The preliminary stock request is a process to transfer product quantities between branches to address stock shortages. There are two methods:
Direct Stock Transfer: A stock transfer is initiated by one branch and received by another after verification. Learn more here.
Preliminary Stock Request: A branch sends a stock request for one or multiple products, and another branch fulfills the request by sending the required quantities.
ℹ️ A preliminary stock request can include multiple branches simultaneously. The system generates separate invoices for each branch, ensuring seamless fulfillment for each.
Steps for Preliminary Stock Request
1. Raising a Preliminary Stock Request
Navigate to: Products & Inventory > Stock Transfer > Request Stock.
Enter the following details:
Destination Stock: Select the branch requiring stock.
Products: Enter the product name or search using its barcode (SKU).
Single-item or weighted product: Select the name or SKU of the product to transfer.
Variable product: Select the name or SKU of the variant.
Pack product: Select the SKU for either the unit or the pack. Any change to the unit quantity will affect the pack quantity, and vice versa.
ℹ️ When you select the product, the quantity will automatically appear in the inventory destination (the receiving branch).
Requested Quantity: Specify the quantity needed.
Notes (Optional): Add any comments, such as reasons for the request.
Click Submit Request.
The request status will display as Waiting Send. To print the request, click the Print (🖨️) icon.
2. Fulfilling the Preliminary Request
Branches with available stock can fulfill the request:
1- Open the request by clicking its number.
2- Enter the following details:
Source Stock: Specify the branch sending the stock.
Transferred Quantity: Enter the quantity to send.
Notes (Optional): Add any additional information.
3- Click Send.
The request status will change to waiting Receive. To print the transfer invoice, click the Print (🖨️) icon.
3. Receiving the Requested Stock
After the source branch fulfills the request:
Open the request by clicking its number.
ℹ️ You can preview the details by clicking the 👁 icon.
Enter the following details:
Receiving Date: Specify the date the products were received.
ℹ️ This date is for reference only and will not affect the inventory transfer date.
Received Quantity: Enter the quantity received. Partial or full receipts are allowed.
Click Receive.
Click Confirm to finalize the stock transfer.
⚠️ Once confirmed, the transfer details cannot be edited.
The request status will update to Accepted. To print the transfer invoice, click the Print (🖨️) icon.
FAQs
1- Can an initial request be sent for a batch-tracked or serial-tracked product?
Yes, the initial request for tracked products is sent following the same steps as before. Once the request is accepted by the sending branch, the following details must be added:
Batch-Tracked Product:
Enter the batch number.
Enter the quantity to be sent from the selected batch.
Click Send. The quantity will be deducted from the sending branch based on the selected batch.
Serial-Tracked Product:
Enter the serial numbers of the products being sent.
Click Send. The specified serial-numbered products will be transferred.
2- Can requests be sent to multiple branches at once?
Yes. Select the branches and input product details for each. Requests will be processed separately for each branch.
3- Can composite products be included in the request?
Yes. A composite product consists of multiple individual products. When you add the name or SKU of a composite product, the system will automatically calculate and request the quantity of its components. If all components are available in sufficient quantities, the final composite product will be available. View component details by clicking the arrow beside the composite product name, then proceed with the same steps as before.
4- Will branches be notified of new requests?
Requests appear in the Stock Transfer list under Waiting Send. However, no notifications are sent.
5- What if the requested quantity exceeds available stock in the source branch?
Send a partial quantity. Enter the quantity you can dispatch, click Send, and complete the process.
6- Can preliminary requests be rejected?
Yes. Select the Source Stock branch, and click Reject.
The request status will update to Rejected.
7- Can invoices be saved as PDFs?
Yes. Click the Print (🖨️) icon, select Save as PDF as the destination, and save.
8- Why can’t a user see requests?
Ensure the user has permission for the branches involved:
Go to Settings > Users > Edit User.
Grant access to the relevant branches (✔).
Click "Save Custom User", and the user will be able to transfer and receive stock transfer requests between the specified branches.
9- Can products be added using Excel?
Yes.
Select the Destination Stock.
click Import Products, download the template.
add product details, and upload it to complete the request.