Advanced Depot Transfers

Within OnRent, stock belongs to a particular depot. There are plenty of situations where you may need to move equipment or sales stock from one depot to another, whether that's to rebalance availability, meet demand at another location or return assets to a central depot.

Advanced Depot Transfers give you a controlled way to manage that process from start to finish.

Instead of simply moving the stock immediately, you create a Depot Transfer Order, choose what needs to be moved, allocate the stock, confirm the transfer, dispatch it and then have the receiving depot accept and sign for it.

This means you have a clear record of:

Availability is also updated as the transfer progresses, so OnRent knows whether stock is still at the source depot, reserved for a future transfer, currently in transit or available at the destination.

Depot Transfers use both role permissions and depot access.

This allows you to control what each user can do and which depots they can work with.

There are four permissions relating to Depot Transfers:

These can be managed from System Setup > Roles.

Depot Transfers also respect the depots each user has access to.

To create, amend, confirm, revert or dispatch a transfer, the user needs access to the Source Depot.

To accept and complete a transfer, the user needs access to the Destination Depot.

A user only needs access to either the Source or Destination Depot to view the transfer.

This means someone at the sending depot can prepare and dispatch the stock, while someone at the receiving depot can accept and sign for it.

Each person only needs access to the depot relevant to their part of the process.

Go to:

Rental & Sales Orders > Depot Transfers

The Depot Transfers list shows the:

You can use Search to find a particular transfer, or Filters to narrow the list by status, source depot, destination depot or planned transfer date.

To create a new transfer, click Create Depot Transfer.

Depot Transfers use two separate document number sequences.

These are configured within your system settings.

Depot Transfer
Provides the transfer order number, for example DT000123.

Depot Transfer Note
Provides the number used for the dispatch or movement note when the stock is dispatched.

The Depot Transfer Note sequence must be configured before a Depot Transfer can be dispatched.

Both numbers are generated automatically and cannot be entered manually.

Click Create Depot Transfer and complete the transfer details.

Select the depot the stock is being transferred from.

Select the depot receiving the stock.

The Source and Destination Depots must be different.

Enter the date you expect the stock to be moved.

This date is important because OnRent uses it when reserving stock and calculating availability.

Add any additional information you want to record against the transfer.

Once created, the transfer opens in Created status.

While the transfer remains in Created, you can amend the header details.

However, once you've added items to the transfer, the Source Depot becomes locked.

If you need to change the Source Depot, you'll need to remove all items from the transfer first.

Once you've created the transfer, the Depot Transfer Order opens with a workflow banner showing what needs to happen next.

There are four main tabs.

Shows the stock being transferred, including quantities, allocations and accessories.

Contains documents attached to the Depot Transfer.

Shows the dispatch and acceptance history for the transfer.

Provides a complete audit trail of activity against the transfer.

While the transfer is in Created status, open the Items tab and click Add Item.

You can then search and filter for the stock you want to transfer.

Depot Transfers support physical Serialised and Bulk products across both Rental and Sale stock.

Services and non-stock items cannot be transferred.

You can also include accessories against an item so they travel as part of the same transfer.

Adding an item reserves the required quantity, but you still need to allocate the actual stock that will be transferred from the Source Depot.

Click Allocate against the item.

For Bulk stock, enter the quantity you want to allocate or choose All.

For Serialised stock, select the individual stock numbers you want to transfer.

You can also use Available Only to limit the results to stock that's available on the Planned Transfer Date.

If you need to undo an allocation, use Revert against the line.

The item will return to its reserved but unallocated state.

Once every item on the transfer has been allocated, the Confirm option becomes available.

Click Confirm to lock the transfer plan and prepare it for dispatch.

Once confirmed, the transfer's header and stock lines can no longer be changed.

If you spot something that needs changing, use Revert to return the transfer to Created status.

You can only revert the transfer if nothing has been dispatched.

Once the transfer is Confirmed, click Dispatch.

You'll be asked to enter:

Enter the date the stock is leaving the Source Depot.

You can optionally assign a User or Contact responsible for the movement.

Click Dispatch to continue.

The transfer moves into In Transit status and the stock leaves the Source Depot.

OnRent also creates a Depot Transfer Dispatch movement, which can be managed alongside your other stock movements.

If you have the appropriate permissions, the Depot Transfer Note print preview will automatically open after dispatch.

No.

Partial dispatch isn't currently supported.

When you dispatch the Depot Transfer, all outstanding lines on the transfer are dispatched together.

When the transfer is dispatched, OnRent creates a movement for it.

This movement can be managed alongside your other stock movements.

You can:

This gives you visibility of the movement while the stock is travelling between depots.

When the stock arrives at the Destination Depot, a user with access to that depot can open the in-transit movement and click Accept.

They'll be asked to provide:

Enter the date the stock was received.

The Acceptance Date cannot be earlier than the Dispatch Date.

The person receiving the stock signs for the transfer.

OnRent captures both the Signed By name and the Signature.

Once accepted, the stock arrives into the Destination Depot and the signature is stored against the movement.

If everything on the transfer has been dispatched and accepted, the transfer automatically moves to Completed.

Otherwise, it can be completed manually.

There isn't a separate signing stage after acceptance.

Signing forms part of the Accept process.

On the Stock Movements screen, a Depot Transfer Dispatch also has a Sign action.

Selecting Sign simply opens the same Accept process, where the receiving person provides their name and signature.

Depot Transfers automatically update availability as the transfer moves through the process.

The Planned Transfer Date is used to determine when the stock should be reserved.

Allocated stock is reserved at the Source Depot from the Planned Transfer Date.

This reduces the quantity available at that depot.

Once dispatched, the stock has left the Source Depot but hasn't yet arrived at the Destination Depot.

It is therefore shown as moving between depots.

Once the movement is accepted, the stock arrives at the Destination Depot and becomes available there.

Within the availability screen, Transfer Reservations show stock reserved for planned transfers.

Stock that is already in transit has left the Source Depot and is instead shown as moving between locations.

Both Rental and Sale stock follow the same staged process.

A Depot Transfer moves through a number of statuses as it progresses.

Created
The transfer is being planned. Items can be added and stock can be allocated.

Confirmed
The transfer has been planned and locked and is ready to dispatch.

In Transit
The stock has been dispatched and has left the Source Depot.

Accepted
The Destination Depot has accepted and signed for the stock.

Completed
The transfer has finished and is fully closed.

Cancelled
The transfer has been cancelled and any stock reservations have been released.

Transfers can only be amended while they're in Created status.

Once a transfer has been Confirmed, use Revert to return it to Created.

You can only do this if nothing has been dispatched.

Transfers can be deleted while they're Created or Confirmed, provided nothing has been dispatched.

Every item on the transfer must be allocated to stock at the Source Depot before you can confirm it.

Check whether any lines are still reserved but haven't been allocated.

No.

Partial dispatch isn't currently supported. Dispatching sends all outstanding items on the transfer together.

No.

The receiver signs for the stock as part of the Accept process.

The Sign action shown against a Depot Transfer Dispatch on the Stock Movements screen is simply another way of opening the same Accept process.

Accepting a transfer requires access to the Destination Depot.

If you only have access to the Source Depot, you can create, confirm and dispatch the transfer, but you won't be able to accept it at the receiving depot.

Yes.

You can change the driver assigned to the movement until the transfer has been accepted.

The Source Depot becomes locked as soon as items have been added.

If you need to change it, remove all items from the transfer first.

Yes, provided the transfer is still in Created status.

You can also change the Destination Depot and Notes at this stage.

Once the transfer has been Confirmed, the entire header is locked.

If nothing has been dispatched, use Revert to return the transfer to Created status and make your changes.