Wholesale Inventory Management: Receiving, Warehouses, and Stock Control in Wholtra
Accurate inventory and efficient receiving are the backbone of wholesale distribution. When stock is wrong, costs are off, or receiving is a mess of spreadsheets and sticky notes, everything from fulfillment to margins suffers. Wholtra’s inventory management is built for wholesalers and distributors who want one place to track stock by location, receive by UPC, and keep costs right—without leaving the same platform they use for orders, invoicing, and CRM.
This article walks through what’s included: multi-warehouse setup, receiving workflows, UPC search and item creation, cost and quantity updates, and how it all fits into your existing Wholtra workflow.
Why Wholesale Inventory Management Belongs in Your Main Platform
Many distributors still run inventory in separate systems or spreadsheets. That means double entry, delayed updates, and no single source of truth. When inventory lives inside the same platform as your orders and customers, you get real-time visibility, fewer errors, and one login for your team.
Wholtra’s inventory management is designed to do exactly that: track quantities and costs per warehouse, record every receiving event, and support adjustments and transfers—all integrated with your product catalog and company data.
Multi-Warehouse Setup and Stock by Location
If you have more than one location—a main warehouse, a secondary depot, or a cross-dock—you need inventory by location, not just one company-wide number.
- Multiple warehouses: Create and name warehouses (e.g. “Main DC”, “East Coast”). Set one as the default for new receivings if you like.
- Stock per warehouse: Quantity on hand, reserved quantity, minimum stock level, and optional max level are tracked per product per warehouse.
- Cost per location: Average cost and last cost are maintained per warehouse so you know true landed cost by location.
Your team can view and filter inventory by warehouse, spot low stock by location, and make better restocking and transfer decisions.
Receiving: Scan or Enter UPC, Add Items, Complete
Receiving in Wholtra is built around how warehouse staff actually work: start a receiving session for a warehouse, then scan or type UPCs and add quantities and costs.
Start a Receiving Session
From the Receiving list you start a new receiving by choosing the warehouse you’re receiving into. You can optionally add supplier name and PO number for your records. The list shows pending receivings first by default so in-progress sessions are easy to find. You can resume any pending session or open it to view details.
Scan or Enter UPC
On the Receiving: Scan UPC screen you can scan barcodes or type a UPC and press Enter—or simply leave the field (e.g. tab or click away) and the search runs automatically. No need to click a separate “Search” button every time.
When the Item Is Found
When the UPC matches a product in your catalog, the screen shows the item name, UPC, and current stock for that warehouse. You enter quantity received, unit cost, and optional lot number, then add the line to the receiving. Validation ensures quantity and unit cost are greater than zero so bad data doesn’t slip through. After adding, the list updates and you can scan the next item. A Cancel button lets you clear the “item found” panel and start over without adding that item.
When the UPC Is Not Found: Create Item and Return to Receiving
If the UPC doesn’t exist in your system yet, you’re prompted to create the item. You’re taken to the same item-detail form used elsewhere in Wholtra, with the UPC pre-filled. After you save the new product, you’re returned to the same receiving session on the Scan UPC screen—and that new item is shown as “found” so you can immediately enter quantity and cost and add it to the receiving. No need to re-scan or leave the flow.
Complete Receiving
When you’re done adding lines, you complete the receiving. Wholtra updates inventory quantities and recalculates average cost (weighted average) for each product in that warehouse. Completed receivings are view-only: you can open them to see full details and history, but you can’t edit them. Pending receivings can be continued or cancelled from the list.
Inventory Adjustments and Transfers
Besides receiving, you can correct quantities and costs when needed. Adjustments let you fix counts or update unit/average cost for a product in a given warehouse. If you move stock between locations, transfers move quantity from one warehouse to another so both locations stay accurate. These flows keep your books and physical stock aligned without leaving Wholtra.
One Platform: Orders, Invoicing, CRM, and Inventory
Wholtra’s inventory and receiving use the same product catalog (items, UPCs) and company/warehouse setup as the rest of the platform. That means:
- Products you create or edit in catalog or during receiving are the same ones that appear in orders and invoicing.
- Receiving and cost updates are reflected in inventory views and reports right away.
- Your team uses one login and one place for day-to-day operations.
No syncing between separate inventory and ERP tools—just one system built for wholesalers and distributors.
Who Benefits From Wholtra’s Inventory Management?
This setup is a fit for distributors and wholesalers who:
- Receive stock by UPC and want a fast, scan-friendly workflow.
- Operate multiple warehouses or locations and need stock and cost by location.
- Want to create new products on the fly during receiving when a UPC isn’t in the system.
- Prefer a single platform for orders, invoicing, CRM, and inventory instead of patching together multiple tools.
If that sounds like your operation, Wholtra’s inventory management is built to support it.
Summary: What’s Included
Wholtra’s wholesale inventory management includes:
- Multiple warehouses with stock and cost tracked per location.
- Receiving sessions: start by warehouse, scan or enter UPC, add quantity/cost/lot, complete to update inventory and average cost.
- UPC search on Enter or when the field loses focus for a quick, keyboard-friendly flow.
- Create new items when a UPC isn’t found, then return to the same receiving with that item ready to add.
- Validation on quantity and unit cost; view-only completed receivings; pending/cancelled handling.
- Adjustments and transfers between warehouses.
- Integration with the same catalog and platform used for orders, invoicing, and CRM.
Next Steps
If you’re ready to simplify receiving and inventory in one place, see how Wholtra can work for your business. Explore the platform at Wholtra.com or book a demo to see inventory, orders, and invoicing together in action.
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