Stock Transfers

Overview

Stock transfers have a few purposes:

1. Make a necessary adjustment to write on / add / transfer in stock that has been found

2. Make a necessary adjustment to write off / delete stock that is damaged or lost

3. Convert stock from one part number to another. E.g. where an item was received under the wrong part number by mistake.

Many part numbers can be updated in a stock transfer, so each transfer batch is given a number.

The field detail External is used when inventory is being transferred into or out of the stock. Where serialised stock is being transferred, serial number details are entered when the stock is being transferred into stock on hand. Where stock is being transferred out, either to External or to another part number, the serial number item is selected from a search window.

Stock Transfer In

Select ‘External’ as the From Part No and the actual item as the To Part No.

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The default transfer reason is populated into the header and each line and a different reason can be selected. The To Part Last Cost Each field is populated with the Last Cost from the inventory record, Prices tab and this field is editable.

The stock on hand figure is increased when the record is activated.

Stock Transfer Out

Select the Part No to be decreased and the To part number as ‘External’.

When the part number is entered or selected, a search window of available stock lines are displayed for selection and is displayed in date order. Select one or many of these.

When the user enters the transfer Quantity, the Old and New Quantities are calculated. The From Part Last Cost can’t be edited, that’s the value of the items in stock.

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Convert Stock

Where you want to move stock from one part number to another, you can convert them on the same transfer line. For example, 5 standard keyboards should have been received as wireless keyboards.

In this case, the To Part will inherit the cost of the From Part. If you want to modify the cost on the way through, then enter them on separate lines.

Stock Transfer Reasons

When a stock transfer is activated for a dollar variance, the journal posts the value to the ledger accounts defined on each inventory item against the Write On, Write Off labels. Check your Inventory Classification or particular inventory item (Other > Ledgers) for these ledgers.

But, as well as being informative, stock transfer reasons allow you to over-ride which general ledger accounts your transfer value gets posted to. For example, in the configuration below, when Stock Transfer Reason ‘Damaged’ is used, the value will post to 2810-000-04 instead of 2810-000-03.

Manage your Reasons in Inventory > Configuration > Stock Transfers > Reasons.

Bin Locations on Stock Transfers

You can display the bin location of an item on a stock transfer to manage which bin the item is sent to. The From Part Bin Location can’t be changed, that’s where the stock is sitting now. The To Part Bin Location is auto populated with the default bin for that warehouse for that item, but can be changed with the lookup button.

Other available columns on a Stock Transfer

Here are some other columns you can expose on stock transfers.

Reverse or Mirror a Stock Transfer

There is an option to reverse out a stock transfer by using the 'Mirror Transfer' option. Where there have been stock movements that don't allow this to be exactly reversed, a message displays “Warning: Because of stock levels, the stock transfer could not be precisely mirrored”.

Steps

1. Inventory • Stock Transfer

2. Load required transfer form from the search window

3. Utilities > Mirror Transfer

4. New form is created and the grid and Reference details are populated

5. Change Transfer Date if required

6. Complete the rest of the form

7. Save and activate

Copying a Stock Transfer

A stock transfer can be copied to create a new record where:

• A line is transferring stock out of a part number To External and stock exists. Where there is insufficient stock available, the Transfer Quantity is reduced to the Available Quantity

• Where the item is serialised, transferring out is only allowed up to the available quantity for that serial number. This will work for batched items. If you have a quantity of 1 per serial number, the available quantity is now 0 if you already transferred it out on the original stock transfer. Choose a new serial on the copy transfer.

• Transferring From External To Part Number using serial number uses the same details as the source transfer document, just enter the new quantity to transfer.

Steps

1. Inventory • Stock Transfers

2. Load the required stock transfer from the search window

3. Click ‘Copy’ in the Ribbon

4. Edit the new form as required

5. Save and activate