Warehouses
Complete guide for configuring automatic warehouse selection rules and stock location mapping.
When are warehouse rules needed?
If you have a single warehouse, there is no need to create rules — set the default warehouse in the Settings page and all orders will use that warehouse. Rules are only useful if you have multiple warehouses and want automatic routing based on customer location.
What Are Warehouse Rules?
Warehouse rules are configurations that automate the selection of the warehouse from which stock is deducted when generating invoices. Instead of manually selecting the warehouse for each order, the system automatically chooses the appropriate warehouse based on the customer’s shipping address.
Benefits:
- Full automation - No need to manually select the warehouse for each order
- Reduced shipping costs - Ship from the warehouse closest to the customer
- Multi-region management - Different warehouses for Romania, EU, and export
- Stock optimization - Intelligently distribute stock across locations
- Scalability - Add new warehouses and rules as your business grows
Prerequisite
Before creating rules, make sure your warehouses are synced from SmartBill. Go to Settings and verify that your warehouses appear in the selection list.
Rule Types
When creating a rule, first select the primary warehouse, then choose the rule type:
Specific Regions
Select specific provinces/cities within a country. The most precise rule — it has the highest priority.
Example: Orders from Bucharest and Ilfov → “Bucharest Central Warehouse”
Entire Country
All orders from a country, regardless of province/region. Medium priority.
Example: All orders from Germany → “Berlin Warehouse”
Regional Group (Domestic, EU, Non-EU)
General rule for groups of countries. Lowest priority.
Domestic = Romania only, EU = all EU countries (27 countries), Non-EU = rest of the world
Backup Warehouses (Stock Verification)
If the primary warehouse does not have sufficient stock, the application automatically tries the backup warehouses in priority order:
- Backup 1 — Highest priority (first warehouse checked after the primary one)
- Backup 2 — Second backup warehouse
- Backup 3 — Lowest priority (last warehouse checked)
Stock verification
Stock verification in backup warehouses only applies when “Automatic stock deduction” is enabled in Settings. Without this option, the primary warehouse is always used.
How Is the Warehouse Selected?
For each order, the application automatically searches for the most suitable rule, from most specific to most general:
- Specific Regions — Is there a rule for the customer’s province? (e.g., Bucharest)
- Entire Country — Is there a rule for the customer’s country? (e.g., Germany)
- Regional Group — Is there a rule for the customer’s zone? (Domestic / EU / Non-EU)
- Default Warehouse — If no rule matches, the warehouse from Settings is used
Example
Order from Bucharest → is there a province rule? Yes → “Bucharest Central Warehouse” is used.
Order from Cluj → no province rule, but there is a rule for Romania → “Main Warehouse” is used.
Order from Berlin → no province or country rule, but there is an EU rule → “EU Warehouse” is used.
Creating Warehouse Rules
Follow these steps to create a new rule:
- From the application menu, go to Warehouse Rules
- Click “Add New Rule”
- Select the desired warehouse from the list
- Choose the rule type: Specific Regions, Entire Country, or Regional Group
- Configure the conditions (country, provinces, or region)
- Optional: add backup warehouses and a description
- Click “Save” — the rule is active immediately
Automatic Validation
The form automatically validates the entered data. Countries and provinces are checked for consistency (you cannot select provinces from a different country than the one chosen).
Usage Examples
Some common scenarios:
Single warehouse
Do not create any rules. Set the default warehouse in Settings and all orders will use it automatically.
Two warehouses in Romania (south + north)
Create a Specific Regions rule for the southern provinces (Bucharest, Ilfov, etc.) → Bucharest Warehouse. Another rule for the northern provinces (Cluj, Brasov, etc.) → Cluj Warehouse. The remaining provinces will use the default warehouse.
Warehouses by region (Romania + EU + Export)
Create 3 Regional Group rules: Domestic → Bucharest Warehouse, EU → Hamburg Warehouse, Non-EU → Export Warehouse.
Common Issues
Warehouses do not appear in the list
Verify that you are connected to SmartBill in Settings. Warehouses are synced automatically after connecting.
Order uses the wrong warehouse
Check that a rule exists for the customer’s country/province. More specific rules (by province) take priority over general ones (by country or region). If no rule matches, the default warehouse from Settings is used.
If the issue persists
Contact technical support at support@facturify.ro with details about the affected order.