Warehouse Overview

The Warehouse module manages every aspect of your physical storage operations — from organising equipment across storage zones and tracking stock levels to picking, packing, dispatching gear for projects, and recording returns. Whether you run a single warehouse or multiple locations, NexusRMS gives you full visibility into where every item is at all times.

Accessing the Warehouse module

To open the Warehouse module, click Warehouse in the left-hand sidebar. The menu expands to reveal the following pages:

• Warehouse Dashboard — Overview of daily tasks, urgent items, and recent warehouse activity
• Check-In / Out — Scan equipment leaving or returning to the warehouse using barcode, QR, camera, or RFID
• Stock — Monitor stock levels, manage adjustments, and track transfers between warehouses
• Packing Lists — Create and manage pick-pack-dispatch workflows for project equipment
• Locations — Hierarchical storage zone tree with capacity tracking and QR code generation
• Inventory Counts — Schedule and conduct full, partial, or cycle stocktakes

All users with warehouse permissions can view the Warehouse section. Managing warehouses, creating packing lists, approving stock adjustments, and conducting inventory counts require the appropriate role permissions configured under Configuration > Users & Roles.

Key concepts

Warehouse types

NexusRMS supports four warehouse types to reflect how your business physically stores equipment:

• Warehouse — A permanent storage facility such as a unit, depot, or building
• Storage — A secondary or overflow storage location (e.g., a container or lock-up)
• Vehicle — A van, truck, or trailer that carries equipment between sites
• Site — A temporary on-site location at a venue or project

Primary warehouse

Each tenant has exactly one primary warehouse. The primary warehouse is the default location for new equipment, return destinations, and stock calculations. You can change which warehouse is primary at any time under Configuration > Warehouse Settings, but only one warehouse may hold primary status at a time.

Storage zones

Storage zones are hierarchical locations within a warehouse that describe exactly where equipment is stored. The hierarchy follows a parent-child structure: Area → Aisle → Bay → Rack → Shelf → Bin. A seventh zone type, Floor, is available for open storage areas. Each zone has an auto-generated code (e.g., A1, B2-S3) and supports QR code printing for quick scanning.

Packing lists

Packing lists organise the picking, packing, and dispatch of equipment for a project. Each list follows a six-stage workflow: Draft → Picking → Packed → Loaded → Dispatched → Delivered. Items on the list track requested versus picked versus packed quantities.

Stock adjustments and transfers

Stock adjustments correct inventory discrepancies with an auditable reason (correction, physical count, damage, loss, found). Transfers move equipment between warehouses with full tracking of initiation, approval, shipping, and receipt.

Warehouse dashboard

The Warehouse Dashboard is your daily command centre. At the top, four quick-stat cards summarise your current workload:

• Due Today — Packing lists that must be completed today
• Urgent — Items flagged as urgent priority across all active packing lists
• In Progress — Inventory counts currently being conducted
• Pending Approval — Stock adjustments awaiting manager sign-off

Below the stats, a row of quick-action buttons gives you one-tap access to common tasks: Scan (open the scanner), Stock (view stock levels), Packing (manage packing lists), Counts (inventory counts), Locations (storage zones), and Preferences (warehouse settings).

Three tabs organise the main content area:

• Today's Work — Packing lists and tasks due today, sorted by priority
• Requires Attention — Items that need action such as overdue lists, low stock, and unapproved adjustments
• Recent Activity — A timeline of recent warehouse events including check-ins, check-outs, transfers, and adjustments

Multi-Warehouse addon

The free tier includes one warehouse. If your business operates from multiple locations, the Multi-Warehouse addon (£29/month) unlocks unlimited warehouses, inter-warehouse transfers, and location-based reporting. Without the addon, the transfer and multi-location features are not available.

Permissions overview

Warehouse operations are governed by the following permissions, each assignable independently per role:

• can_view_warehouses — View warehouse details and stock levels
• can_manage_warehouses — Create, edit, and delete warehouses
• can_check_in_out_equipment — Perform check-in and check-out operations
• can_manage_stock — Create stock adjustments and manage stock levels
• can_create_packing_lists — Create and manage packing lists
• can_approve_stock_adjustments — Approve or reject pending stock adjustments
• can_view_warehouse_reports — Access warehouse analytics and reports
• can_manage_warehouse_locations — Create, edit, and delete storage zones

Tips for getting started

• Set up your primary warehouse first — Before adding equipment, create your main warehouse with its address and contact details. All new equipment defaults to this location.
• Create storage zones before stocking — Define your zone hierarchy (areas, aisles, racks, shelves) so that equipment can be assigned a precise location from the start.
• Print QR labels for every zone — Zone QR codes let warehouse staff scan a location to see its contents instantly, speeding up picking and put-away.
• Use packing lists for every project dispatch — Even for small jobs, a packing list creates an auditable record of what left the warehouse and who picked it.
• Configure user preferences early — Set default scan mode, sound feedback, and vibration preferences under Warehouse Preferences so staff can start scanning efficiently from day one.

Next steps

Continue to the next article to learn about Storage Zones and Locations, where you will create a hierarchical zone structure, generate QR codes, and track capacity utilisation across your warehouse.