Issue Stock Transfers

A more formal type of transfer is the Issue/Receive transfer procedure. This type of transfer is used when items are being transported between warehouses that are in different locations. This process uses picking and packing slips to remove inventory from one warehouse and ship and receive it at another. Much like shipping an item however you never loose possession it stays on your books. Picking tickets and packing slips can be printed for the items in transit and there is also the ability to close the transfer without receiving all of the items. They will either ship back to the origin warehouse or be written off as there could be times when items are lost stolen or damaged during the transit. 

Issue/receive transfers also handles multiple items at a time but all items must transfer from and be delivered to the same warehouse. Receipt of the items into the destination warehouse can occur over time with separate receipt entries being made as the items arrive.

There is an accounting trail element to this screen that will track items in transit by transferring item from the inventory G/L account to the transfer GL account. Entries will also be made on the item's transaction history.
Once you have finished entering all the information for the transfer you can press the lightning bolt to process it. It is important to note you can save this transfer information without processing and pull it up the next time enter the screen by pressing the F7 key to go into query mode and then the F9 key to pull up a list of unprocessed transfer numbers. 

•  Transfer Number - Each transfer will be automatically numbered and will the transaction number will consists of the issuing warehouse followed by a sequential number, which ensures all transfers will have unique numbers

• Ship date – The day the item will ship, this will default to today but can be changed

• From Warehouse – The warehouse the items will be shipping from, this warehouse code will be used in the transaction number if you do not know it you can F9 to look it up.

• Ship Via – How the transfer will be shipped, press F9 for a list of options.

• Status of the Transfer – creating shipping or complete

• Received date – When fully complete there will be a date here from the final receipt.

• To Warehouse – Where the items are going

• Item – This is the item that you will be shipping out of this warehouse. Press F9 to get the find item screen to choose an item. You will not be able to ship more than you have at this warehouse and if the item has a serial number you will be asked to enter it upon tabbing through the quantity field.

• Prints Picking Ticket Icon – You have the option of printing a picking ticket for the items on the transfer. This is done by clicking on the Picking Ticket button on the toolbar. Picking tickets for transfers can be printed at any time.

• Issue the transfer – the lightning bolt icon this will cause items to be moved out of inventory and a GL transaction that put the value to a transfer account and out of inventory.

• Print the Packing Slip Icon – You can print a packing slip if it is desired

The Outstanding Transfers report is used to print and track items that are currently in transit. And you will have to go to the Receive Transfer screen to complete the transaction. 

Receive Stock Transfers

Once the originating warehouse has issued inventory it presumably has been entered on to a track and shipped. At this point the physical inventory has been adjusted for the issuing warehouse as has the GL account. (Inventory GL was moved to the transfer GL). The inventory is on a truck now and the next step is to receive it into the destination warehouse which is done in the Receive Stock Transfer screen.

When the transfer was issued out of the originating warehouse it was given a transfer number, by placing this transfer number in the transfer number box all the items that were issued out will populate to be received in.

• Transfer Number – The number that was issued to the transfer when it was issued out of the originating warehouse.

• Date received - This will default to the current date but can be changed.

• QTY Received – This is the amount of the items that were received, this will default to the amount shipped but can be edited for lost or returned merchandise.

• QTY Returned – If any of the items are to be returned they can be entered in this box.

Note: Items returned will be received into the originating warehouse automatically upon processing this receipt.
Press the lightning bolt to receive the items in. 

Close Transfers

As is the case in life items will occasionally fall off a truck, when that happens the Close Transfer is used to record the transaction. Items that are put through the close transfer screen are considered lost in transit and will be written off as an inventory loss.
INV > Transfers

Closing a transfer does not affect inventory on hand quantities. Items on a transfer have already been issued from the originating warehouse and have not been received into the destination so they are considered on order and have a status of "in transit", therefore, the on order quantity of the items is updated and a General Ledger entry is made. This clears out the Transfer account and debits the physical count variance for a loss.

• Transfer Number – The number that was issued to the transfer when it was issued out of the originating warehouse.

This screen will only accept a transfer number, you will not be able to edit the information in any way so you will need make sure that all items that can be received have been received this screen will wright off any items left on the transfer and close the transfer out. 

Outstanding Transfers

At any given time you can print a report of outstanding transfers that will list out what is currently in transit between warehouses
INV > Transfers

• Starting and Ending Transfer number – Enter a starting and ending transfer number for the range that you would like to print out or leave blank to fill them all.

Simple Stock Transfer

Simple stock transfers are usually in house transfers for those who have multiple warehouses setup on the same physical property. A common occurrence is having a showroom setup as one warehouse and a second warehouse setup in the back to house inventory. This screen is used to make the journal entry and move the inventory all in one-step. If you have warehouses in different locations you will want to use Issue and receive transfers screens, the issue and receive transfers screen will give a two-step documented process and account for inventory in transit.

To use the Simple Stock Transfer screen to move items from one warehouse to another…

• Date – Enter the date the items are being transferred. This will be the transaction date that will show in the inventory audit trail. Use F9 to display a calendar or tab through for the current date.

• From Warehouse – this is the warehouse the item is being transferred from. Press F9 for a list of warehouses.

• To Warehouse - this is the warehouse the item is being transferred into. Press F9 for a list of warehouses.

• Item – This is the item to be transferred you will only be able to transfer one item at a time from this screen - Use F9 to search for inventory item numbers in the item find screen.

• Quantity - Enter the quantity to be transferred.

• Process Transactions button – Press this icon to transfer the items. After the transaction is completed the item number is cleared and the cursor remains on the item number so that another item can be transferred.

All transferred items can be queried from the INV > Inventory Transactions report you will receive a message telling you the transfer was completed.