Stock Transfers
Overview
A stock transfer moves product stock from one of your outlets to another — a central kitchen sending cakes to a shop, or one branch topping up another. It is a stock order whose stock comes from another outlet instead of a supplier, so it lives on the same page: Stock Control → Stock Orders (/ingredient-orders).
Sending a transfer takes the stock out of the sending outlet straight away. It is In transit until the receiving outlet receives it, in the admin or on the POS.
Products only
A transfer moves products. Ingredients are still moved with two ingredient transactions, one Out and one In — see Manual ingredient transactions.
Before you start
Both outlets must keep their own stock count for every product on the transfer: the product has a row for each of the two outlets under Outlet stock, with quantity tracked. A product that only has the shared count cannot be transferred — the transfer is refused with "… does not keep its own stock at …".
Create and send a transfer
- Stock Control → Stock Orders → Create.
- Under Stock from, choose Another outlet.
- From outlet — the outlet sending the stock. To outlet — the outlet receiving it.
- Under Items, search each product by name, SKU or barcode and enter its Quantity. The search covers the sending outlet's products.
- Click Send. The stock leaves the sending outlet at once.
The sending outlet can also send a transfer from its POS, under Inventory → Send Stock.
Not ready to send? Click Save as draft instead. A Draft has moved nothing and can still be edited or deleted. Send it later from its form, or with Send in the Next step column of the list.
A transfer has no supplier, order number, invoice number, delivery date, unit price or tax to fill in. Rewardly numbers it itself (TR- followed by the date and a short code) and prices each line at the sending outlet's unit cost at the moment it is sent.
After Send:
- The stock has left the sending outlet. Its ledger shows an Out with the reason Stock transfer.
- The row reads Transfer from the sending outlet, with the status In transit.
- Next step offers Receive stock and Cancel transfer.
If the sending outlet holds less than you are sending, nothing moves and the message says how much it has: "Couldn't send this transfer. Main Kitchen has 45 of Cheesecake; 70 cannot be sent. Send a smaller quantity, or add stock at that outlet first." Change the quantity and send it again; a new transfer that could not be sent is not kept. An outlet with Allow negative inventory switched on is not held to this.
Receive a transfer
In the admin — on the transfer's row click Receive stock. For each line, enter how many arrived under Arrived, then click the main button. It names what it will do, for example Receive 30.
On the POS — at the receiving outlet, the transfer is listed under Inventory → Receive Stock as a Confirmed order, with the sending outlet's name where a supplier's would be. Open it, enter how many arrived under Arrived, and tap the button, which names what it will do as in the admin.
Receiving raises the receiving outlet's stock (an In with the reason Stock transfer). The stock arrives at the cost it left with, so the receiving outlet's average purchase price for the product moves accordingly; its latest purchase price does not change.
If only part arrives, enter that part. The page, or the POS screen, then asks about the rest.
When not everything arrives
When you enter less under Arrived than is still in transit, the page shows Not arrived with the missing quantity and three answers:
| Answer | What it does |
|---|---|
| Still on the way | Receives what arrived and keeps the transfer open. It becomes Partially received and its next step reads Receive remaining. |
| Returned to (sending outlet) | Puts what did not arrive back into the sending outlet's stock, with the reason Stock transfer returned, and closes the transfer. |
| Lost or damaged | Writes off what did not arrive and closes the transfer. The stock is not put back anywhere. |
The main button follows your answer: Receive 3 and return 2 to Main Kitchen, for example, or Write off 4 when nothing arrived. Returning and writing off ask once before they act. The list then reads Completed · 2 returned or Completed · 1 written off.
The POS asks the same question on its Receive Stock screen, so the outlet that took the delivery can close the transfer without the admin website.
Cancel a transfer
- A Draft has moved nothing — delete it.
- A transfer that is In transit and has not been received at all: click Cancel transfer on its row and confirm. All of its stock goes back to the sending outlet and the status becomes Cancelled.
- Once part of it has been received it can no longer be cancelled. Open its receive page, enter 0 under Arrived and answer Returned to the sending outlet instead.
A transfer that has been sent cannot be edited.
Statuses
| Status | What it means | Next step |
|---|---|---|
| Draft | Saved. No stock has moved. | Send |
| In transit | Sent. The stock has left the sending outlet. | Receive stock · Cancel transfer |
| Partially received | Part has arrived at the receiving outlet. | Receive remaining |
| Received | Closed: everything was received, or the rest was returned or written off. | Completed |
| Cancelled | All of it went back to the sending outlet before any was received. | — |
Where transfers show up
- Stock Movement Report — the sending outlet's Transferred out column (what it sent, less what was returned) and the receiving outlet's Received column. See Stock Reports. A written-off unit stays in Transferred out; it has no column of its own.
- Inventory Transactions — one line per movement, with the reasons Stock transfer and Stock transfer returned.
- Total Cost in the Stock Orders list is the value that was sent, at the sending outlet's unit cost.
Who can do it
Transfers use the Stock Orders permissions: a role that can create and update stock orders can raise, send and cancel a transfer, and a role that can receive stock orders can receive one. See Roles & Permissions.
Related
- Suppliers & Purchasing — stock orders from a supplier, on the same page.
- Inventory — giving an outlet its own stock count.
- Stock Count & Ordering on the POS — receiving at the till.
- Stock Reports — the Stock Movement Report and the ledgers.