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Warehouses & stock

A warehouse is any physical location where you store parts and supplies — a central distribution center, a satellite office, a storage unit, or even a shelf in your shop. FSM Navigator lets you create as many warehouse locations as you need and track stock levels at each one in real time.

Enterprise feature

Warehouse management is available exclusively on the Enterprise plan. Compare plans to learn more.

Why warehouse tracking matters

Without centralized warehouse tracking, dispatchers and technicians waste time calling around to find out which location has the parts they need. Warehouse management gives you:

  • Real-time stock visibility — see exactly what is in stock at every location.
  • Faster dispatch — route technicians to the nearest warehouse that has the required parts.
  • Loss prevention — track every unit entering and leaving each warehouse.
  • Smarter purchasing — identify which locations run low most often.

Creating a warehouse

  1. Navigate to Inventory → Warehouses in the sidebar.
  2. Click Add Warehouse.
  3. Fill in the warehouse details.
  4. Click Save.
Field Description Required
Warehouse name A descriptive name (e.g., "Main Warehouse", "Downtown Office") Yes
Address The physical street address of the location Yes
City City name Yes
State Two-letter state code Yes
ZIP code Postal code Yes
Warehouse type Central or Satellite (see below) Yes
Notes Optional internal notes about this location No

Use clear naming conventions

Name your warehouses so that dispatchers and technicians can identify them instantly — for example, "North Dallas Satellite" or "HQ Main Warehouse."

Warehouse types

FSM Navigator recognizes two warehouse types to help you organize locations.

Type Purpose Typical use
Central Your primary storage facility that holds the largest inventory Main warehouse or distribution center
Satellite Smaller storage sites closer to your service areas Branch offices, storage units, on-site cages

The warehouse type is informational — it helps your team understand the role of each location. Both types support the same stock management features.

Viewing stock levels

Each warehouse has a Stock overview panel that shows every part currently stored at that location.

  1. Go to Inventory → Warehouses.
  2. Click on a warehouse name to open its details.
  3. The Stock tab displays all parts with their current quantities.

You can sort and filter the stock list by:

  • Part name or SKU
  • Category
  • Quantity (ascending or descending)
  • Low stock status

Quantities update in real time

When parts are transferred in or out, used on a job, or adjusted manually, the stock level updates immediately.

Editing a warehouse

  1. Open the warehouse details page.
  2. Click Edit.
  3. Update any fields — name, address, type, or notes.
  4. Click Save.

Changing the address

If you move a warehouse to a new physical location, update the address so that travel-time calculations and routing remain accurate.

Deactivating a warehouse

If a warehouse is no longer in use, you can deactivate it instead of deleting it. Deactivating preserves the historical records — all past transfers, stock movements, and audit entries remain intact.

  1. Open the warehouse details page.
  2. Click Deactivate.
  3. Confirm the action.

Deactivated warehouses no longer appear in transfer destination lists or stock assignment dropdowns, but you can still view their history in reports.

Stock adjustments

Sometimes stock counts need to be corrected — a physical count reveals a discrepancy, or items are damaged and need to be written off.

  1. Open the warehouse and navigate to the Stock tab.
  2. Find the part you need to adjust.
  3. Click the part row and select Adjust quantity.
  4. Enter the new quantity and a reason for the adjustment.
  5. Click Save.

Every adjustment is recorded in the audit trail with the user, timestamp, old quantity, new quantity, and reason.

Frequently asked questions

Is there a limit to how many warehouses I can create?

No. You can create as many warehouse locations as your operation requires.

Can I transfer stock between warehouses?

Yes. Use the stock transfers feature to move parts between any two locations.

What happens to stock when I deactivate a warehouse?

Stock records are preserved for reporting purposes, but you should transfer remaining inventory to an active warehouse before deactivating.

Can technician vans be warehouses?

Technician vans are handled separately through the van stock system. Each technician has a dedicated virtual van location that behaves like a mobile warehouse.