Stock Location Transfer
An Item Transfer Note is a critical logistics tool used to record the internal movement of stock between different physical locations within your company. Unlike a sale or a disposal, a transfer does not change the total ownership of the goods; instead, it reallocates inventory from a "Source" location to a "Destination" location. To create a new transfer, navigate to Items & Services > Click "Transfer" Tab > Click "+ Add New Transfer" or navigate to Items & Services > Click "New" > Select "Transfer". Processing this form ensures your stock levels are accurately distributed across your warehouses or retail outlets.
From Location
Select the source warehouse or store from which the items are being moved. The system will verify that there is enough stock at this location to fulfill the transfer request.
To Location
Select the destination warehouse or store that will receive the items. If the desired location is not in the list, click the + icon to create a new location entry.
Date
Enter the date the physical transfer is initiated. This ensures that your inventory reports correctly reflect where the stock was located on any given day.
Reference
A unique tracking number for the transfer (e.g., 001/2025). This reference helps link the digital record to physical gate passes or shipping documents used during transport.
Branch
Select the business branch managing this transfer. This is important for multi-branch organizations to track inter-branch logistics and operational costs.
Department
Assign the transfer to a specific department. This helps in identifying which team requested the movement, such as "Sales" requesting stock from the "Main Warehouse."
Items Section
This section details the products being moved:
- Item Description: Select the item you wish to transfer. The system will display existing items in a dropdown list.
- QOH (Quantity On Hand): The system displays two values here: From (current stock at the source) and To (current stock at the destination). This helps you see if the destination actually needs more stock.
- Quantity: Enter the number of units to be moved.
- Unit: The unit of measurement (e.g., E for Each, Pcs, Kgs).
- Standard Cost: This field shows the recorded cost value of the item. While internal transfers usually happen at cost, this ensures the value of the inventory is correctly shifted between ledger accounts.
- Add Item Button: Click this to move the item details into the transfer table below.
Attachments (Choose File)
Upload digital copies of delivery notes, driver signatures, or vehicle details. These attachments provide accountability and proof that the goods left one site and arrived at the other.
Memo
An open text area for internal notes. Use this to record details like "Urgent restock for weekend sale" or the name of the courier service used for the transfer.
Action Buttons
- Update: Saves any modifications to the form without updating the physical stock counts.
- Process Transfer: Finalizes the document. This action immediately decreases stock at the "From Location" and increases stock at the "To Location."
- Draft: Saves the transfer as a work-in-progress, which is useful if the goods are still being packed and the final count isn't confirmed.
Note: An Item Transfer does not generate a General Ledger (GL) entry. This is because the transaction involves an internal movement of stock from one location to another within the same company, meaning there is no change in the total asset value or financial liability of the organization.