Stock transfer involves moving product quantities between branches to address stock shortages in one branch or to distribute inventory from the warehouse to branches effectively. There are two main methods for stock transfer:
Direct Stock Transfer Between Branches: Initiating a transfer from one branch to another, with the receiving branch confirming receipt after verifying the details.
Sending a Stock Request: For more details, click here.
⚠️ Stock transfer is solely for quantity adjustments and does not account for costs between branches in the accounting system or chart of accounts.
Steps for Stock Transfer
Step 1: Create a New Transfer Order
Navigate to: Products & Inventory > Stock Transfer > New Transfer Stock.
Enter the following details:
Source Stock: Select the branch sending the stock.
Destination Stock: Select the receiving branch.
ℹ️ You can select one or multiple branches and specify quantities for each.
Product Selection: Enter the product name, SKU, or barcode.
Single-item or weighted product: Choose the name or SKU of the product to be transferred.
Variable product: Choose the name or SKU of the variant to be transferred.
Pack product: Choose the SKU of the pack or its components. Changes in pack quantities will affect the individual components and vice versa.
Quantities for both the source and destination stock will appear automatically.
Add the transfer quantity.
ℹ️ Repeat for multiple products as needed.
A summary of total transferred quantities and overall cost (based on the inventory cost) will appear.
(Optional) Add Notes to specify reasons for the stock transfer.
Click Transfer. The request status will show as Waiting Receive.
⚠️ Transfer requests cannot be edited after submission.
To print the transfer order in Waiting Receive status, click the Print (🖨️) icon.
Step 2: Receive the Transfer in the Other Branch
Click the transfer order number to proceed with receiving the stock.
Enter the following details:
Receiving Date: Specify the date the products were received in the destination branch.
ℹ️ This is for reference only and will not affect the inventory update date. It also cannot be entered with a past date.
Receiving Quantities: Choose one of the following:
Full Receipt: Enter quantities matching the transferred amount. Click Receive.
To confirm the receipt process, click "Confirm." The quantities will be transferred directly to the receiving branch.
To print the transfer receipt in Accepted status, click the Print (🖨️) icon.
Partial Receipt: Enter the quantities received and click Receive.
The system will display the total Sent, Total Received, and Total Rejected, Click "Complete Receiving".
⚠️ Once the order is completed, you will no longer be able to edit it.
The request status will be updated to Partially Accepted. The received products will be added to the receiving branch's inventory, while the rejected quantity will be returned to the sending branch.
Click the (🖨️) Print icon to print the transfer invoice with the status Partially Accepted.
ℹ️ When a transfer request is partially accepted, the rejected quantities are returned to the source branch (the branch that sent the products).
If products are damaged during transit, you can return to the transfer request, where you will find the option "Remove Rejected Stock." Clicking this will automatically create a stock removal transaction.
Example: If you send 10 cartons of orange juice from the Riyadh branch to the Dammam branch, and only 5 cartons are received in Dammam, the request status will be Partially Accepted. The remaining 5 cartons will be returned to the Riyadh branch. If the returned products are found to be spoiled during transit, you can go to the transfer request and select "Remove Rejected Stock."The products will then be removed from stock, and the transaction will be reflected in: Products & Inventory > Remove Stock.
Rejected Orders: To reject an order entirely:
Click Reject, select a reason, and confirm.
The products will be returned to the source branch, and the transfer status will be marked as Rejected.
FAQs
1- Can transfer orders be saved as PDF?
Yes, select Destination: Save as PDF during printing and click Save.
2- How can multiple transfers to different branches be received simultaneously?
Select the transfer order numbers (✔).
Go to Actions > Receive All Products.
Confirm to finalize receipt for all selected orders.
3- Can composite products be transferred?
Yes, transferring a composite product adjusts the quantities of its components accordingly. Example: Product Name: Vanilla cake. Each piece consists of: (2 Flour, 3 Eggs, 2 Milk), If you transfer 5 cakes, the system will transfer the raw materials based on the defined quantities per unit: 10 Flour, 15 Eggs, 10 Milk
4- Can serial or batch-tracked products be transferred?
Yes, include the product as usual. The system will prompt for additional details:
Batch-tracked products: Enter the batch number and quantity to be sent from the selected batch. Click Send to submit the request.
Serial-tracked products: Enter serial numbers for the items. Click Send to submit the request.
5- Can products be added to the transfer order via Excel?
Yes:
Click Import Product after selecting the branches. Click Import Instructions review the guidelines, download the template, and fill in the details.
Re-upload the file to complete the transfer.
6- Can transfer orders be saved as drafts?
Yes, click Save as Draft.
To complete, open the order and proceed with the steps.
7- Why can’t a user see transfer orders?
Ensure the user has permissions for the relevant branches:
Go to Settings > Users > Edit User.
Select (✔) branches where transfers occur.
Click “Save Custom user”, the user will be able to access and manage transfers.