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Inventory Transfers

Action: RETLTRAN

Overview

Inventory Transfers is a software tool used to control the movement of retail inventory and pickup inventory. It maintains a complete transfer history and automatically updates the inventory quantities for the shipping & receiving locations. ​ The inventory quantity of items transferred will be deducted from the outgoing store's on-hand quantity for the style's color/size/width when the transfer is shipped and added to the receiving store's quantity once a transfer request is marked received.

The quantity does not appear in any location while the transfer has a status of ship. ​ This Inventory Transfer form is used to create a transfer request and to manage the request. Managing a request includes:

  • Add/Create a request
  • Shipping the request
  • Receiving the request
  • Cancelling the request

Multiple transfers created for the same TO store location may be combined into a Transfer Manifest. ​

Fields

Header Section

Transfer ID...This is the unique transfer ID automatically generated by ProfitSystem. The first part of the number is your store number (as set in Main->Housekeeping->General Setup->System/Store Setup->Setup Tab) followed by a sequence number. You cannot change this number & one must exist.

Manifest...If this transfer was assigned to a manifest, the manifest ID appears here.

Status...The status of the transfer & the effect on Quantity on Hand (QOH)

PENDING: The transfer has been created, but not shipped. The item is counted in the QOH within the FROM store's inventory QOH.

SHIPPED: A sales associate (SA) id & actual quantity shipped (may be different from requested quantity) has to be entered and upon SAVING the status will be automatically changed by the system to SHIPPED indicating the transfer has been shipped from the From store. QOH is reduced in the FROM location, but NOT yet added to receiving store's inventory QOH. It shows in neither the FROM's ro TO's QOH.

RECEIVED: A sales associate (SA) id & quantity received has to be entered onto the transfer record and upon SAVING the system will auto change the status to RECEIVED indicating the transfer has been received at the To (receiving) store. Quantity on H and of the receiving store is incremented up by the quantity received number manually entered.

CANCELLED: The transfer has been cancelled. Does not change any quantity. The quantity on hand of the receiving or sending store may need to be adjusted depending upon the Transfer Record's status when it was cancelled. Typically does not require a ny adjustments unless the Transfer was cancelled when during a SHIPPED status.

Statues may be manually changed by an SA with adequate security privileges. This is NOT recommended since inventory QOH updates do NOT occur.

Created by... SA who created the transfer request.

Notes...The reason for the transfer. Could include customer name and additional details to facilitate the transfer process.

Transfer from store... The store/service center from where the inventory is coming from.

To store... The store/service center to where the inventory is going to.

To be Transferred Section

Ticket or Inventory Transfer

Pickup item number...If this is a transfer of a pickup inventory item, the item number appears here. A transfer can be for a pickup inventory item, or a style code, but not both.

Ticket/Line number...You can create an inventory transfer directly from the Ticket form, indicating that customer is purchasing an item that is to be transferred into the store. The ticket and line number will appear here.

Note: When an item is sold on a sales ticket with a TRANSFER request status the system will NOT decrements the requesting sore's inventory QOH of the specific inventory item's QOH by the number of units sold. Upon receiving the TRANSFER the item will automat ically be added to the Pick-Up inventory of the receiving store. If the sale was cancelled prior to receipt, the quantity received will be added to the item's inventory on-hand quantity for the receiving store.

Qty to transfer...The quantity to transfer out of the From store.

Style code/size/color/width...The item to be transferred from inventory. Note that the item must actually exist in the store selected as the From store. If you enter the style/size/color/width you cannot enter a pickup item number. This field will accept a bar code number, SKU, or UPC code and convert it to a style code automatically. This field will not quick-fill for that reason.

Serial... This field is available when the optional WinTPS rental production software module is installed. Once a TRACKED rental inventory style & size are entered, a bar-code of a specific item may be scanned to automatically mark it sold, un-available for rental and date retired thus indicating that is the item being transferred.

Note: The transfer of Non-Tracked rental inventory works as any other transfer. The quantity on hand at the 'Transfer From Store' will decrement by the transfer quantity and the inventory of the 'Transfer To store' will increment when received, but the Renta l quantity available for rental will NOT decrement until the item is sold or marked TAKEN on a sales ticket transfer in request.

Ship Section

Qty shipped...The quantity actually shipped out of the From store. Once this quantity is entered, the transfer status becomes Shipped and you can no longer change the qty shipped. For this reason, you cannot ship a transfer in multiple parts.

Also, the qty shipped does not have to match the qty to transfer. This would happen if the from store did not have the total quantity needed, but they went ahead and shipped what they had. You can audit this situation by running the Transfers Where Quantities Vary Report (RP_TRANSBAD) to show transfers where the qty to transfer does not match the qty shipped, or the qty shipped does not match the qty received.

Once the qty shipped has been filled in, the Date shipped fills in automatically, and the user will have to enter their SA ID for the Shipped by. The status changes to Shipped automatically. If this is a retail inventory transfer, the quantity on hand at the From store is decremented at this point. If this is a pickup inventory transfer, nothing happens yet.

Date Shipped... Date/time the item(s) were shipped.

Shipped by... SA who shipped the inventory items.

Shipping method...How were the inventory shipped.

Tracking number... A tracking number / id code for the shipment.

Receive Section

Qty received...The quantity actually received at the From store. Once this quantity is entered, the transfer status becomes Received and you can no longer change the qty received. For this reason, you cannot receive a transfer in multiple parts.

Once the qty received has been filled in, the Date received fills in automatically, and the user will have to enter their SA ID for the Received by. The status changes to Received automatically.

If this is a retail inventory transfer, the quantity on hand at the To store is incremented at this point. If this is a pickup inventory transfer, the Store ID for the pickup inventory item is changed to the To store.

Date received... Date transferred inventory items were received.

Received by... SA who received the items.

Buttons

Print button...Prints a transfer document. The document contains a recap of the transfer and locations for signatures of the responsible people involved in completing the transfer.

Add...Creates a new transfer request.

Done...Exits the form and returns to the calling form.

Save...Saves any changes made to the request.

Cancel...Discards any changes made to a request.