Warehouse balances show the recorded quantities of a product in each warehouse slot. A default warehouse slot makes it easier to select a slot when receiving or transferring products. Alert limits let you monitor decreasing quantities and send an email notification.
Prerequisites and opening the product
The warehouse feature must be enabled. You need permission to view the product and the warehouses you want to check. Changing default slots and alert limits requires permission to edit the product. Managing email notifications separately requires permission to create or edit notifications.
In the browser, open Manage warehouses → Products. Open the product card on the Default view tab, or click the product name or the pencil icon on its row in the table on the Products tab. These instructions describe configuring settings on an existing product’s form.
Check warehouse balances
On the product form, open the Warehouse balances tab. Check the quantities in each warehouse and warehouse slot before assessing spare part availability. The balance is expressed in the product’s storage unit, such as pieces or metres; it does not represent the product’s weight or another measurement stored in its product details.
Show only products with balance is selected by default. It shows only positive balances. Clear the selection to also see zero or negative balances for slots included in the list.
The browser list includes warehouses that you have permission to access and that have not been deleted, but excludes the Projektilla warehouse. The slot must belong to the warehouse’s current warehouse slot configuration, and the product must have a purchase batch association in that slot. An empty list alone therefore does not prove that the product’s balance is zero everywhere.
On Android and iOS, open Todo → Products, select the product and tap its Warehouse amounts area. Mobile lists show only positive slot balances; the browser’s option to show zero balances is not available. Quantities retrieved on mobile are rounded to three decimal places before filtering for positive quantities, so a very small positive quantity may not appear.
The mobile list is limited by access permissions, but does not apply the browser’s restrictions based on purchase batch associations and the current warehouse slot configuration. The Projektilla warehouse may also appear on mobile, depending on access permissions. The lists may therefore differ.
The balance represents the recorded situation. It is neither a physical inventory count nor a guarantee of availability at a future time. If the quantity or location differs from reality, see investigating warehouse events and balance errors.
Set default warehouse slots
On the product form, open the Default slots and alert limits tab and its Default warehouse slots section. Select Add new default warehouse slot, select Warehouse and Warehouse slot on the add form, and press that form’s Save button. You can add settings for several warehouses on the same form.
A product can have one default slot per warehouse. The slot must belong to the selected warehouse’s warehouse slot configuration. The default slot serves as the initial destination slot selection for receipts and transfers in the browser, on Android and on iOS, provided the slot is available among that warehouse’s slot options. Always check the actual destination slot before saving the event.
To change the default slot, double-click the Warehouse slot cell in the table and select a new slot. To remove the setting, click the trash icon on its row and confirm deletion. Additions, cell changes and confirmed deletions are saved immediately. Closing the product form does not undo them.
Setting, changing or removing a default slot does not move existing goods, reset balances or change previous warehouse events. If goods move, record a warehouse transfer. Changing a warehouse’s warehouse slot configuration removes the default slot settings for products in that warehouse, so check them after the change.
Choose how the alert limit is calculated
The Alert limits section on the same tab has three limits:
- General warehouse alert limit compares the sum of the balances in all slots of the warehouse being checked against the same product-specific limit. It does not compare the combined quantity across all warehouses or the balance of an individual shelf slot.
- Varastokohtainen hälytysraja compares the sum of the slot balances in the warehouse being checked against the limit set specifically for that warehouse. A product can have one limit per warehouse. If there is no row for a warehouse, no per-warehouse check is performed.
- Total quantity alert compares the combined sum of the product’s slot balances across all warehouses that have not been deleted, except the warehouse named Projektilla. Simply disabling a warehouse does not exclude its balance from the calculation.
The general limit cannot be used together with per-warehouse limits or the total quantity alert. Per-warehouse limits and the total quantity alert can be used together; the total quantity alert can also be used on its own. The interface prevents you from entering conflicting options.
Limits use the product’s storage unit. Enter limits as non-negative whole numbers. Adding or editing a per-warehouse limit truncates any decimal part, so, for example, 5.9 is not a reliable way to set a decimal limit. An empty limit disables that check. Zero is a set limit: it can trigger an alert if the recorded balance is negative.
Alert calculations use recorded slot balances without separately subtracting reservations or rounding the balance sum. Any balance change already made by a reservation is reflected in the balance. The calculation is not restricted to the rows visible in the balance window, purchase batch associations or the current slot configuration. The total limit’s sum is also not restricted to the warehouses visible under your access permissions.
Save and change limits
Enter a General warehouse alert limit or Total quantity alert and press the product form’s Save button.
Add a per-warehouse limit using the Add per-warehouse alert limit button. Select the warehouse on the add form, enter its limit and press that form’s Save button. Change an existing limit by double-clicking the Warehouse alert limit cell in the table. Remove an individual limit using the trash icon on its row and confirm deletion. These row actions are saved immediately without separately saving the product form.
When switching from the general limit to another method, press Clear general warehouse alert limit next to the general field and confirm. The clearing is saved immediately.
After confirmation, the Clear button in the area for per-warehouse limits and the total limit immediately removes the total limit and the per-warehouse settings loaded into the table. It does not guarantee removal of settings outside your access permissions. If the general field remains disabled or saving reports a conflict, ask a user with access to all the necessary warehouses to check the remaining limits.
Removing an individual per-warehouse limit stops checks against that limit, but any total limit remains in effect. Clearing limits does not delete the product, balances or warehouse event history.
Enable an email notification
A limit alone does not send email. The warehouse being checked must have an associated product notification with recipients.
In the browser, open Manage tasks → Email notifications → Create new email notification, or edit an existing notification. In the form’s Type field, select Product warehouse limit alarm. In Warehouses attached to this notice, select the warehouses to monitor and fill in To addresses. Save the notification. An alert for the total limit also uses the notification and recipients of the warehouse being checked.
For notification language versions and other settings, see configuring email notifications.
When is an alert sent?
The limit is checked after a sale or issue, an individual inventory count, a transfer and a reservation, and when processing product usage that changes warehouse balances for a task or service request. For transfers and reservations, the check applies to the source warehouse. Browser and mobile checks use the same calculation rules.
Saving a limit does not trigger a check. A receipt, a reservation return and a bulk inventory count also do not themselves trigger this alert limit check. Alerts therefore do not provide continuous or scheduled monitoring of all balances.
An alert is generated when the checked balance is strictly below the limit. For example, with a limit of 5, a balance of 5 does not trigger an alert, but a balance of 4 triggers an alert during a check if the warehouse’s notification and recipients have been configured. A later event that triggers a check may send another alert while the balance remains below the limit; alerts are not limited to the first time the balance falls below it.
If a per-warehouse limit is breached, the same check does not send a second alert based on the total limit. Otherwise, any total limit is checked. A single check therefore generates at most one alert, but an operation involving several warehouses may produce several checks.
Emails are processed in the background. The remaining quantity in the message is calculated at the time of sending from the balances of the warehouse that was checked. It may differ from the quantity at the time of the check, and even in a total limit alert it does not represent the combined sum across all warehouses.
An alert limit helps detect a reduced balance. It does not automatically create a purchase order or correct the warehouse balance.
Verify the result
Reopen the product and check the saved default slots and the general, per-warehouse and total limits. Remember that row changes and confirmed clearing actions have already been saved, even if you close the product form without saving other fields.
Also check the notification’s warehouse associations and recipients. When an actual warehouse event that checks the alert limit leaves the balance below the limit, confirm with a recipient that the email arrived. Do not artificially change the balance just to test the alert. If no message arrives, check the event type, the warehouse checked, the limit and the notification before correcting the balance.