Stock transfers
Send stock between stores and warehouses, and confirm what arrived before it's added to the receiving store.
A transfer moves stock from one location to another in two steps: the sending store sends it, and the receiving store confirms what arrived. Nothing is added to the receiving store's stock until they confirm. Find transfers in Stock → Stock transfers.
How a transfer works
| Step | Sending store | Receiving store | Status |
|---|---|---|---|
| 1. Send | Stock leaves straight away, so it can't be sold twice | Sees the transfer coming | In transit |
| 2. Confirm | — | Enters what arrived; that stock is added | Received or Received short |
| or Reject | Everything comes back | Nothing is added | Rejected |
| or Cancel | Calls it back before it arrives; everything comes back | Can no longer confirm it | Cancelled |
While a transfer is in transit, its units aren't on any shelf, so they're not counted in either store's stock or in the business-wide total. The transfer carries them — and their value — until they land.
Send a transfer
Open Stock → Stock transfers and select New transfer.
Choose where it's going From and To. From starts as the store you're working in.
Under Items, choose each product and the quantity. Each product shows how many are available at the sending store.
Add a Note (optional) — for example the driver or vehicle.
Check the total units and the value at cost, then select Send transfer.
The transfer gets a number such as TRF-1005 and shows as In transit on both stores' lists.
Confirm a transfer you've received
When a transfer is on its way to the store you're working in, a banner at the top of Stock transfers says so, and a number appears beside Stock transfers in the menu.
Select Receive on the transfer, or Confirm receipt in the banner.
Check the goods against the list. For each product, enter what actually arrived. It starts at the quantity sent. Everything and Nothing fill every line at once.
If anything is short, choose what happened to the missing units:
- Returned to (sending store) — they never left, or came back. They go back into the sender's stock.
- Lost in transit — damaged, stolen or missing. They're written off and don't come back into anyone's stock.
Add a Note (optional) — for example "One carton crushed on arrival".
Select Confirm all received, or Confirm (received) of (sent) if it was short.
What arrived is added to your store's stock. Its value at cost is added to what your store owes the sender — see Inter-branch settlements.
Reject or cancel
- Reject (receiving store) — open the transfer, select Reject, add a reason if you like, and select Reject transfer. Use it when the wrong goods were sent. Everything goes back to the sender.
- Cancel (sending store) — open the transfer, select Cancel transfer, and confirm. Use it when the goods never left. Everything goes back to your stock.
Only transfers that are still In transit can be rejected or cancelled.
The transfers page
- Coming to this store and Sent, not yet received — in-transit transfers into and out of the store you're working in.
- Value in transit — everything on the move across all stores, at cost.
- Received short — deliveries confirmed short this month.
Use All / Incoming / Outgoing, the status filter and search to find a transfer. Select one to see its full story: who sent it and when, who received it, each product sent and received, the value, and any notes or reasons. The page updates by itself when the other store acts.
Who can do what
- Sending, receiving, rejecting and cancelling need a role that can update Inventory.
- Someone assigned to a store can only send from that store and receive into it. The owner, and people not assigned to a store, can act for any store.
Good to know
- You can only send what's there. If a line asks for more than the source holds, you'll see "Only … available" and can't send.
- Only tracked products can be transferred.
- Cost is captured when you send. Changing a product's cost price later doesn't change the value of a transfer already on its way.
- In the movement history, sending shows as Transferred out at the sender ("in transit to …"), and confirming shows as Transferred in at the receiver. Returned units show as Transferred in at the sender.
- Transfers made before confirmations were introduced are marked Received.