Warehouse configuration reference

Warehouse configuration in xMatix is the master data, numbering, templates and access that the warehouse flow runs on. The flow itself (receive, allocate, pick, deliver, transfer and count) is fixed platform behaviour. This page lists everything an administrator can shape, where to find it, what changing it affects, and what deliberately cannot be changed.

Overview

There is no single warehouse settings screen with switches. Configuration is spread over five places:

The Warehouse Management module has no Feature Hub settings of its own. The inventory posting rules that the warehouse documents follow are listed, read-only, under Setup → Feature Hub → Inventory → Inventory ledger settings.

When to use it

• You are setting up a new branch or warehouse and need its locations, racks and vans.
• You want warehouse documents to follow your own numbering pattern.
• You want drivers or warehouse staff to answer a fixed set of questions on every delivery order.
• You run van sales and want loads checked against what each van can carry.
• A user cannot see a warehouse screen or a button such as Picking or Start Counting.

Prerequisites

• An administrator account with the System Admin profile or an equivalent custom profile. The shipped System Admin profile is the only one that opens the warehouse settings page.
• Branches set up, because every storage location belongs to one branch.
• For the van capacity check: items with Unit Weight (kg) and Unit Volume (m3) filled in, and vans with a capacity.

Procedure

Step 1 — Open the warehouse masters

Open the Warehouse app and choose Settings in its navigation. The page shows tiles for the Warehouse Masters group: Storage Location and Item Lot Type. Choose a tile to open its list. From there, New creates a record and the row actions edit or delete one.

Step 2 — Build the location structure

In Storage Location, create the sites, racks, bins and vans of each branch. Name, Branch, Location Type and Inventory are required. Turn Inventory off on parent locations that never hold stock themselves, and turn Mobile on for vans. Capacity Weight (kg) and Capacity Volume (m3) are on the saved record, not on the create form, so fill them in after the first save. The full field reference and rules are on Storage locations and vans.

Step 3 — Define lot types

In Item Lot Type, create the commercial grades your items come in, such as saleable, sample or promo. Document lines, lots, price lists, tax and scheme rules can target a lot type. Lot types do not switch lot tracking on or off. See Item lot types.

Step 4 — Check or change document numbering

Open Setup → Feature Hub → Platform → Document settings and search for the setting of the document you want to change (see the table under Document numbering). Change Default series, Date format, Number length or the separator, and save. The change applies to records created from then on. Records that already have a number keep it. The procedure and every field are described on Document numbering.

Step 5 — Set up the delivery checklist

Add the value Delivery to the checklist template Type picklist, create a checklist template with Type Delivery, and add one line per question. Then add the Populate Checklist action to the delivery order page header in the layout designer. See Delivery checklist templates for how the action picks templates.

Step 6 — Choose the van capacity mode

Open Setup → Feature Hub → Sales → Settings, find Van capacity check on load release in the Van Sales group, choose Off, Warn or Block, and save. The setting applies to the next Release Load on a Field Sales run.

Step 7 — Grant access

In each security profile that warehouse staff use, grant the Warehouse app, the warehouse entities, and on the Actions tab each custom action the role runs. See Permissions.

Warehouse masters: locations and lot types

The Warehouse Settings app holds the two warehouse master-data entities, in the Warehouse Masters group:

Neither entity has a numbering setting, so the name you type is the name that is kept.

Document numbering

Each warehouse document and line type has its own shipped document setting. All of them are active, use a 6-digit number and the - separator, and write the record's Name:

Things to know before you change one:

• Numbers restart every day. The counter is kept per series and date part, and every one of these formats contains the day. To number continuously through a year, change the date format to {YYYY}.
• {YYYYFY} is the calendar year. It does not follow your financial year.
• The number replaces any name. While a setting is active, the number overwrites the Name (and the Label) of every new record, including documents that xMatix creates for you, such as the transfers behind a van load.
• Changes are not retroactive. Existing documents keep their numbers.

Delivery checklist templates

The Populate Checklist action on a delivery order copies questions from checklist templates onto the document as checklist lines:

• It uses every checklist template whose Type is exactly Delivery, not just one. The template's Active switch is not checked, so deactivating a template does not stop its questions being copied. Give the template a different Type to take it out of use.
• With no Delivery template, the action does nothing and shows no error.
• Each run adds the questions again. Running it twice on one delivery order gives two sets of lines.
• Delivery is not in the delivered Type picklist, so add it to the field's picklist values before you build the template.
• The action is shipped but is not in the delivered delivery order page header. Add it in the layout designer.

The DO Checklist tab on the delivery order is a separate Checklist widget that points at one template, set on the widget itself. See Checklist templates for building templates and for setting up each checklist screen.

The van capacity check

The Van capacity check on load release setting (Setup → Feature Hub → Sales → Settings, Van Sales group) decides what happens when a dispatcher selects Release Load on a Field Sales run whose planned load is heavier or bigger than the van. It is Off by default:

How the check works:

• It adds up each run line's Quantity (in base units) × the item's Unit Weight (kg) and Unit Volume (m3), and compares the totals with the van's Capacity Weight (kg) and Capacity Volume (m3).
• It only checks the capacities that are filled in. A van with only a weight capacity is checked on weight only.
• Items with no unit weight or volume count as zero. Lines with no item or no quantity are left out.
• A van with neither capacity filled in is never checked. A run with no van assigned is not checked either.

So the check is only as strict as the item and van master data behind it. If you rely on it, use Block: in Warn mode the load transfer carries its normal transfer number, with no over-capacity mark.

Permissions

Access to the warehouse screens is granted per security profile:

• The apps. The shipped Sales Executive and System Admin profiles grant the Warehouse app. Only System Admin grants the Warehouse Settings app and its Settings page.- The records. Each warehouse entity (Storage Location, Item Lot Type, Inventory Fulfilment, Delivery Order, Shipment, Transfer, Cycle Count and their lines) needs view, create, edit or delete access in the profile. The standard New, Edit and Delete buttons follow those entity rights.
• The custom actions. Every other button needs its own grant on the profile's Actions tab. A user without the grant does not get the button. The warehouse custom actions are:

What is not configurable here

• Posting rules. Which document lines post which stock movements is platform-managed configuration. Setup → Feature Hub → Inventory → Inventory ledger settings lists the rules so you can see why a document posted a movement, but you cannot create, edit or delete them. See the inventory configuration reference.
• The action sequence. The order of steps, such as allocating before picking, confirming before delivering, and starting before finishing a count, is enforced by the platform, not by settings.
• Counting rules. The scope of a count (item, item group, ABC/FSN class, storage location, maximum items) and its count quantity type are chosen on each cycle count document. See Cycle counting.

Example

A distributor is opening a second depot, Lakeside, with one van.

1. The administrator opens Warehouse → Settings → Storage Location and creates Lakeside Depot (Location Type Site, Inventory off), two racks under it (Inventory on), and Lakeside Van 1 (Mobile on). After saving the van, they enter Capacity Weight (kg) 900 and Capacity Volume (m3) 6.
2. They check that the items the van carries have Unit Weight (kg) and Unit Volume (m3) filled in. A 12-bottle case is 9.6 kg and 0.02 m3.
3. In Setup → Feature Hub → Sales → Settings they set Van capacity check on load release to Block.
4. The next morning, a run for Lakeside Van 1 plans 100 cases. That is 960 kg, so Release Load is refused with "The planned load exceeds van 'Lakeside Van 1' capacity: 960 kg against 900 kg." The dispatcher cuts the run to 90 cases (864 kg) and the release goes through. The transfer is numbered like any other, for example TR-26102026-000014.
5. They add Delivery to the checklist template Type picklist and create a Delivery handover template with three questions. They add Populate Checklist to the delivery order page header. Running it on a delivery order now adds the three questions as checklist lines.

Training

Practice exercise

In a sandbox, create a van location with Mobile on and Capacity Weight (kg) 50. Give one item a Unit Weight (kg) of 10. Set Van capacity check on load release to Block, then try to release a Field Sales run for that van with 6 units of the item. Expected result: the release is refused with "The planned load exceeds van … capacity: 60 kg against 50 kg." Reduce the quantity to 5 and release again. It now succeeds. Set the check back to Off when you finish.

Quick reference

• Warehouse masters: Warehouse app → Settings → Storage Location / Item Lot Type.
• Numbering: Setup → Feature Hub → Platform → Document settings. Shipped formats restart daily.
• Numbering overwrites Name and Label on every new warehouse record.
• Populate Checklist copies every template of Type Delivery, active or not, on each run.
• Van capacity check: Sales settings, Van Sales group. Off by default.
• Warn only logs. Use Block if dispatchers must see the overload.
• Missing item weight or volume counts as zero. Vans without a capacity are never checked.
• Custom warehouse buttons each need a grant on the profile's Actions tab.
• Posting rules are view-only under Inventory ledger settings.

Common problems

"The planned load exceeds van … capacity"

The capacity check is set to Block and the planned weight or volume is more than the van's capacity. Reduce the line quantities, split the load across two runs, or assign a van with more capacity. If the figures look wrong, check the items' Unit Weight (kg) and Unit Volume (m3) and the van's capacity.

The capacity check never stops an obviously full van

Either the mode is Off or Warn (Warn only writes to the log), or the master data is incomplete: items without unit weight or volume count as zero, and a van with no capacity, or a run with no van, is not checked.

Populate Checklist does nothing

No checklist template has Type exactly Delivery. Add the value to the Type picklist, create the template with its lines, and run the action again. The action does not show an error when there is nothing to copy.

The delivery checklist has the same questions twice

Populate Checklist was run twice, or two templates of Type Delivery have the same questions. Delete the extra checklist lines. To take a template out of use, change its Type, because deactivating it is not enough.

A user cannot see Picking, Start Counting or another warehouse button

Custom actions need an explicit grant on the Actions tab of the user's security profile. Grant the action in that profile.

A document number is not in the format I set

The change applies only to records created after you saved it. If a new record still has the old format, check that only one active setting writes that entity's Name. When two do, only one of them is used.

Common questions

Is there a warehouse settings screen with switches?

No. The Warehouse Management module has no Feature Hub settings. What you configure is master data (storage locations and lot types under Warehouse → Settings), document numbering, checklist templates and security profiles. The one warehouse-related switch, the van capacity check, lives in the Sales module settings because it belongs to the van-sales flow.

Can I change which movements post to the inventory ledger?

No. The posting rules ship as managed platform configuration, and their screen under Setup → Feature Hub → Inventory → Inventory ledger settings is read-only. It is still useful for diagnosis: it shows which line of which document posts which movement. If a posting behaviour really needs to differ for your organization, raise it through your implementation or support channel.

Can warehouse documents be numbered continuously instead of daily?

Yes. In Setup → Feature Hub → Platform → Document settings, open the document's setting and change Date format to {YYYY} (or {YY}), so the date part changes once a year. The counter is kept per series and date part, so the numbering restarts each year instead of each day. Records created before the change keep their numbers.

Where do I configure counting rules?

On each cycle count document, not in a global setting. The scope filters (item, item group, ABC/FSN class, storage location, maximum items) and the count quantity type are chosen per count. See Cycle counting. What you set up globally is the classification data those filters select on, in item classifications.

Related topics

• Storage locations and vans
• Van sales
• Checklist templates
• Document numbering
• Inventory configuration reference
• Security profiles and the grant matrix
• Item lots and lot types