You can use Warehouse Transfers to manage the movement of your inventory between warehouses, accurately, efficiently, and in real-time. Whether moving stock to fulfil shipments, source production, or complete returns, Warehouse Transfers can be created individually or in bulk to move Stock on Hand (SOH) from one warehouse to another, and update your account's inventory stock levels accordingly.

Warehouse Transfers can only be used in your account when at least two warehouses are set up and not obsolete in your account. You can create new warehouses at any time and manage those already made by heading to Settings > Systems > Warehouses.

For a user to be able to create, manage, and complete Warehouse Transfers in your account, their role must have the permissions "View Warehouse Stock Transfers" and "Warehouse Stock Transfers" granted. A user must also have the "Warehouse Stock Transfer Import" permission enabled to create and update Warehouse Transfers using the import function.

You can further limit which warehouses specific users can create and manage Warehouse Transfers for, by updating the warehouse settings' User Access. From the main menu, go to Settings > System > Warehouses, click on a warehouse to open its settings, and use the checkboxes under User Access > Has Access to determine which users have access and involvement with each warehouse.

When Has Access is unticked for a user in a warehouse:

There are three main ways to create a new Warehouse Transfer:

After selecting Add on the Warehouse Transfers page, you'll be taken to the Add Warehouse Transfers page, which allows you to create a new Warehouse Transfer from scratch.

At the top of the Add Warehouse Transfers page, you'll see two drop-down menus, Source and Destination. Use these menus to select which of your account's warehouses the stock is coming from and will be going to, respectively, when the Warehouse Transfer is completed.

You can add any notes relevant to the Warehouse Transfer in the free-text Comments field at the top of the Warehouse Transfer. And use the Template drop-down menu to select a specific Doc Designer template that the Warehouse Transfer will use when printed or emailed.

When a Warehouse Transfer is being created, or when it's in a Parked status, add Transfer Lines to advise the product quantities that will be moved from the source to the destination.

To add new Transfer Lines in a Warehouse Transfer:

Once the first Transfer Line has been added to a Warehouse Transfer the Source and Destination warehouse drop-down menus will be locked, the transaction will be given a unique, auto-generated Warehouse Transfer number, and it will be saved in Parked status. You can add, edit, and remove Transfer Lines until the Warehouse Transfer is in Completed status.

If the products in your inventory have a barcode in their product records, you can use the barcode scanning function to speed up the process of adding new Transfer Lines to a Warehouse Transfer.

To add Transfer Lines using barcode scanning:

Whilst reviewing your SOH and availability in the Reorder Report, you can create a Warehouse Transfer directly from the report to replenish one warehouse's stock with another's.

To create a transfer from the Reorder Report:

After the Warehouse Transfer has been created from the Reorder Report, you still have the opportunity to make further updates and edits to it before it's completed and updates your warehouses' SOH. Navigate to Inventory > Transactions > Warehouse Transfers to find the Parked Warehouse Transfer and update as required.

Whilst a Warehouse Transfer is in Parked status, the transfer quantities advised per product will contribute towards the product's Allocated Quantity in the Warehouse Transfer's source warehouse, which will impact the product's Available Quantity for that warehouse. If the Parked Warehouse Transfer is no longer required to update your SOH, it can be deleted by selecting the red Delete button in the bottom right corner of the transaction's page.

When a Warehouse Transfer is completed, by selecting Complete in the Warehouse Transfer, the source warehouse's SOH decreases, and the destination warehouse's SOH increases by the product's transfer quantity. If there is not enough SOH in the source warehouse to fulfill the transfer quantity, the Warehouse Transfer will fail to complete and will remain in Parked Status.

If there are any batch or serial-tracked products added to a Warehouse Transfer, you must assign available batches or serial numbers from the source warehouse's stock before the Warehouse Transfer can be completed.

To assign batches and serials in a Warehouse Transfer, click on the Batch or Serial field in the Warehouse Transfer's Transfer Line. A pop-up window listing the available batches or serial numbers in the source warehouse will then open, in which you can select the appropriate batch or serial numbers to assign to the Warehouse Transfer. Once a product's total transfer quantity has been assigned batches or serial numbers, the Batch or Serial field in the Transfer Line will be highlighted in green; otherwise, it will be highlighted in red until fully assigned.

You can store external documents via the Attachments tab of your Warehouse Transfer, should you need to include them for reference or context for the stock's movement.

In your Warehouse Transfer, go to the Attachments tab and select either "browse local files" to upload a document from your device, or "search uploaded files" to assign a document from your File Library.

Each Warehouse Transfer has the opportunity to be printed and emailed by selecting the Print and Email buttons at the bottom of a Warehouse Transfer. The Doc Designer template selected in the Template menu of the Warehouse Transfer will be used to generate the transaction's PDF document that's printed or attached to the email.

When you select the drop-down arrow on the Email button in a Warehouse Transfer, you can choose whether to populate the email with the Source or Destination contact. When either is selected, an "Email Transfer" window will be shown, and you will need to confirm that the appropriate contacts and message content have been populated before sending. The To field will populate the email address provided in the source or destination warehouse setting. You can add further recipients by typing their email addresses into either the To or Cc fields, and use the x icon on any populated recipients to remove them from the email.

The email's Subject line will automatically populate with the following format: Warehouse Transfer: {Transfer Number} From {Source Warehouse} to {Destination Warehouse}, and the email's Body will be blank. You can edit and update the subject and body content before sending.

Whilst a PDF version of the Warehouse Transfer will automatically be attached to the transfer's email, you can include additional attachments using the Attach Files button in the Email Transfer window. When you click on Attach Files, any documents or files attached to the Warehouse Transfer or products of the Warehouse Transfer will be available to select and attach.

Finally, before clicking Send in the Email Transfer window, you can use the "Send me a copy" checkbox to send yourself a copy of the Warehouse Transfer email, using your user's email address.

The Quick Transfer function is an easy and efficient way to transfer one product's SOH between warehouses accurately. Available from a product record's Inventory tab, Quick Transfer allows you to create and complete a Warehouse Transfer for the product without leaving the product's page.

To process a Quick Transfer:

When Transfer is selected in the Quick Transfer window, a new Warehouse Transfer will be created and completed, and the SOH in your source and destination warehouses will be updated by the transfer quantity entered. As the Warehouse Transfer is completed upon creation, no changes can be made to it.