Warehouses
Staff guide for warehouse records, shelf grids, and warehouse permissions.
What Is A Warehouse?
A Warehouse is a physical storage area in KTPv5. Each warehouse has a grid of shelf positions. Staff use the grid to name shelf locations, set how many vertical levels each shelf has, and mark the default RFD type for the space.
Warehouse setup does not create or move stock by itself. It provides the location structure that later Inventory and Sales workflows use when staff move stock, review stock by location, or pick stock for orders.
Where To Find It
| App | Screen | Route | Use it to |
|---|---|---|---|
| Web client | Warehouses | /v2/warehouse | Search and open warehouse records. |
| Web client | Warehouse detail | /v2/warehouse/:id | Review the warehouse grid and shelf locations. |
| Web client | New Warehouse | /v2/warehouse/new | Create a warehouse setup record. |
| Web client | Edit Warehouse | /v2/warehouse/:id/edit | Update warehouse name, grid size, RFD, sort index, or archive state. |
Warehouse names and shelf names also appear in Stock screens such as Stock by Location, Located Stock, and stock detail views.
Main Fields
| Field | Notes |
|---|---|
| Name | The display name staff use to identify the warehouse. |
| Default RFD | Refrigerated, Frozen, or Dry. New shelves default to the warehouse RFD unless changed. |
| Grid Width | Number of grid columns. Valid range is 1 to 26. |
| Grid Height | Number of grid rows. Valid range is 1 to 26. Together with grid width, this supports up to 26 x 26 shelf cells, labelled from AA to ZZ. |
| Sort Index | Controls list order. Lower numbers appear first. |
| Archived | Hides a warehouse from normal active lookup lists without deleting it. |
| Shelf Name | Display name for one grid position. |
| Shelf Position | Fixed grid coordinate. A shelf position cannot be moved after it is created. |
| Levels | Number of vertical levels on that shelf. Valid range is 1 to 20. |
| Shelf RFD | Refrigerated, Frozen, or Dry for that shelf. |
Review Warehouses
All signed-in company staff can view warehouse records.
- Open
Inventory > Warehouses. - Search by warehouse name if needed.
- Open a warehouse to review its grid.
- Click a shelf cell to inspect its name, RFD, and level count.
Read access is intentionally broad because warehouse and shelf names are used throughout inventory and sales work.
Create Or Edit A Warehouse
Warehouse setup changes require warehouse.manage.
- Open
Inventory > Warehouses. - Choose
New warehouse, or open an existing warehouse and chooseEdit. - Enter the warehouse name.
- Choose the default RFD.
- Set the grid width and height.
- Set the sort index if this warehouse should appear earlier or later.
- Save.
The largest warehouse grid is 26 columns by 26 rows. In staff-facing labels,
that means shelf cells can run from AA through ZZ.
When editing, KTPv5 does not allow shrinking the grid below existing active shelf positions. Archive extra shelves first if the grid must become smaller.
Create Or Edit A Shelf
Shelf changes require warehouse.manage.
- Open a warehouse detail page.
- Click an empty grid cell to create a shelf, or an existing shelf to edit it.
- Enter the shelf name.
- Set the number of levels.
- Choose the shelf RFD.
- Save.
Shelf coordinates are fixed after creation. If a shelf was created at the wrong position, archive it and create a new shelf in the correct cell.
Required Roles
| Action | Required role |
|---|---|
| Search and view warehouses | Signed in to a company profile |
| View warehouse details and shelves | Signed in to a company profile |
| Use warehouse/shelf names in stock and sales screens | Signed in to a company profile |
| Create a warehouse | warehouse.manage |
| Edit or archive a warehouse | warehouse.manage |
| Create a shelf | warehouse.manage |
| Edit or archive a shelf | warehouse.manage |
There is no warehouse.read role. Warehouse read access is available to any
authenticated company staff member.
Common Problems
| Problem | What it means |
|---|---|
Name is required | The warehouse or shelf name is blank. |
Coordinates are required | A shelf create request did not include a grid cell. |
Coordinates must be 0-25 | The shelf position is outside the supported coordinate range. |
Coordinates outside warehouse grid | The chosen shelf cell is outside the warehouse's current width or height. |
Shelf already exists at this position | Another active shelf already uses that grid cell. |
Cannot shrink: shelves exist beyond new grid size | The warehouse grid cannot be made smaller while active shelves sit outside the new boundary. |
| Warehouse does not appear in stock move screens | Archived warehouses are hidden from active warehouse lookup lists. |