Create, prepare, send and receive a transfer

In the day-to-day operations of any business, it is very common to need to move product inventory between warehouses or stores. In Stockagile, these stock movements between locations are called transfers. 

Requirements to create a transfer

• You must have at least one product created. You can learn how to create a product in the section Create product.
• You must have at least two warehouses or stores created in the system in order to perform transfers from one location to another. You can learn how to create a store in the section Create store or warehouse.

Transfers can be in one of the following states

1. Pending preparation: when it's ready to be prepared but without the inventory assigned.
2. Sent: when the inventory has left the source warehouse/store.
3. Pending confirmation: when it has been received and a receipt note has been created.
4. Received when the receipt note confirms all received inventory.

Once a transfer has been created, you can access it through the list of registered transfers; being able to use the list filters to find it more easily (according to the warehouse/store of origin or destination of the transfer, according to its status, or according to its type: if it is a transfer or replenishment). 

List filters for transfers

Create a transfer

1. Go to the side menu in the INVENTORY section and click on the TRANSFERS button.
2. You will see the list of transfers. To create a new one, you will need to click the NEW TRANSFER button (located in the upper right corner of the screen).
3. Once inside the new transfer screen, fill in the mandatory fields (marked with "*"), those that are not already pre-filled:
• Serial number: default serial number of transfers. Click here for more information on creating serial numbers, or click here, for more information on setting up default serial numbers.
• Receipt Note Serial Number: serial number you want to set for the receipt notes.
• Expected Date: When the transfer is expected to arrive at its destination.
• Source Warehouse: warehouse or store where the inventory will be leaving from.
• Destination Warehouse: warehouse or store where the inventory will be added to. 
• Notes: additional notes about the transfer.
• Tags: tags for the transfer.
4. Finally, once all fields are filled in, you need to click CONTINUE and the program will create a draft transfer, without any assigned products. 

Step 1: List of transfers

Step 3: Creating a new transfer

Add products to a transfer

1. Once inside a transfer, you will find yourself on the "Delivery" tab.
2. Inside the delivery tab, you will see:
   • Delivery details: the process by which the transfer is going and who has made changes within it.
   • Transfer preparation:
     • Summary: where you can manually enter products.
     • Details: specific tab for UIDs and batches.
     • History: activity log of the transfer that streamlines and improves data processing.
3. To add the items you will transfer from the source warehouse/store to the destination warehouse/store. You have three ways to add products:
   • Searching for items by typing in the first search box.
   • Using the advanced search by clicking on the "Advanced Search" button
   • Scanning a product's barcode (for this, the cursor has to be outside the search box).

     • ⚠️ Note: If you use the scanner, the information will be processed in the "History" tab for faster and more efficient processing. If, however, you want to work from the "Summary" tab, you should deactivate the button at the top right of the table.

     • ⚠️ Note: To scan serial numbers for batches or UIDs, you must activate/deactivate the functionality by clicking on the scanner icon found at the top right in the menu.

4. For each added product, Stockagile displays the variant 1 and 2 in matrix format, the inventory in the source warehouse/store, the inventory in the destination warehouse /store, and the total inventory you are moving in the transfers.
5. Once you have entered all the products you want to transfer, you can prepare the inventory, which will be ready for shipping:

• Prepared: When a transfer is prepared, it moves to the Inventory Assigned state, and the inventory no longer appears as available in the source warehouse/store. To prepare a transfer, you must click on the PREPARE button located in the upper right corner.
• Send: When a transfer is sent, it moves to the Sent state and the inventory no longer appears within the source warehouse/store, but is now in the destination warehouse/store. To send a transfer, you must click on the SEND button located in the upper right corner.

Step 2 and 4: inside the delivery tab editing the transfer

Step 2: inside the "History" tab

Step 5: "Prepared" transfer ready to send

Receive and confirm a transfer

1. Once inside a transfer, click on the RECEIVE button.
2. Next, you can confirm the quantity of items received in the transfer. The quantities entered previously will be displayed for you to simply confirm the inventory.
3. Once everything is validated, you must click on the "Confirm" button and the transfer will be marked as "Received".

Step 1: Transfer pending to RECEIVE

Step 2: Confirmation of receipt 

Step 3: Receipt confirmed