are only available in Processes.

Maximum number of box storage racks

You can set up a maximum of 100 boxes for each box storage rack.

Setting up a box storage rack:

Go to Setup » Stock » Warehouse » Select a warehouse » Submenu: Box storage racks.
Click on the New box rack tab.
Carry out the settings as desired. Pay attention to the information given in table Table 9.
Save the settings.

Table 9. Settings for box storage racks
Setting	Explanation
Name	Name of the box storage rack
Start box	Number of the first box of the box storage rack
End box	Number of the last box of the box storage rack

5. Labelling storage locations

Scanning your items and the storage location in which they should be stored helps you to book items in quickly. In order to scan storage locations the locations need to be labelled. Image 1 shows example settings for a label that is as wide as the page:

Figure 1. Setting up a label

Setting up labels for storage locations:

Go to Setup » Stock » Warehouse » Select a warehouse » Submenu: Label.
Carry out the settings. Pay attention to the information given in Table 10.
Save the settings.

Zero point of the coordinate system

The zero point of the coordinate system is located in the top left corner. The x-axis goes from left to right and the y-axis from top to bottom.

Experiment with the settings until the label meets your requirements.

Table 10. Label settings
Setting	Explanation
Page	Width and height of the paper used for printing in mm.
Margin	The margins define where the label will be placed on the page.
Label	Width and height of a storage location label in mm.
Draw frame	The label is framed.
Lines per page	Enter the number of lines to be printed per page. This number defines how many labels are printed one below the other on a page. The height of a single label also affects the number of labels that can be printed one below the other.
Line spacing	Line spacing defines the space in mm between two labels positioned one below the other.
Columns per line	Enter the number of columns to be printed per line. This number defines how many labels are printed side by side in a line. Make sure that the width of the labels allows for positioning the labels next to each other according to their number.
Column spacing	Column spacing defines the space in mm between two labels that are next to each other.
Storage location name	Coordinates for printing the storage location name.
Storage location ID	Coordinates for printing the storage location ID.
Storage location position	Coordinates for printing the storage location position.
Shelf name	Coordinates for printing the shelf name.
Rack name	Coordinates for printing the rack name.
Barcode Storage location	Coordinates for printing the storage location barcode.
Display code	The barcode can also be displayed as an alphanumerical sequence of characters. below = the characters are placed below the barcode within = the characters are placed within the barcode do not show = the characters are not displayed

Once you have set up your warehouse, proceed with assigning variations to storage locations. Then, book the first incoming items of a variation so that stock is available in your system.

6. Creating properties for storage locations

Go to Setup » Properties » Configuration to create properties that you will later use for characterising your storage locations. That way you can look for small, medium or large storage locations and all item IDs can be linked to it. Moreover, characterising your storage locations will hep you to directly place your items in the right spot.
In order to create a property, proceed as follows.

Creating a property:

Go to Setup » Settings » Properties » Configuration.
→ The overview of the properties opens.
Click on Add property.
In the drop-down list Section, select the option Storage location.
Carry out the additional settings. Pay attention to the information given in Table 11.
Save the settings.
→ The property is created and opened for editing.

Table 11. Creating a property
Setting	Explanation
Section	Select a section from the drop-down list where the property should be used. Items = Property is used for items. Contact = Property is used for contacts. Storage location = Property is used for storage locations.
Property type	Select the property type from the drop-down list. None = No property type Selection = Allows to select multiple options.
Name	Enter the name for the property. *Note:* The name of the system language is displayed by default. After the property has been created, you can save the name in any language.
Description	Enter the description of the property. *Note:* The description of the system language is displayed by default. After the property has been created, you can save the name in any language.
Group	Select a property group from the drop-down list to assign the property to this group. This is optional. *Tip:* Click on Add property group to create a group.
Position	Enter the position number for the property. Properties are sorted by the position number in ascending order. *Tip:* Count by tens when creating position numbers. This allows you to easily add new properties in between.

7. Editing a storage location property

Properties are centrally managed in the Setup » Settings » Properties » Configuration menu. Change the settings that are described in Table 11 in this menu.

Editing a property:

Go to Setup » Settings » Properties » Configuration.
Click on Search to display all properties or select filters to limit the search results.
Click on the property.
→ The General tab opens.
Edit the settings. Pay attention to the information given in Table 12.
Save the settings.

Table 12. Editing a property
Setting	Explanation
General
Position	Enter the new position to change the order of the properties.
Name; Description	For multilingualism, enter name and description for other languages.
Values
Only visible for property type Selection	Enter the values that should be displayed in the drop-down list. Click on Add value to create a value. Name = Enter a name for the property value.

8. Assigning properties to storage locations using the group function

In order to assign properties to several storage locations, you can use the group function. A maximum of 3 properties can be added.

Assigning properties to storage locations:

Go to Setup » Settings » Stock » Warehouse.
Select a warehouse.
Click on Storage locations.
→ The overview opens.
Select the storage locations that you want to assign to the properties.
Click on Group function.
→ The settings open.
Select up to 3 properties and the corresponding values.
Save the settings.
→ The properties have been assigned to the storage locations.

9. Where can I find my warehouse IDs and storage location IDs?

You will find the IDs in the menu Settings » Stock » Warehouse in the submenus Settings and Racks.

ID of the standard storage location

The ID of the standard storage location is 0. However, the standard storage location is only a kind of placeholder. It is sensible to create own storage locations in order to indicate the actual storage location.