Stock Transfers

Stock transfers let you move stock between two of your locations. View details of previous stock transfers by navigating to Inventory -> Transfers


Prerequisites:


Table of Contents:


Perform a Stock Transfer

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NOTE:

  • Transfers can be only be changed or cancelled using Void and Undo after they have been completed and if no transfer items have been used in sale/production or other stock movements.
  • Stock cannot be transferred if a Stocktake is being carried out at either the To or From location.
  • Component items must be in the same location to be used together for a Production operation (Assembly, Job, etc.).
  • Stock Transfer will allow transfer of stock that is allocated by sales or other processes (Assembly, Job, etc.) but has not yet picked.

To transfer stock between locations:

  1. Navigate to Inventory -> New -> Transfer.
  2. Choose the From location and To location.
  3. Choose the Stock Sent Date for the stock transfer to take effect on the system and an In Transit Account (if required). The In Transit Account will hold the stock value while goods are in transit. It can be used for scenarios where the transfer will take some time to reach the destination warehouse, e.g. if your Warehouses are far apart from each other. In this case, you will also need to complete the Stock Received Date when goods have reached their destination warehouse. The detailed information on transactions generated using an In Transit Account can be found here.
  4. The first step is to create a transfer order. This step can be skipped by checking the Skip Order checkbox.
  5. Click +Product and select the product(s) you wish to add to the transfer order. 
    • Click Scan to add products to the transfer by scanning their barcode.
    • Use Import to add products to the transfer in bulk by downloading, filling in and re-uploading a CSV template.
  6. Authorise the Stock Transfer Order and and Email and/or Print the Product Label, Stock Transfer, and/or Stock Transfer Order document (if required).



  7. Proceed to the next tab Products to start the picking process.
  8. Click + and select the product(s) you wish to Pick for Transfer.
    • Click +Fill from Order to copy products from the order stage.
    • Click Scan to add products to the transfer by scanning their barcode.
    • Use Import to add products to the transfer in bulk by downloading, filling in and re-uploading a CSV template.
  9. If you are using Bin Locations, you will be able to select the specific Bins at this stage. Under Locations, select the Bin where the product is located.
  10. Enter a Transfer Quantity for each product.
  11. Click Send Stock if using the In Transit Account option where the stock will take some time to reach the destination, or click Complete if the transfer is to take place immediately.



  12. Email and/or Print the Inventory Adjustment and Transfer Label, Stock Transfer document and/or Stock Transfer Order (if required).
  13. The Manual Journals tab will appear after the stock transfer is completed. You can use journals to allocate transfer-related costs to transferred stock (similar to Manual Journals in the Purchasing Module). There is no authorisation required for these; as soon as an entered manual journal is saved, a transaction is generated, and cost will be updated. Additionally, users can select the way costs are distributed:
    • By Stock Transferred Cost (in cases where products transferred have no cost, the product average cost will be used for cost distribution).
    • By Quantity of Transferred Products.
    • By Weight of Transferred Products – In cases where products have different weight units of measure, the weight will be converted to a unified unit of measure for proper distribution. If there is a product with NIL weight, then this product won’t get any cost allocated to it.
    • By Volume of Transferred Products – In cases where products have different dimensions, the units of measure such as length, width and height will be converted to a unified unit of measure for proper distribution. If a product has no length, width or height indicated, this product won’t get any cost allocated to it.


Transfers "In Transit" Explained

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NOTE:  Stock Transfer can be completed without the In Transit option. If In Transit Account is not specified, no transactions related to transit will be generated by DEAR.  


Using an In Transit account is a useful option for scenarios when goods will take some time to reach their destination warehouse. 


Stock transfer process can support intermediate state of stock departed from the origin warehouse but not yet received in the destination warehouse. This status is called In Transit


The Stock Sent field specifies the date when stock has departed the source warehouse. The movement of stock quantity in the origin warehouse will have a Stock Se date.  


The Stock Received field indicates the date when stock has been received in the destination warehouse. The movement of stock quantity in the destination warehouse will have a Stock Received date. 


In Transit Account – This field is of the ASSET class type and will hold stock value in it while goods are in transit. 



Transactions generated for the process are as follows: 


ActionDebitCreditEffective Date
Stock departs origin warehouseIn Transit AccountInventory (account associated with stock being transferred)Stock Sent date


In the case of the cost of goods being transferred changing after the Stock Sent date, the date of cost change will be used instead for every cost change grouped by date. 


ActionDebitCreditEffective Date
Stock is received into destination warehouseInventory (account associated with stock being transferred)In Transit AccountStock Received date


In the case of the cost of goods being transferred changing after the Stock Received date, the date of cost change will be used instead for every cost change grouped by date. 


Emailing Stock Transfer Documents

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Like sales and purchase orders, you can email and print stock transfer documents, e.g. Product Labels (Inventory Adjustment and Transfer), Stock Transfer documents, and Stock Transfer Orders. These are all done on the Stock Transfers page. See Managing Document and Email Templates for detailed information about customising your stock transfer templates. 


To email stock transfer-related documents:

  1. Perform a stock transfer.
  2. After adding an item for stock transfer, to email and/or print the documents related to the stock transfer, click either the Email or Print button on the top left of the Stock Transfer page, then select the type of document you want printed.


  3. Wait for the report to be generated, then on the Send the email window, enter the email recipients on the To box, separating each entry with a comma.
  4. By default, the CC box is filled with your email address. You may remove this if desired and enter other email addresses in the box. Just like in the To box, you may enter multiple email addresses by separating each entry with a comma.
  5. Enter a subject for the email. Failing to enter an email subject will display an error during Send. 
  6. Click Send to send the email along with the selected data filled PDF document to the selected email addresses.

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