Managing Stock Transfers

Stock transfers let you move stock between two of your locations. View details of previous stock transfers by navigating to Inventory > Transfers.


When performing stock transfers, consider the following:

  • Stock cannot be transferred if a Stocktake is being carried out at either the From or To location.
  • Transfers can only be changed or cancelled using Undo and Void after they have been completed and if no transfer items have been used in sale/production or other stock movements.
  • Stock Transfer will allow the transfer of stock that is allocated by sales or other processes (Assembly, Job, etc.) but have not yet been picked.
  • Component items must be in the same location to be used together for a Production operation (Assembly, Job, etc.).


Prerequisites


Table of Contents


Transferring Stocks

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There are three (3) ways to perform a stock transfer:

  1. Regular Stock Transfer: This involves creating a Stock Transfer Order. Once the Transfer Order is authorised and the goods received, the products in the Transfer Order are transferred from the source warehouse to the destination warehouse.
  2. Stock Transfer without a Transfer Order: This skips the Order process, allowing direct picking and receiving products for transfer.
  3. Stock Transfer with the Put Away option: When applied to a regular stock transfer or a stock transfer without a transfer order, the Put Away option allows you to specify the exact bin(s) in the destination warehouse where you want the stock to be 'put away' for future use.


Regular Stock Transfers

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In a regular stock transfer, a Stock Transfer Order is required. Once the Transfer Order is authorised and the goods received, the products in the Transfer Order are transferred from the source warehouse to the destination warehouse. 


To perform a regular stock transfer:

  1. Navigate to Inventory > New > Transfer.
  2. On the New Stock Transfer page, choose the From location and To location.



  3. Optionally, enter a reference for the stock transfer, and select a Shipment required by date for when the stock is required in the warehouse to which the goods are being transferred. 
  4. In case sending the stock to a warehouse will take a few days, select a Stock Sent Date for when the stock is sent from the source warehouse to the destination warehouse, and enter an In-Transit Account that will hold the stock value while the goods are in transit (see 'In-Transit' Transfers Explained below for more information). In this instance, you will also need to complete the Stock Received Date once the goods reach the destination warehouse.
  5. On the Order tab, create the transfer order by doing any of the following:
    • click the button, manually add product(s) to the order, and enter the quantity to be transferred
    • click Scan to add products to the transfer order by scanning their barcodes
    • click Export to download a CSV file to which you can add products for transfer in bulk
    • click Import to re-upload the filled-in CSV file (you can also use this same button to add products to the transfer in bulk by downloading, filling in and re-uploading a CSV template.

NOTE: You can skip creating a transfer order by checking the Skip Order box (see Transferring Stocks without a Transfer Order below for more information). In addition, if you want to put away the transferred products in a specific bin location, check the Put Away box (see Transferring Stocks with the Put Away Option below for more information).


  1. Authorise the Stock Transfer Order. This changes the status of the Transfer Order from Draft to Ordered. You may also Email or Print the Product Label, Stock Transfer, and/or Stock Transfer Order document at this time (see Emailing Transfer Documents below for more information).
  2. Once the order is authorised, go to the Products tab and select the product(s) to be sent for transfer by doing any of the following:
    • click + and select the products for transfer
    • click +Fill from Order to copy products from the order stage (applicable only if you did not check the Skip Order box)
    • click Export to download a CSV file to which you can add products for transfer in bulk
    • click Import to re-upload the filled-in CSV file (you can also use this same button to add products to the transfer in bulk by downloading, filling in and re-uploading a CSV template).
  3. Enter a Transfer Quantity for each product.



  4. Click Send Stock if using the In-Transit Account option (described below) where the stock will take some time to reach the destination, or click Complete if the transfer is to take place immediately.

    When you click Send Stock, the status changes from Ordered to In Transit. Once the goods reach the destination warehouse, navigate to the Products tab again, then click Complete.

    When you click Complete, the status changes from Ordered to Completed.

NOTE: You will need to enter the Stock Received Date once the goods reach the destination warehouse and before you can complete the transfer.


  1. If required, you may Email and/or Print the Inventory Adjustment and Transfer Label, Stock Transfer document and/or Stock Transfer Order at this time (see Emailing Transfer Documents below for more information).



  2. Once the stock transfer is completed, click the Manual Journals tab, where you can allocate transfer-related costs to transferred stock (similar to Manual Journals in the Purchasing Module). There is no authorisation required for these; as soon as an entered manual journal is saved, a transaction is generated, and costs are updated (all transactions entered in manual journals are also listed under the Transactions tab). Additionally, users can select the way costs are distributed.
    • By Stock Transferred Cost – in cases where products transferred have no cost, the product average cost will be used for cost distribution.
    • By Quantity of Transferred Products.
    • By Weight of Transferred Products – in cases where products have different weight units of measure, the weight will be converted to a unified unit of measure for proper distribution. If there is a product with NIL weight, then this product won’t get any cost allocated to it.
    • By Volume of Transferred Products – in cases where products have different dimensions, the units of measure such as length, width and height will be converted to a unified unit of measure for proper distribution. If a product has no length, width or height indicated, this product won’t get any cost allocated to it.


Stock Transfers without a Transfer Order

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In this type of stock transfer, the Order process used in a regular stock transfer is skipped. Instead, you proceed directly to picking and receiving products for transfer.


To perform a stock transfer without a transfer order:

  1. Navigate to Inventory > New > Transfer.
  2. On the New Stock Transfer page, choose the From location and To location.



  3. Optionally, enter a reference for the stock transfer, and select a Shipment required by date for when the stock is required in the warehouse to which the goods are being transferred. 
  4. In case sending the stock to a warehouse will take a few days, select a Stock Sent Date for when the stock is sent from the source warehouse to the destination warehouse, and enter an In-Transit Account that will hold the stock value while the goods are in transit (see 'In-Transit' Transfers Explained below for more information). In this instance, you will also need to complete the Stock Received Date once the goods reach the destination warehouse.
  5. Either check the Skip Order box or click the Skip button under the Order tab to skip creating the transfer order. This changes the Order tab to a Products tab. It also means that you can directly transfer the products without any need for authorisation.



NOTE: By default, transfer orders are required (see Performing a Regular Stock Transfer above). In addition, if you want to put away the transferred products in a specific bin location, check the Put Away box, then skip the next steps (see Transferring Stocks with the Put Away Option below for more information).


  1. On the Products tab, select the product(s) to be sent for transfer by doing any of the following:
    • click + and select the products for transfer
    • click +Fill from Order to copy products from the order stage (applicable only if you did not check the Skip Order box)
    • click Export to download a CSV file to which you can add products for transfer in bulk
    • click Import to re-upload the filled-in CSV file (you can also use this same button to add products to the transfer in bulk by downloading, filling in and re-uploading a CSV template).
  2. Enter a Transfer Quantity for each product.



  3. Click Send Stock if using the In-Transit Account option (described below) where the stock will take some time to reach the destination, or click Complete if the transfer is to take place immediately.

    When you click Send Stock, the status changes from Ordered to In Transit. Once the goods reach the destination warehouse, navigate to the Products tab again, then click Complete.

    When you click Complete, the status changes from Ordered to Completed.

NOTE: You will need to enter the Stock Received Date once the goods reach the destination warehouse and before you can complete the transfer.


  1. If required, you may Email and/or Print the Inventory Adjustment and Transfer Label, Stock Transfer document and/or Stock Transfer Order at this time (see Emailing Transfer Documents below for more information).
  2. Once the stock transfer is completed, click the Manual Journals tab, where you can allocate transfer-related costs to transferred stock (similar to Manual Journals in the Purchasing Module). There is no authorisation required for these; as soon as an entered manual journal is saved, a transaction is generated, and costs are updated (all transactions entered in manual journals are also listed under the Transactions tab). Additionally, users can select the way costs are distributed.
    • By Stock Transferred Cost – in cases where products transferred have no cost, the product average cost will be used for cost distribution.
    • By Quantity of Transferred Products.
    • By Weight of Transferred Products – in cases where products have different weight units of measure, the weight will be converted to a unified unit of measure for proper distribution. If there is a product with NIL weight, then this product won’t get any cost allocated to it.
    • By Volume of Transferred Products – in cases where products have different dimensions, the units of measure such as length, width and height will be converted to a unified unit of measure for proper distribution. If a product has no length, width or height indicated, this product won’t get any cost allocated to it.



Stock Transfers with the Put Away Option Enabled

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When applied to a regular stock transfer (see Performing a Regular Stock Transfer above) or a stock transfer without a transfer order (see Transferring Stocks without a Stock Transfer Order above), the Put Away option allows you to specify the exact bin(s) in the destination warehouse where you want the stock to be 'put away' for future use. You can divide the transferred products among different bins.


To perform a stock transfer with the Put Away option enabled:

  1. Navigate to Inventory > New > Transfer.
  2. On the New Stock Transfer page, choose the From location and To location.



  3. Optionally, enter a reference for the stock transfer, and select a Shipment required by date for when the stock is required in the warehouse to which the goods are being transferred. 
  4. Select a Stock Sent Date for when the stock is sent from the source warehouse to the destination warehouse, and enter an In-Transit Account that will hold the stock value while the goods are in transit (see 'In-Transit' Transfers Explained below for more information). You will also need to complete the Stock Received Date once the goods reach the destination warehouse.
  5. Check the Put Away box.



  6. On the Order tab, create the transfer order by doing any of the following:
    • click the button, manually add product(s) to the order, and enter the quantity to be transferred
    • click Scan to add products to the transfer order by scanning their barcodes
    • click Export to download a CSV file to which you can add products for transfer in bulk
    • click Import to re-upload the filled-in CSV file (you can also use this same button to add products to the transfer in bulk by downloading, filling in and re-uploading a CSV template.

NOTE: By default, transfer orders are required (see Performing a Regular Stock Transfer above), but you can skip creating a transfer order (see Transferring Stocks without a Transfer Order above for more information).
If you skip creating a transfer order, skip Steps 6-7 in this section.


  1. Authorise the Stock Transfer Order. This changes the status of the Transfer Order from Draft to Ordered. You may also Email and/or Print the Product Label, Stock Transfer, and/or Stock Transfer Order document at this time.
  2. Go to the Pick tab and select the product(s) to be sent for transfer by doing any of the following:
    • click + and select the products for transfer
    • click +Fill from Order to copy products from the order stage (applicable only if you did not check the Skip Order box)
    • click Export to download a CSV file to which you can add the products for transfer in bulk
    • click Import to re-upload the filled-in CSV file (you can also use this same button to add products to the transfer in bulk by downloading, filling in and re-uploading a CSV template).
  3. Enter a Transfer Quantity for each product.
  4. Click Send Stock.
  5. If required, you may Email and/or Print the Inventory Adjustment and Transfer Label, Stock Transfer document and/or Stock Transfer Order (if you did not skip the transfer order process) at this time.
  6. Once the goods reach the destination warehouse, go to the Put Away tab, click the button, and select the products to be put away. You may also use the Scan button to scan the barcodes of the products to be put away.
  7. Under the Location column, select the location of the warehouse bin where the products will be put away.
  8. Under the Received Quantity column, enter the quantity that will be put away. Partial quantities, e.g. not the total quantity transferred, may be entered here.



  9. If you entered a partial quantity in Step 12, repeat Steps 10-12 until the quantity of product transfer lines = total quantity transferred.

NOTE: If the quantity in the product transfer lines DOES NOT EQUAL the total quantity to be put away, an error message will appear.


  1. Click Complete to finish putting away the transferred goods. This changes the status from In Transit to Completed.
  2. The Manual Journals tab will appear after the stock transfer is completed. You can use journals to allocate transfer-related costs to transferred stock (similar to Manual Journals in the Purchasing Module). There is no authorisation required for these; as soon as an entered manual journal is saved, a transaction is generated, and costs are updated (all transactions entered in manual journals are also listed under the Transactions tab). Additionally, users can select the way costs are distributed.
    • By Stock Transferred Cost – in cases where products transferred have no cost, the product average cost will be used for cost distribution.
    • By Quantity of Transferred Products.
    • By Weight of Transferred Products – in cases where products have different weight units of measure, the weight will be converted to a unified unit of measure for proper distribution. If there is a product with NIL weight, then this product won’t get any cost allocated to it.
    • By Volume of Transferred Products – in cases where products have different dimensions, the units of measure such as length, width and height will be converted to a unified unit of measure for proper distribution. If a product has no length, width or height indicated, this product won’t get any cost allocated to it.


'In-Transit' Transfers Explained

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NOTE: Stock Transfer can be completed without the In Transit option. If an In-Transit Account is not specified, DEAR will not generate any transactions related to transit.


Using an In-Transit account is a useful option for scenarios where goods will take some time to reach their destination warehouse. 


The stock transfer process can support an intermediate state of stock departed from the origin warehouse but not yet received in the destination warehouse. This status is called In Transit


The Stock Sent field specifies the date when stock has departed the source warehouse. The movement of stock quantity in the origin warehouse will have a Stock Sent date.


The Stock Received field indicates the date when stock has been received in the destination warehouse. The movement of stock quantity in the destination warehouse will have a Stock Received date.


In-Transit Account – this field is of the ASSET class type and will hold stock value in it while goods are in transit. 



Transactions generated for the process are as follows: 


ActionDebitCreditEffective Date
Stock departs origin warehouseIn-Transit AccountInventory (account associated with stock being transferred)Stock Sent date

In the case of the cost of goods being transferred changing after the Stock Sent date, the date of cost change will be used instead for every cost change grouped by date.


ActionDebitCreditEffective Date
Stock is received into destination warehouseInventory (account associated with stock being transferred)In-Transit AccountStock Received date

In the case of the cost of goods being transferred changing after the Stock Received date, the date of cost change will be used instead for every cost change grouped by date.


Emailing Stock Transfer Documents

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Like sales and purchase orders, you can email and print stock transfer documents, e.g. Product Labels (Inventory Adjustment and Transfer), Stock Transfer documents, and Stock Transfer Orders. These are all done on the Stock Transfers page. See Managing Document and Email Templates for detailed information about customising your stock transfer templates. 


To email stock transfer-related documents:

  1. Perform a stock transfer.
  2. After adding an item for stock transfer, to email and/or print the documents related to the stock transfer, click either the Email or Print button on the top left of the Stock Transfer page, then select the type of document you want printed.



  3. Wait for the report to be generated, then on the Send the email window, enter the email recipients on the To box, separating each entry with a comma.
  4. By default, the CC box is filled with your email address. You may remove this and enter another email address in the box. If entering multiple email addresses, separate each entry with a comma.
  5. Enter a subject for the email. Failing to enter an email subject will display an error during Send.
  6. Click Send to send the email along with the selected data-filled PDF document to the selected email addresses.

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