, you need to add the basic warehouse information and then map the warehouse to specific default accounts.To set up a warehouse, you need to add the basic warehouse information and then map the warehouse to specific default accounts.
You must assign appropriate inventory and expenditure accounts to each warehouse record in order for transactions to post correctly to GL.
| 1. | Click SETUP on the Main Menu screen and then click WAREHOUSE on the Consumable Inventory Setup screen that appears. The Maintain Warehouse screen opens with all available warehouses displayed in a table. |
| 2. | Click  on the toolbar. |
| 3. | Enter a unique warehouse code, or abbreviation, and type a description for the warehouse (for example, “Main Warehouse”). |
| 4. | Select the appropriate inventory account, dispose account, receive account, and adjustment account. (It is not necessary to specify a transfer account.) |
- Inventory account: This is the general ledger inventory asset account through which the inventory in this warehouse appears on your agency’s balance sheet. The account is debited when inventory is increased, and credited as inventory is decreased. This is usually a 1260 (Inventories – materials) account.
- Dispose account: General ledger account used for disposed item transactions. When inventory is thrown away/disposed of, this account is debited and the inventory account is credited. This is often the same account as the adjustment account.
- Adjustment account: General ledger account used for adjusted item transactions. Depending on the type of inventory adjustment (increase or decrease), this account is debited/credited and the inventory account is credited/debited.
- Receive account: General ledger vendor account used for received item transactions. When receiving items into inventory, this account is credited and the inventory account is debited.
Example:
Note: You maintain your general ledger accounts in the General Ledger program.
Hint: Some agencies may want a different GL number than a 4420 for dispose and adjustment accounts if they want to track the amount of "non-use" or "lost" inventory.
| 5. | Check the checkbox to make this warehouse active. |
Hint: You can inactivate a warehouse that is no longer used, while still being able to keep the inactive warehouse's history information for your records and reporting.To inactivate a warehouse, just uncheck the new Active Warehouse checkbox.
| 6. | Click  to save and set up the warehouse. The Maintain Warehouse screen appears again with the new warehouse displayed in the table. |
Note: You cannot delete a warehouse to which you have assigned any item records.
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