Warehouse & Godown Management
Know What Is Lying
in Every Godown
If you keep stock in more than one place — a shop counter, a back store, one or more godowns — Khata Billing can keep a separate stock balance for each of them. Every sale, purchase, return, POS bill and stock adjustment says which warehouse the goods moved in or out of. Your total stock stays exactly the same; you simply also see how it is split. The feature is optional and off until you turn it on.
What You Can Do
Everything below works on the web and in the Khata Billing Android and iPhone app.
- Add each warehouse, shop or godown with a code, address and contact details
- See the stock of every item in each warehouse, plus the total
- Pick the warehouse on sales, purchases, returns, POS bills and stock adjustments
- Take items from different godowns on one invoice (item-wise warehouse)
- Move stock with numbered transfers (WT-1, WT-2 …) — total stock never changes
- Block or allow selling below zero for each warehouse separately
- Set a default warehouse for the account and for each staff member
- Enter opening stock warehouse-wise and import items or invoices into a chosen warehouse
- Print the warehouse name, address, contact and custom fields on invoices
- Five warehouse reports with CSV download
Stock per Godown
Each warehouse keeps its own balance
Stock Transfers
Numbered transfers between godowns
Godown Stock Rules
Stop overselling per warehouse
Warehouse Reports
Stock, value, movement and transfers
How It Works
Six steps, done once. After that you bill as usual; with a default set, the warehouse is pre-selected.
Turn on Warehouse Management
Open Settings → Warehouse Management and switch on Enable Warehouse Management. Your total stock does not change.
Add your warehouses
Go to Inventory → Warehouses / Godowns and click Add Warehouse. Enter the name, an optional code, address and contact details, and choose the Selling below stock rule.
Choose defaults and rules
Back in Settings → Warehouse Management, pick the default warehouse for the whole account and for each person, and turn the entry rules and invoice print options on or off.
Place your existing stock
Stock entered earlier shows as Unassigned stock. Move it with Inventory → Warehouse Transfers → New Transfer, choosing From: Unassigned stock, or enter opening stock warehouse-wise on the item form.
Bill from the right godown
On a sale choose Dispatch From Warehouse, on a purchase choose Receive Into Warehouse, and on POS pick the counter's warehouse. Stock moves in or out of that warehouse only.
Check warehouse reports
Open Reports → Warehouse Reports for Warehouse Stock, Warehouse Stock Value, Warehouse-wise Item Stock, Warehouse Movement and Warehouse Transfers, and download any of them as CSV.
Who It Is For
Any business that keeps stock in more than one place under one Khata Billing account.
Free vs Premium
Warehouse Management itself is free. Premium adds staff logins, more custom fields and unlimited invoices.
| Feature | Free — ₹0 forever | Premium — ₹1,499/year |
|---|---|---|
| Warehouses / godowns, stock per warehouse, default warehouse, entry rules | Included in Free | Included |
| Number of warehouses | No plan limit | No plan limit |
| Warehouse Transfers (WT-1, WT-2 …) with print | Included in Free | Included |
| Per-warehouse Selling below stock rule | Included in Free | Included |
| Five warehouse reports with CSV download | Included in Free | Included |
| Warehouse name, address and contact on invoice print | Included in Free | Included |
| Warehouse custom fields | Up to 4 fields, 1 printed on invoices | Up to 10 fields, 5 printed on invoices |
| Default warehouse per person | Owner only (staff logins need Premium) | Owner + up to 10 staff, each with their own default |
| POS billing from a chosen warehouse | Included (POS on 2 screens) | Included (POS on up to 20 screens) |
| Online store stock and fulfilment warehouse | Not available (online store is Premium) | Included |
| GST invoices | Up to 10 a day (100 in any 30 days) | Unlimited |
| Price | ₹0 | ₹1,499/year — ₹999/year with code SAVE500 |
Good to Know
Limits, requirements and what this feature does not do.
- It is off by default. Turn it on in Settings → Warehouse Management. Turning it off hides the warehouse fields; your warehouses and their stock history are kept.
- Item pages and your existing stock reports keep showing the total stock. Warehouse-wise figures are in Inventory → Warehouses / Godowns and Reports → Warehouse Reports.
- A transfer can never send out more than the source warehouse holds, whatever your negative-stock setting. One transfer can carry up to 500 items, and only stock-tracked items (not services).
- A transfer is an internal stock movement with quantities only — no prices. It is not a GST invoice or delivery challan, and stock moves as soon as you save it (there is no "in transit" stage).
- A warehouse is a stock location inside your one business account. It does not have its own GSTIN or separate company details, and there are no rack or bin locations inside a warehouse.
- Each invoice line comes from one warehouse. Khata Billing does not split one line across godowns on its own. POS and online store bills use one warehouse per bill.
- A warehouse that has stock history or documents cannot be deleted. Mark it Inactive instead — it disappears from pickers and its history stays.
- Stock value on the Warehouses page is quantity × the item's purchase price. The Warehouse Stock Value report also shows sale price and MRP value.
- Staff need the Warehouses / Godowns, Warehouse Transfers or Warehouse Settings permission to use these screens. Staff logins are a Premium feature.
Frequently Asked Questions
Is warehouse management free in Khata Billing?
Yes. Warehouses, stock transfers, per-warehouse stock rules, warehouse reports and printing the warehouse on invoices are all included in the Free plan. Free plan limits still apply, such as up to 10 GST invoices a day (100 in any 30 days) and up to 4 warehouse custom fields.
How many warehouses or godowns can I add?
There is no plan limit on the number of warehouses, on Free or Premium. Each warehouse can have a name, a short code, an address, a contact person, phone, email, notes and custom fields.
What happens to my current stock when I turn it on?
Nothing is lost and your total stock stays the same. Stock entered before you turned it on is shown as Unassigned stock. Move it into a warehouse with a Warehouse Transfer (From: Unassigned stock), or keep selling from it until it runs out.
Can one invoice take items from different godowns?
Yes. Turn on Allow item-wise warehouse on invoices and leave the invoice's own warehouse empty (Ask for each item). Each item then asks which warehouse it comes from. POS and online store bills always use one warehouse per bill.
Can I stop billing when a godown runs out of stock?
Yes. When negative stock is blocked in Invoice Settings, a sale is checked against the selected warehouse only, even if other warehouses have enough. Each warehouse can also override this with its own Selling below stock rule: block, allow, or follow Invoice Settings. A transfer can never send out more than the source warehouse holds.
Does warehouse management work in the mobile app?
Yes. The Khata Billing Android and iPhone app has Warehouses, Warehouse Transfers, a Warehouse tab in Settings and the warehouse reports, and asks for the warehouse on invoices and POS bills. If someone uses an older app version that does not ask, their entries go to their default warehouse (or Unassigned stock), unless you turn on Require a warehouse on every stock entry.
Can I print the warehouse details on my invoices?
Yes. Turn on Show warehouse on invoice print to print the warehouse name and code on A4/A5 invoice themes and thermal receipts. You can also add the warehouse address, contact details and the warehouse custom fields marked Show on Invoice.
Can I give staff access only to warehouse work?
Yes. Staff permissions have separate modules for Warehouses / Godowns, Warehouse Transfers and Warehouse Settings, each with its own actions. Staff logins are a Premium feature (up to 10 staff), and each staff member can have their own default warehouse.
Related Features
Track Stock Godown-wise — Free
No credit card. Create your account, then turn on Warehouse Management in Settings and add your first godown.
Start Using Khata Billing — 100% Free
GST Billing · Inventory · POS · Payroll · Banking · GST Reports — all in one free app