Inventory Transfer

February 14, 2022 10:30

Transfer all your items from one store to another eliminating the need to enter each one. Inventory Transfer involves the movement of items from one store to another, one warehouse to another, a warehouse to a store, or from a store to a warehouse.

Inventory Transfer is a 2-way process:

Initiate Inventory Transfer through UI or Import
Commit Inventory Transfer

Initiate Inventory Transfer

On Console, inventory transfer can be Initiated through Inventory Transfer UI or Import.

User checks 'Process Store Order' when the store has generated an order using the store order features and he wants to convert it to a transfer. The store order will be available in the popup window once you click on the Select Order button. Once the transfer is initiated, the next step is to commit the transfer then the receiving location will have received the items.

Enable Consolidate Inventory if he wants to combine the inventory of one store into another. The process essentially transfers all the items from one store to another eliminating the need to enter every item. Once the user transfers items a pdf receipt will be displayed.

When you initiate a transfer, the inventory is removed from the source store or warehouse, it is not added to the destination store until the transfer is committed; if you error the transfer instead of committing it the inventory is returned to the source store or warehouse.

Note: Adding a "Qty Available" field, displaying available quantities for each item based on the selected source location.

Auto Assign Bin

To enhance efficiency and reduce manual errors during inventory transfers, Auto Assign Bin feature has been introduced to streamline bin selection by automatically assigning bins based on availability, improves visibility into current bin quantities, and offers clearer error handling—all aimed at improving the user experience during transfer workflows.

A new “Auto Assign Bin” feature automatically selects the source bin with the largest available quantity for each item.
If a single bin can fulfill the entire transfer, it is selected by default.
If not, the system warns the user and allows manual bin selection or quantity adjustment.
Users can always override the auto-assigned bin if needed.
When a bin lacks sufficient stock, users receive clear error messages “No bins have enough quantity”.

This update simplifies the inventory transfer process, reduces operational delays, and ensures smoother warehouse workflows with improved accuracy and control.

Inventory Consolidation

If Consolidate Inventory is turned on, all inventory items are transferred from the source to the destination. It, in effect, is closing out the store/warehouse and transferring all quantities to the new location. A message will be displayed, verifying that you want to proceed.

Initiate Inventory Transfer through the Import

You'll need access to a spreadsheet program that supports CSV files such as Excel or Google Sheets. Any other file type will not import.

You can download the sample template by clicking on the Download Sample link.

The mandatory fields for import will be preselected, you also have the option to select the other required fields and download the CSV file sample.

Import Field Descriptions:

SourceID*: Indicate the ID of the store or warehouse you want the inventory transferred from. Enter Store ID or Warehouse ID (Enter 1 for a single location). (This is a mandatory field)

DestinationID*: Indicate the ID of the store or warehouse you want the inventory transferred to. Enter Store ID or Warehouse ID (Enter 1 for a single location). This is a mandatory field)

SourceType*: Enter the source type (S for store or W for warehouse) depending on where you want the quantity transferred from. This is a mandatory field)

DestinationType*: Enter the source type (S for store or W for warehouse) depending on where you want the quantity transferred to. This is a mandatory field)

ItemID*: Unique Item ID of the product (This is a mandatory field)

UPC: Enter the UPC for the item being transferred. (This is an optional field)

Quantity*: Enter the Quantity being transferred (This is a mandatory field)

Bin Location: Enter the Bin Location ID. This is to indicate the bin the item is being taken out of (not the bin at the receiving location). (This is an optional field)

Remarks: Enter any remarks or comments. (This is an optional field)

Order Number: Enter the order number

isConsolidated: To combine the inventory of one store into another.

Reason*: Enter the reason code for adjustment

Now, when you are ready with the import file, process with the steps below.

Importing Inventory Transfer

Go to Utilities → Import→ Click on Inventory Transfer Import
Upload Your File: Attach the Item file by simply Drag & Drop or uploading your CSV file directly from your computer by browsing for it.
Click Continue when done.
Column Mapping: Once the file is loaded the column headers from the file will be displayed below the heading Column Name. In the case of the column header from the file exactly matching the Console field name this will be automatically mapped and this is displayed in the Map to Field.
You can map and make sure all of the column fields data you're importing has been matched to its equivalent setting on Console.
Enter the email address to which you will receive the status of your import.
Click Continue.
Import will be Initiated → Click Finish.
You will be taken back to the Import page, where at the bottom you can see a section 'Recent Imports' which will show the details and current status of the imported file.
Click on the Status (highlighted in blue color) to view the Status Report- This will list both Imported Records as well as Failed Records with a reason for the failure. You also have the option to Download the Failed Records by clicking on the Download button. You can correct the remaining failed record and precede to reimport them.
Once done you can see the Status as COMPLETED

Commit Inventory Transfer

Go to Console --> Inventory --> Inventory Transfer

When you initiate a transfer, the inventory is removed from the source store or warehouse, it is not added to the destination store until the transfer is committed; if you error the transfer instead of committing it the inventory is returned to the source store or warehouse.

All the inventory transfers will be listed here. The inventory transfer number is automatically generated that can be used to track the store order.

By default, when creating the inventory transfer the status of orders will be 'OPEN'.

Click on the 'Transaction No.' will take you to the transfer summary page where you can see all the information regarding that particular transfer such as

Transfer Transaction Number: Auto-generated inventory transfer number.

Transfer Type: Indicates if it is a Store-Store, Store-Warehouse, Warehouse-Store.

Source: The name of the warehouse where the store is receiving merchandise from

Destination: The store that will be receiving the order

Status: Shows the status of the inventory transfer

Initiated by: Will auto-populate once the order is saved

Initiate Remarks: The remarks/comments from the import if provided.

Search Criteria On Filters: When applying search criteria on inventory pages, selecting a specific Transaction No. or anything linked inside the report page and then returning to the previous page now retains the search criteria, improving navigation consistency. This improvement streamlines the workflow, allowing users to manage and view inventory data more efficiently without reapplying filters.

Click on the Commit button to commit the inventory transfer transaction. You will get a commit confirmation popup, click COMMIT to proceed. A Merchandise Transfer Receipt will display and can be printed.

The user also has the option of closing/canceling the transfer before committing.

To close the Transfer, click the Error button which will close the order which technically means that the transfer is canceled and will not transfer items in it.

The user can print or download the inventory transfer receipt as a pdf file.

Once the transfer is committed then the receiving location will have received the items.

Access

Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Store managers, warehouse general managers as well as Venue managers can create store order transfers at Venues or Stores assigned to them.

Multi Location Transfer

Inventory Transfer functionality now includes an option labeled Enable Multi Location Transfer, allowing users to transfer items from a single source to multiple destinations. Users can toggle between Normal Transfer and Enable Multi Location Transfer options. When Enable Multi Location Transfer is selected, users can choose multiple destinations, and the item lookup feature enables adding items in a grid format. The grid dynamically generates headers based on chosen destinations (store/warehouse), with each item having corresponding columns under destination headers. Clicking Initiate Transfer creates separate transfers for each selected destination, ensuring efficient item distribution. Validation checks ensure required fields are filled before initiating transfers. The Enable Multi Location Transfer option is available only when Process Store Order is unchecked, and the Consolidate Inventory option is hidden when Enable Multi Location Transfer is selected. Transfers are allowed even if an item's available quantity is negative or 0, with a popup warning displayed for negative quantities at the source location.

Revert Committed Inventory Transfer

The system allows authorized users to undo committed inventory transactions for better control and correction of inventory movements. This feature is applicable to both Inventory Transfers and Inventory Adjustments, enabling users to revert a committed transaction back to the Initiated status and return the inventory to the In Transit location.

Accidental commits in inventory operations can cause inaccurate stock levels at source or destination locations. This enhancement ensures data accuracy by allowing users to correct such errors while keeping a detailed audit trail of actions performed.

Users with Admin or Financial roles can access the option to undo a committed transaction by clicking on “Reverse Committal”.
Clicking on “Reverse Committal” will prompt the user to confirm the reversal of the transaction.
Once undone, the transaction status changes from Committed to Initiated.
Inventory involved in the transaction is automatically moved back to the In Transit location.
After undoing, the transaction can either be re-committed or marked as Errored Out if needed.
Every action is recorded for compliance and tracking.

Each Revert Committal action is tracked in the system's Audit Log, including:

Transaction ID
User who performed the action
Action Taken (Undo)
Details
Date & Time

The log is accessible through the Audit Log section for review and auditing purposes.

Duplicate Inventory Transfer

User can now duplicate an initiated inventory transfer to an open inventory transfer to edit the items and quantity on the transfer without creating a new one.

Reason Code in Inventory Transfer

A Choose Reason selection is mandatory when performing any of the following actions in an Inventory Transfer:

Initiate
Commit
Error

When a user selects Initiate, Commit, or Error, a confirmation modal is displayed.

The modal includes a Choose Reason dropdown.

Selecting a reason from the list is required to continue.

Users cannot proceed with the action until a valid reason code is selected.

To know more about reason code, Click Here

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