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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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DEAR allows both instantly completing stock transfers from the source location to the destination location, or recording in-transit stock in cases when the stock will take some time to arrive at its destination. See 'In-Transit' Transfers Explained below for more details if required.

  1. Navigate to Inventory → New → Transfer.
  2. On the New Stock Transfer page, choose the From location and To location. You can then fill in the following fields:
    • Reference: An optional stock transfer reference field. 
    • Shipment required by date: An optional field for the date when the stock is required at the destination location. 
    • Stock Sent Date: Date the stock is sent from the source location. This field is mandatory for stock transfers with transit. 
    • In-Transit account: An account of class type ASSET that will hold stock value in while goods are in transit. This field is mandatory for stock transfers with transit. 
    • Stock Received Date: Date the stock is received at the destination location. This date will be used for accounting transactions related to the stock transfer and must be entered for all stock transfers in order to complete the transfer.
  3. Select if you want to Put Away your 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 before completing the stock transfer. This will automatically make the transfer an in-transit stock transfer. 
  4. The next step is to generate a stock transfer order for picking stocks. You can use the Skip Order or Skip option to perform a stock transfer without a transfer order and go straight to picking stock. If you wish to skip the order, go to step 8.
  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.
  6. Enter a (transfer) Quantity for each product.
  7. 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).
  8. Once the order is authorised, or if you have used the Skip Order option, go to the Pick/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).
  9. Click Send Stock if using the In-Transit Account option (described below) where the stock will take some time to reach the destination. If the transfer is to take place immediately, go to step 14.
  10. When you click Send Stock, the status changes from Ordered to In Transit. Wait until the goods reach the destination location. If you are not using the Put Away option, go to step 14
  11. Once the goods reach the destination warehouse, go to the Put Away tab, click the button, and select or scan the products to be put away. 
  12. Under the Location column, select the location of the warehouse bin where the products will be put away.
  13. 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. When the full quantity of products has been received and put away, go to the next step.
  14. Enter the Stock Received Date and click Complete to finish the transfer. The stock transfer order status will change from Ordered (or In Transit) to Completed.
  15. 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).
  16. Once the stock transfer is completed, the Manual Journals tab becomes available. You can use this tab to allocate transfer costs to the inventory or as a business expense. See Allocate transfer costs as COGS or business expense for more information. 



'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.



Allocate transfer costs as COGS or expenses

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Once the stock transfer is completed, you can allocate transfer-related costs to transferred stock or as a business expense using the Manual Journals tab. 


To capitalise a manual journal expense, the debit account should be set to the inventory account. This will increase the stock on hand value of your inventory.


Set the debit account to an expense account to class transfer costs as expenses. This will not increase the stock on hand value of your inventory. 


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). 

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.




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