Moving Stock between Locations

There are two ways stock can be moved from one Location to another: Batch Relocation or Stock Transfer

Relocate Batch

• Batches have an action called ‘Relocate’.

• ‘Relocate’ is available on both Batch detail view (allowing you to relocate a single batch) and in Batch list views (allowing you to quickly relocate many batches at once).

• The ‘Relocate’ action is only suitable for relocating a whole Batch at once - if you need to relocate only part of the stock of a batch, you’ll need to use a Stock Transfer.

• ‘Relocate’ is for simple operations and doesn’t allow you to track a relocation operation throughout its lifecycle, or print or email documentation - if you need to do any of that, use a Stock Transfer.

Stock Transfer

A Stock Transfer is a 'proper' transaction that allows you to instruct, record and track the movement of stock between Locations. Use it when you need to make a movement official and keep track of its progress. You should also use Stock Transfers when you need to move some of a batch, but not all of it.

• Start by choosing a ‘From Location’ and ‘To Location’ for the Stock Transfer. The Locations you choose here will limit which batches of stock you can add to the Transfer.

• If the Locations you have chosen have addresses, they will pre-fill here - you can change them if necessary.

• Likewise, if the Locations have assigned ‘stock contacts’, their name and email will pre-fill here, but you can change them if necessary. These contacts will be the default contacts when using the ‘email’ dialogue to send the Stock Transfer instructions.

• Use the ‘transfer instructions’ field to add any specific information the people handling the transfer might need to know.

You can now create lines describing the stock to be transfer from the ‘From’ Location to the ‘To’ Location. Each Stock Transfer supports an unlimited number of lines, so create a single Transfer to represent a ‘movement’ and all the items that are to be moved as lines.

• Select an Item.

• Now select the batch from which stock will be moved. Note that after you’ve selected the Item, you will only be shown batches which are actually located at the ‘From’ Location.

• Enter the quantity to be transferred.

• Choose the batch to which the stock will be transferred. If you don’t already have a batch prepared to receive the stock at the ‘To’ location, open a new window and create one. Remember to locate this new batch at the ‘To’ warehouse, otherwise it won’t appear in the selector after you’ve created it.

• Optionally, enter a reason for the transfer.

Once you’ve saved the Stock Transfer, you’ll be able to print or email a PDF ‘Stock Transfer Order’ document with full details of the transfer.

Immediately after saving a new Stock Transfer, nothing will actually happen. Stock levels will only be impacted as the Stock Transfer moves through its lifecycle, from ‘pending commit’ to ‘received’. You move the Transfer through its lifecycle using the ‘Commit’, ‘Dispatch’ and ‘Receive’ buttons as you and you staff complete the physical tasks necessary to move the stock.

• ‘Pending commit’ is the starting stage, stock will not be impacted at all.

• ‘Committed’ means that the Stock Transfer is ‘approved’ and ready to be acted upon. The stock at the ‘From’ Batch/Location is ‘committed’ meaning it is no longer available for sale.

• ‘Dispatched’ means that the stock has started moving. It is still shown as ‘on hand’ in the ‘From’ Batch but is now marked as being under transfer, and is therefore not available for sale.

• ‘Received’ means that the stock has arrived at the ‘To’ Batch/Location. It is deducted from the ‘On Hand’ quantity of the ‘From’ batch and added to the ‘On Hand’ quantity of the ‘To’ batch, and is of course available for sale.