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Help centre · Inventory

Transfers between stores

Move stock from one location to another. It leaves the sending store when sent and arrives as the receiving store records what came, all at once or in parts.

Who can do this: Needs the Transfer stock permission (Tenant admin, Store manager and Inventory clerk by default).

How a transfer works

A transfer starts as a draft, which you can still cancel. When you send it, the stock leaves the From location and is in transit. The To location then records what actually arrived, in one receipt or several: the status is partly received until everything has arrived, and then received.

If some of the goods will never arrive (lost or stolen on the way), close the transfer: whatever has not arrived is written off as lost in transit and the status becomes closed with shortfall.

The receiving store takes over the cost of the goods from the sending store, at the cost they left at, so moving stock does not change its value.

Create and send a transfer

  1. Open Inventory → Transfers and click New transfer.
  2. Choose From (the store sending the goods) and To (the store receiving them). They must be different.
  3. Add a Note if helpful, for example the van or driver.
  4. Add each item in Add a line: search product or SKU… and type the Qty. Quantities must be more than zero.
  5. Click Save as draft.
  6. When the goods are packed and leave, click Send on the transfer and confirm. The status becomes sent.

To drop a draft you no longer need, click Cancel and then Cancel draft.

Receive a transfer

  1. When the goods arrive, open Inventory → Transfers and click Receive on the transfer (or click its row). The transfer opens with, for each item, what was Sent, what was Received so far and what is still In transit.
  2. Count the goods and type what arrived in Receiving now. Leave an item empty if none of it came this time. Fill in everything in transit fills every line with what is still expected.
  3. Add a Receipt note if helpful, for example the delivery note number or who checked the goods.
  4. Click Receive. The stock is added at the To location. If anything is still in transit the status becomes partly received, and you can receive the rest the same way when it comes.

You cannot receive more than is still in transit on a line. If more arrived than was sent, it did not come on this transfer: add it at the receiving store with an adjustment (reason Correction) and a note.

Close a transfer with a shortfall

When the rest of a transfer will not come, close it so the stock is not left in transit for ever.

  1. Open the transfer. If a few more items arrived now, type them in Receiving now first.
  2. Click Close and write off the rest.
  3. The confirmation lists what will be written off as lost in transit and its value. Click Close and write off.

The write-off is a stock loss: it posts to Finance like any stock written off (Inventory adjustments), at the cost the goods left the sending store at. It cannot be undone, so check the counts first.

Receipt history

Every transfer shows its Receipt history: each receipt with when, what, value and who recorded it, and the write-off if the transfer was closed with a shortfall.

In Inventory → Movements, sending makes a transfer out movement at the sending store and each receipt a transfer in movement at the receiving store. A write-off makes no movement, because the goods were at neither store.

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