How do I set up an inventory warehouse?

In order for ShipStation to keep track of your stock levels, you need to set up at least one Inventory Warehouse.

For example, if your warehouse is broken down into aisles, rows, and bins, and if your warehouse locations look like B-24-7, then you have a bit of set up ahead of you. But if you just keep your stuff in the garage, you don't have to worry about that part of the set up!

At a minimum, make sure that your inventory warehouse is linked to the right Ship From Locations that you use when you ship your orders. By linking an Inventory Warehouse to a Ship From Location, ShipStation can allocate available stock and deduct stock units with the right Inventory Warehouse in mind.

The rest of this article shows you how to:

  • Select a Warehouse Layout
  • Specify Inventory Locations (either manually before you add stock, or with a CSV import)
  • Link your Inventory Warehouse to one or more Ship From Locations

For detailed instructions on how to do some or all of these things, scroll on!

 
Select a Warehouse Layout

Click on the Manage Locations link for an existing Inventory Warehouse. (If you’re not there already, head to Account Settings, Inventory Management, and then Inventory Warehouses.)

Head to your Account Settings (the gear icon in the upper right).

Next, select Inventory Management and then Inventory Warehouses from the sidebar on the left.

In the top right of this new window, there’s a “Warehouse Layout” section that shows four dimensions by default: “Area,” “Unit,” “Shelf,” and “Bin.” If you need less complexity, click the small arrow next to the dimensions to toggle anywhere between one and four dimensions.

Eventually, this window will list all possible Inventory Locations for that warehouse. The columns on that list will adjust based on the layout you selected.

 

Specify Inventory Locations

In the same window you used to select your Warehouse Layout, you’ll enter all possible Inventory Locations for that warehouse. (If you’re not there already, head to Account Settings, Inventory Management, Inventory Warehouses, and then click Manage Locations for an Inventory Warehouse.)

You won’t need to do this if you import your stock with a CSV, since that method can create Inventory Locations during the CSV import.

But if you’ll be adding stock manually, or you need to supplement your imported locations with a new one, it’s a simple process! Start by clicking Add Location.

Simply enter the location information and Save.

Repeat this process for any locations you need to add. Remember that you won’t be able to add stock or move stock to a location that hasn’t been predefined (unless you set the stock levels with a CSV).

 

Link your Inventory Warehouse to a Ship From Location

Every order in ShipStation must have a Ship From Location selected. By linking an Inventory Warehouse to a Ship From Location, ShipStation can allocate available stock and deduct stock units with the right Inventory Warehouse in mind.

A Ship From Location can be linked to one and only one Inventory Source, so as long as your orders have the right Ship From Location selected, you’re all set!

But, you can use the same Inventory Warehouse as the Inventory Source for multiple Ship From Locations. This is great if your Inventory Warehouse contains products for multiple brands (like band merchandise, auto parts, personal care items, etc.)

Follow the steps below to set up an Inventory Warehouse as the Inventory source for a Ship From Location:

Click Edit for an existing Ship From Location (or click the green + Add a Ship From Location if you want to make a new one). Look for the "Inventory Source" option, and select the Inventory Warehouse you want to link.

Once selected, don’t forget to Save Changes!

This isn’t a required step, but once you’ve made the link, you can confirm it on the Inventory Warehouse end (located at Account Settings, Inventory Management, and Inventory Warehouses)

Notice that there’s a checkmark icon in the “Linked to Ship From” column:

...and if you click a Manage Locations link you’ll see a list of all Ship From Locations using that Inventory Warehouse as an inventory source!

That’s it! You’re ready to add stock.

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