Inventory Tracking With Multi-Warehouse

When you have mutiple warehouses (internal and external), you need to first enable multi-warehouse in Teapplix ActionShip.

To better track your inventory in each warehouse, you need to make sure each warehouse initial quantities are entered correctly in ActionShip,  orders fulfilled from a specific warehouse are set to that warehouse, and listings are also set to the right warehouse.

How to enter quantity for multi-warehouse

If you use Teapplix as inventory master, you can enter quantity records for the same product for each internal warehouse. ActionShip will calculate current quantity available per warehouse.  On the "Enter Quantity" page, you must specify "warehouse id" for each record.  You can choose to manually enter the quantity, or use file bulk import, or API inventory upload.

If you use QuickBooks as invenotry master, your QuickBooks must have QuickBooks Advanced Inventory Add-on.  ActionShip will sync your QuickBooks quantity for each "site" to a warehouse in ActionShip with a matching name. That is, the ActionShip warehouse name must match QuickBooks "site" name exactly for the quantity to sync.

It is not recommended for you to create an internal warehouse that does not match a QuickBooks site name, as quantity logic will be all wrong in this case.

"Current Quantity" will have the above quantities adjusted for any orders that are in ActionShip but not exported to QuickBooks yet.

Please note, if your QuickBooks do not have the Advanced Inventory add-on, and you want to use QuickBooks as inventory master, we do not recommend you turn on multi-warehouse in ActionShip.

How to track inventory for each warehouse

The "Current Quantity" display will show separate records per warehouse.

Orders will deduct quantity from the warehouse that the order is assigned to.

There are several ways orders can be assigned to warehouses. Here we give the rules.

Manual Warehouse Assignment

For any unshipped order, you can always use bulk update, or use our "options" screen for each order to assign an order queue that is tied to a specific warehouse. When you do that, the order will change warehouses.

Note that this manual warehouse assignment is only available if use subscribe to ActionShip shipping functions.

Automatic Warehouse Assignment

The following rules can automatically assign warehouse to an order, in order of precedence:

  1. If the order is FBA (fulfillment by Amazon), then the order will always be assigned the warehouse that corresponds to FBA
  2. If the order is submitted to drop ship target that has an assigned warehouse, (FBA, cross teapplix drop ship, etc), then the order will be assigned the warehouse at the time of the drop ship unless the order is already in that warehouse.
  3. If the listing that the order belongs to is downloaded into ActionShip and assigned a warehouse, then any order from that listing is automatically assigned to that warehouse.
  4. If you setup an Order Queue and tie it to a warehouse (use "Manage Order Queues" on Open Orders page),  and create automatic order filter, which moves the order to a certain Order Queue, then the order will be assigned that warehouse upon initial download from source (filter feature requires that you subscribe to ActionShip shipping functions).

Note for 3) and 4):  When an order is downloaded, we first look at if the order is assigned to a Order Queue that is tied to a specific warehouse. If so that warehouse is used.  If not, we next look at the listing that the order is purchased from, and if the listing is assigned to a particular warehouse, then that warehouse is used.

How to assign listings to warehouse

Listings can be assigned to warehouses. When ActionShip sync quantity to marketplace, the quantity associated with the particular warehouse is used.

There is a special warehouse, warehouse id 0. The quantity for this warehouse is the sum of  quantity for all the other internal warehouses combined. If you assign a listing to this warehouse, the quantity sync will use this total number.

(Be careful with orders from such listings. We do not know which warehouse these items are shipped from, so quantity deduction does not work. To make quantity calculation work, you have to use ActionShip for shipping, and you have to assign this order to a queue that is tied to a specific warehouse. You can do that using ActionShip filters. If you do not use ActionShip for shipping, this type of listings are generally not recommended).

Some special listings are automatically assigned to the right warehouse, and their quantity management works differently. For example, FBA listings are automatically assigned to the proper FBA warehouse, and Amazon manages the quantity on such listings, not ActionShip.

The FBA warehouse will automatically be updated after setup when the next download of listing happens and should continue to sync thereafter.