Item Transfer

Understanding the Two-Transaction Model

Every transfer creates a pair of linked transactions:

1. Transfer Out — Created at the sending store. Removes items from the sending store's inventory. The Transfer Account (an asset clearing account) is debited, and the item asset accounts are credited. Status is In-transit.

2. Transfer In — Automatically generated as the linked counterpart at the receiving store. This transaction is initially unposted and acts as a pending receipt. No inventory movement occurs at the receiving store until someone clicks Receive Transfer.

3. Receive — Clicking Receive Transfer posts the Transfer In, which adds the items to the receiving store's inventory and reverses the clearing account. Status changes to Received on both sides.

Transfer No.

Auto-generated transaction number. Each side of the transfer (Out and In) has its own number. Sequence numbering is by store.

Date

Posting date. For Transfer Out, this is the ship date. For Transfer In, this is the receipt date (set when received).

Store

The store that owns this side of the transfer. For Transfer Out, this is the sending store. For Transfer In, this is the receiving store.

Employee

Auto-filled from the current session for audit trail purposes.

Station

Auto-filled from the current session for audit trail purposes.

Transfer Type

Read-only. Displays Transfer Out or Transfer In to indicate which side of the transfer you are viewing.

Transfer Status

Read-only. Shows In-transit while goods are between stores, or Received after the receiving store has confirmed receipt.

To Store / From Store

The label changes based on the transfer type. On a Transfer Out, it reads To Store (the destination). On a Transfer In, it reads From Store (the origin). Changing the To Store validates that all items are stocked there — items not stocked prompt for removal.

To/From Transfer No.

Read-only. The linked transaction number on the other side. Click to navigate to the counterpart transfer.

Transfer Account

The GL clearing account used to hold inventory value while goods are in transit. Defaults from the store's Transfer Account setting. This account balances to zero once the Transfer In is received.

Picked?

Checkbox indicating the items have been physically picked for shipment. Set on the sending side; displayed read-only on the receiving side.

Memo

Free-text field (40 characters) for shipping notes, carrier references, etc. Editable only on the Transfer Out side. The Transfer In displays the sending store's memo as read-only.

What the sender can do:

• Add items to the transfer by scanning or typing item numbers.
• Set quantities for each item (negative values are blocked).
• Change the size for multi-size items (dropdown of defined sizes).
• Select serial numbers if items are serial-tracked.
• Select expiry batches automatically via FIFO allocation when items are expiry-tracked. If the quantity exceeds a single batch, the system splits the line into multiple rows, one per batch.

The items table is fully editable on the Transfer Out side. Columns:

Item Number — Scan or type; lookup opens on partial match.
Description — Auto-filled (read-only).
Size — Editable dropdown of item sizes.
On Hand — Current on-hand at the sending store (live, not historical).
Quantity — Number of units to ship. Entering a quantity auto-calculates Amount using selling cost.
Amount — Total cost value of the line. Depends on the store's Price Level setting (Cost, Regular, Level 1–4, or Cost+). Read-only on the sender side.
Deposit / Levy — Auto-calculated container and environmental charges.
Total — Sum of Amount + Deposit + Levy.

What the receiver sees:

The Transfer In is a read-only view of the transfer. The items table, stores, account, and memo are all locked. The receiver can only:

• Review the items, quantities, and amounts being received.
• Click Receive Transfer to post the Transfer In and add the items to their store's inventory.

The receiver cannot edit quantities, add or remove items, change the store, or modify the transfer account. This ensures that the sending and receiving sides always match.

The value of transferred inventory depends on the sending store's Price Level setting:

Cost — Items transfer at FIFO/weighted average cost. The Transfer Amount equals the inventory cost value.
Regular / Level 1–4 — Items transfer at the corresponding selling price. Any difference between selling price and cost is posted to the store's Transfer Income account as an internal margin.
Cost+ — Items transfer at cost plus a configured markup percentage (from the store's Cost Plus setting).

The Transfer Amount at the bottom of the screen shows the total value of the transfer.

• Items must be stocked at both the sending and receiving stores. Items not stocked at the receiving store prompt for removal.
• Expiry tracking: If the receiving store tracks expiry but the sending store does not, the item is blocked from transfer. If both track expiry, batches are allocated via FIFO.
• Negative quantities are rejected with an audible beep.
• The RECEIVE_TRANSFERS security permission is required to receive. RECEIVE_TRANSFERS_OTHER is required to receive for a store other than the user's current store.
• At receiving time, if any item is not stocked at the receiving store, the system offers to auto-stock the item.

Item Search

Opens a search dialog to find items within the transfer by number or description.

View Serials

Displays serial numbers assigned to items in this transfer. Allows editing serial assignments.

Receive Transfer

Posts the receiving side (Transfer In), adding items to the receiving store's inventory and changing the status to Received on both sides. Disabled once received. Only visible on the Transfer Out when the linked Transfer In exists but is unposted.

Print

Prints the transfer document. After saving, a prompt asks whether to print.

Transfer Out (sending):

• Credit each item's Asset Account (removes inventory value).
• Debit the Transfer Account (clearing account — represents goods in transit).
• If Price Level is not Cost: Post margin to Transfer Income account.

Transfer In (receiving):

• Debit each item's Asset Account (adds inventory value at the receiving store).
• Credit the Transfer Account (clears the in-transit balance).

After both sides are posted, the Transfer Account nets to zero for the transfer.