This article explains how to link a customer to storage. This is the core flow for storage management in Bas. Everything revolves around the case file.
Two ways to manage storage
There are two scenarios for storage management in Bas:
Scenario 1 - Storage via a case file
You link storage to a case file when a removal is planned or needed. The storage is then part of the removal.
You create a case file for the customer
You link storage units to this case file
Invoicing runs via the case file
Scenario 2 - Storage via WMS only (without a case file)
You use this for customers who already had storage with you before you started with Bas, or for pure storage customers without a removal.
You link the customer directly to storage in the WMS (Warehouse Management System)
There's (not yet) a case file needed
You can still link this to a case file afterwards if a removal comes up
Tip: For new customers with a removal, always use Scenario 1 (via case file). For existing customers you're taking over, or pure storage customers without a removal, use Scenario 2 (WMS only).
Step 1 - Understanding the storage structure
Storage in Bas works with three levels. You don't need to use all the levels.
Level 1 - Warehouse: The physical storage location. A building, a hall, a depot. If you have multiple locations (for example Zwolle and Oldenzaal), you create multiple warehouses.
Level 2 - Location (optional): A section within a warehouse. Think of a row, a bay, a floor or an aisle. This level is optional. You only need it if you want to know within a warehouse which row or floor a crate is on.
Level 3 - Unit: The individual storage unit. A container, a crate or a rack space. This is the level at which you link customers and invoice.
Tip: Start simple. You can always add locations later. If you start with a structure that's too complex and you don't actually need it, you're just making things unnecessarily difficult for yourself.
Step 2 - Creating a case file
Just like with a removal, you start with a case file. This case file is the central point for everything: the removal, the storage and the invoicing.
Create a customer (or look up the existing customer). Create a new case file. Choose the correct package (for example a storage package).
The case file is now ready to have storage units linked to it.
Step 3 - Linking storage units
From the case file, you link one or more storage units to the customer.
Open the case file. Go to the storage tab. Search by container number to find the correct unit. Select which container(s) or crate(s) belong to this customer and link them to the case file.
You can link multiple units to a customer. Each unit gets its own rate and invoicing frequency.
Note: NEVER use the warehouse address as the loading address in the case file. The warehouse address is the location of your storage facility, not the customer's address. If you enter the warehouse address as the loading address, the removal planning won't be correct.
Step 4 - Filling in details per unit
Fill in the following details per unit:
Field | What you enter | Example |
In-storage date | When the belongings go in | 15-03-2026 |
Rate | Price per unit per period | EUR 75.00 per month |
Invoicing frequency | How often you invoice | Monthly |
Revenue group | For accounting purposes | Storage residential |
Note: ALWAYS enter the rate per container or crate. Never put the total rate on one container and leave the rest at EUR 0. Suppose you take exactly that container with the rate out of storage, then the others are left at zero and zero doesn't generate an invoice.
Step 5 - Choosing the invoicing frequency
You choose the frequency per case file.
Period | When to choose it |
Daily | Very short-term storage |
Weekly | Short duration, a few weeks |
Monthly | Default choice for most customers |
Quarterly | Regular storage customers |
Annually | Annual contracts |
Monthly is the most common choice.
Step 6 - Saving and checking
Save the link. In the case file you'll now see which units are linked to the customer, with the rate and invoicing frequency.
Check that all the details are correct: - Are the correct units linked? - Is the rate per unit correct? - Is the invoicing frequency correct? - Is the revenue group correct?
If everything checks out, the customer has been successfully linked to storage.
Inventory list for storage
You don't need to draw up a separate inventory list for storage. The survey serves as the inventory list. If you've carried out a survey for the customer, it's automatically linked to the crate(s) in the case file.
This gives you an overview of what's in which crate at all times, without extra admin.
Special situations
Multiple customers sharing a container
Sometimes two customers share a container. The solution: split the container with a letter suffix.
Container 22A = customer Jansen (half 1). Container 22B = customer De Vries (half 2).
Each half is linked separately to the relevant customer's case file and invoiced separately. You simply create two units with the same location but a different name.
Distributed storage
Distributed storage is for situations where a customer's belongings aren't in a defined container or crate, but spread throughout your warehouse.
This occurs with pallets on a rack, loose cabinets standing in a corner, or items you're temporarily storing for a customer.
In Bas, you create a distributed storage case file for this. Instead of a container number, you record per item what's being stored and where it's located. You enter the location per item (for example "Desk - Row A, Bay 12" or "Pallet of boxes - Rack 3, Shelf 2").
Each item is given a QR code. This means you can use your phone or scanner to immediately see which item belongs to which customer and where it should be. This prevents searching around the warehouse.
Tips
Start with a simple structure (warehouse and units, no locations)
Always check that the rate per unit has been entered
Choose the invoicing frequency that suits the customer (usually monthly)
Use the revenue group "Storage residential" or "Storage business" for your accounting
Please note
ALWAYS enter the rate per container, never put everything on one container and the rest at zero
The in-storage date is the moment the belongings go into storage
The invoicing frequency determines when the system generates draft invoices
For multiple units for one customer: enter each rate separately
Next article: Setting up and managing storage invoicing