Epicor Setup: Deciding Between a Site and a Warehouse

When setting up a new facility in Epicor ERP, one of the most common configuration challenges is determining whether it should be defined as a Site or as a Warehouse. The decision has lasting effects on how Material Requirements Planning (MRP) operates, how inventory is managed, and how purchasing and transfers are executed. Selecting the correct structure from the beginning ensures accurate planning, streamlined operations, and reliable reporting across your organization.

Why This Decision Matters

The difference between Sites and Warehouses in Epicor goes beyond terminology. It determines how Epicor treats demand, lead times, and inventory movement. Choosing incorrectly can lead to unexpected behavior in MRP, duplicate planning suggestions, or gaps in visibility across facilities. The right setup helps maintain data integrity, supports accurate cost tracking, and enables smooth coordination between departments or locations.

When to Configure a Site

A facility should be configured as a Site in Epicor if most of the following points apply:

• The location functions as a distinct shipping and receiving point, including when handling transfer orders.

• Transit time between facilities must be considered as part of the overall lead time.

• MRP automation is required to create jobs, purchase suggestions, or transfer orders between facilities.

• Facilities are physically separate, typically more than 10 miles apart.

• Even if facilities are close together, they operate independently, each with its own shipping, receiving, and replenishment processes, such as unique Min/Max levels.

• Purchasing activities must be separated by location for tracking and accountability.

A Site setup is ideal when each facility functions as its own operational unit with distinct planning, fulfillment, and procurement requirements.

When to Configure a Warehouse

A facility should be configured as a Warehouse in Epicor if most of these points apply:

• Purchasing demand can be consolidated for multiple areas or departments.

• The warehouse represents a physical or logical division of inventory within the same company or Site.

• Inventory is readily available across all areas, with one-step transfers that do not require shipping, receiving, or transit time.

• Jobs in process (WIP) may move between locations without needing separate inter-site transactions.

• The operation takes place within the same physical space, but certain areas require individual physical or cycle counts.

• Inventory responsibility is divided by team or department rather than by facility.

A Warehouse setup works best when the goal is to manage or segregate inventory within a single operational environment without altering MRP logic or introducing additional planning layers.

Common Misconfigurations and Their Impact

One of the most frequent misconfigurations in Epicor occurs when users create a new Site for areas that only require inventory segregation. This approach can unnecessarily complicate planning, inflate lead times, and increase maintenance workload. On the other hand, defining everything as a Warehouse when locations actually operate independently can limit visibility into supply and demand, cause transfer inefficiencies, and lead to planning inaccuracies.

Recognizing these distinctions early helps prevent costly rework and keeps operations running smoothly as your company grows or adds facilities.

Tips for Implementation and Transition

Before making structural changes in Epicor, take the time to review how your organization manages fulfillment, purchasing, and material flow between locations. Consider how MRP should behave in each scenario and test configuration changes in a pilot environment before applying them to live data. It is also helpful to document your reasoning and setup standards to maintain consistency across future expansions or audits.

Summary: Choosing the Right Setup

In essence:

• Choose Site when the facility operates as an independent entity with its own shipping, receiving, and purchasing processes. This allows MRP to plan and manage each location separately, ensuring accurate demand and lead time calculations.

• Choose Warehouse when the purpose is to organize, segregate, or track inventory within the same facility. This keeps the system structure simple while maintaining visibility into material movement and accountability.

Understanding the distinction between Sites and Warehouses helps ensure that Epicor mirrors how your business truly operates, leading to better planning, cleaner data, and improved efficiency across your supply chain.