How to Set Up and Manage the Warehouse

How to create the company warehouse, add materials with opening stock, receive materials from vendors, transfer materials to projects, view stock levels, record all transaction types, and download warehouse reports. Also covers the difference between the company warehouse and project-level inventory.

Before You Start

• You need Admin access to create the warehouse
• Materials must exist in the Material Library before they can be added to the warehouse
• Supplier parties must be added before receiving materials from a vendor

Company Warehouse vs Project Inventory

Feature	Company Warehouse	Project Inventory
Access	Left sidebar, Warehouse	Inside a project, Material tab
Scope	Central store for all materials	Materials for one specific project
Number allowed	One per company	One per project
Best used for	Central stock management and transfers to sites	Day-to-day site material tracking

💡 Materials transferred from the company warehouse to a project appear in that project’s Material tab automatically. Both the warehouse stock and the project stock update immediately when a transfer is recorded.

Part 1 — Creating the Warehouse

Click Warehouse in the left sidebar.

If no warehouse exists yet, a setup prompt appears automatically.

1. Enter the Warehouse Name (e.g. “Central Store”, “Head Office Warehouse”, “Delhi Warehouse”)
2. Click Save

The warehouse is created and the Inventory tab opens.

⚠️ Onsite supports one warehouse per company. The name can be changed after creation but the warehouse cannot be duplicated.

Part 2 — Adding Materials and Opening Stock

Once the warehouse is created, add all materials that will be tracked here along with their current stock levels.

Option A — Import via CSV (Bulk Upload)

Use this for large material lists.

1. Click Add Material
2. Click + Import BOM
3. Click the upload icon and select your CSV file

The CSV must follow this format:

Column	What to Enter
Material Name	Must match the name exactly as it appears in the Material Library
Opening Stock	Current quantity physically in the warehouse at the time of setup
Estimated Quantity	Expected total usage
Budgeted Unit Rate	Cost per unit in Rs

⚠️ Material names in the CSV must match the Material Library exactly, including capitalisation. Rows with unmatched names will not import. Add new materials to the Library first before importing.

Option B — Add Manually

Use this for adding a small number of materials.

1. Click + Add Material
2. Search and select materials from the Material Library
3. Enter the Opening Stock quantity for each selected material
4. Click Next
5. Click Save

Part 3 — Receiving Materials into the Warehouse

When materials are physically delivered to the warehouse from a vendor, record the receipt to update stock.

1. In the inventory list, click the material that was received
2. Click Received
3. Search for and select the material
4. Click Receive
5. Select the Party Name (the vendor who delivered)
6. Click + Add Material and enter the received quantity
7. Click Next
8. Click Save

Stock levels update automatically after saving.

Alternatively, use the Transaction tab:

1. Click the Transaction tab
2. Click + Create Transaction
3. Select + Received
4. Fill in the vendor, materials, quantities, and date
5. Click Save

Part 4 — The Inventory Tab

Click the Inventory tab to see current stock levels across all materials.

Material List

Each row shows: Material name, current stock quantity, and unit (e.g. 80 bags, 500 nos).

• Use the Search Material field to find a specific material by name
• Use the Filter button to narrow by material category or type
• Negative stock values (e.g. -20 cft) indicate more material was issued or transferred than was received — check for missing receipt entries

Material Detail Panel

Click any material in the list to open its detail panel on the right side.

Header: Material name, code, category, and Remaining on Site (current stock quantity).

Key metrics:

Metric	What It Shows
Estimated Quantity	Planned or expected total quantity
Stock In	Total received into the warehouse
Stock Out	Total issued or transferred out
Remaining on Site	Current stock (Stock In minus Stock Out)

Sub-tabs:

Sub-tab	What It Shows
All Entries	Complete chronological history of all movements for this material
Stock In	Inbound entries only: received, purchased, opening stock
Stock Out	Outbound entries only: transferred to projects, issued, sold

Each entry shows the date, project or party involved, transaction type, and quantity (positive for in, negative for out).

Recent Entries (Right Sidebar)

Shows the latest stock movements across all materials without opening individual records:

Column	What It Shows
Date	Date of the entry
Project	Project the movement is linked to
Material	Material name
Quantity	Amount moved
Type	Entry type (e.g. Opening Stock, Transfer Out, Received)

Part 5 — The Transaction Tab

Click the Transaction tab to see the full log of all material movements and financial transactions across the warehouse.

Transaction List Columns

Column	What It Shows
Party / Project	The project or party involved
Transaction Type	e.g. Material Transfer Out, Material Received, Material Purchased
Amount	Financial value of the transaction
Status	Paid, Partially Paid, or Unpaid

Use the Date Filter, the party or material search, and the transaction type filter to narrow down the list.

Creating a Transaction

Click + Create Transaction and select the type:

Transaction Type	What It Does
+ Transfer	Move materials from the warehouse to a project or another location
+ Received	Record materials received from a supplier
+ Request	Raise a material request
+ Purchased	Record a material purchase linked to the warehouse
+ Return	Record materials returned to the warehouse from a project
+ Material Sales	Record materials sold or disposed of
+ Production	Record production-related material movements
+ Import BOM	Import a Bill of Materials

Transferring Materials to a Project

Use + Transfer to move materials from the company warehouse to a project site.

1. Click + Create Transaction
2. Select + Transfer
3. Select the destination project
4. Add materials and quantities to transfer
5. Click Save

After saving, the transferred materials appear in the destination project’s Material tab as received stock. The warehouse stock reduces by the transferred quantity.

Part 6 — Downloading Warehouse Reports

Click the Download icon in the top bar of the Warehouse module.

A modal opens with the following options:

Field	Options
Warehouse Name	The warehouse to report on
Report Type	Material Inventory or Material Purchase
Date Filter	All Time or a custom date range
Format	PDF or Excel

Select your options and click Download PDF or Download Excel.

For more detailed warehouse analytics, see How to Use Materials and Inventory Reports in Onsite — the Warehouse section includes Warehouse Stock Report, Warehouse Transaction Report, and Warehouse Current Stock.

Tips

• Set opening stock accurately at the time of setup. The opening stock is the baseline for all future stock calculations. An incorrect opening stock means every subsequent balance will be off by the same amount.
• Use CSV import for large material lists. Manually adding dozens of materials one by one is slow. Prepare the CSV once using the format above and import in bulk.
• Always record receipts for every delivery. Every delivery to the warehouse that is not recorded in Onsite creates a stock discrepancy that compounds over time.
• Use the Stock In and Stock Out sub-tabs in the material detail panel to audit discrepancies quickly. If stock is unexpectedly low, check Stock Out for transfers or issuances that were not expected.
• Negative stock means more material has been issued or transferred than was received. This always means one of two things: a receipt entry is missing, or a transfer was recorded for the wrong quantity.
• Material movements recorded in the warehouse (transfers, receipts) are automatically linked to the corresponding project’s Material tab. There is no need to record the same entry in both places.
• The Recent Entries sidebar on the Inventory tab gives a quick view of the latest warehouse activity without opening individual material records.

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If Something Goes Wrong

Problem	Likely Cause	What to Do
Warehouse tab shows a setup prompt	No warehouse created yet	Enter a warehouse name and click Save
Material not found when adding	Not in the Material Library	Go to Library in the left sidebar, open Material Library, and add the material first
CSV import fails	Column names changed or material names do not match the Library	Check that the column headers are unchanged and all material names match the Library exactly
Stock not updating after receiving	Receipt not saved	Re-open the Receive flow and check that a receipt number has been generated (confirms it was saved)
Stock shows negative	More issued or transferred than received	Check Recent Entries for the material and look for missing receipt entries
Transfer not appearing in the destination project	Transfer saved against the wrong project	Open the transfer entry in the Transaction tab, check the destination project, and correct if needed
Cannot add materials	Material Library is empty	Go to Library in the left sidebar, open Material Library, and add materials before returning to the warehouse