Topkey Docs

Warehouse locations represent the physical places where you store bulk inventory — such as a storage unit, supply room, or distribution warehouse. Topkey tracks stock levels separately for each location, so you always know exactly how much of each item is on hand and where it is.

The Locations Overview

The Locations page shows all of your active warehouses and storage units as cards under the Warehouses & Storage section. The total number of locations appears just below the page title.

The Locations page showing a warehouse card for Main Warehouse with stock totals and a list of stocked items

Each location card displays:

Name — the label you assigned to the location
Address — the street address, if provided
Total units in stock — the combined quantity of all items currently at that location, shown in blue
Total inventory value — the estimated value of all stock at that location based on unit costs
Stocked items — a list of every item at that location, sorted from highest to lowest quantity

Adding a New Location

From the Locations page, click Add Warehouse in the top-right corner.
An inline form appears at the top of the page. Enter a Location Name — for example, "North Storage Unit" or "Main Supply Warehouse". This field is required.
Optionally, enter an Address for the location.
Click Add Location to save.

The new location card appears immediately on the page.

Use a clear, descriptive name for each location so your team can quickly identify the right warehouse when receiving inventory or processing checkouts.

Editing a Location

On the Locations page, find the location card you want to update.
Click the edit icon (pencil) in the top-right corner of the card.
A panel slides open with the Warehouse Name and Address fields.
Make your changes, then click Save Changes. Click Cancel to discard.

Editing a location only updates its name and address. Stock quantities are adjusted through receivings and checkouts, not by editing the location directly.

How Locations Relate to Stock Levels

Each inventory item has its own quantity tracked per location. For example, you might have 48 units of Shampoo (12oz) at your Main Warehouse and a separate count at a second storage unit. The Stock Levels page shows these per-location quantities for every item in your catalog.

This means the same item can appear on multiple location cards, each showing the quantity available at that specific site.

How Locations Are Used in Receivings and Checkouts

Receivings — When you record incoming inventory, you select which location the stock is being delivered to. The received quantities are added to that location's stock levels.
Checkouts — When inventory is checked out for a property, you select which location the stock is coming from. The quantities are deducted from that location's stock levels.

If you have multiple locations, make sure to select the correct one when recording a receiving or checkout. Choosing the wrong location will cause inaccurate stock counts at both sites.

Frequently Asked Questions

Can I track inventory across multiple warehouses at the same time? Yes. You can add as many locations as you need, and Topkey tracks stock levels independently for each one. When you receive or check out inventory, you specify which location is involved.

What happens to stock data if I update a location's name or address? Renaming or updating the address of a location has no effect on its stock levels. All existing quantities remain associated with that location.

Can I remove a location I no longer use? Locations are managed as active records in Topkey. If you need to deactivate or remove a location, Contact Support for assistance.