Bin Transfers

A Bin Transfer is the transaction you use to move stock from one Bin to another, within the same Location (warehouse). It doesn't change the warehouse the item is in, only the exact spot inside that warehouse — for example, when relocating received merchandise to its final aisle, or staging stock for dispatch.

Module: Advanced Inventory (Enterprise edition) Requires the "Location Transfers" permission of your user group

What is it and what is it for?

Each line on a Bin Transfer specifies an item, a quantity, and two Bins: a source one (where it leaves from) and a destination one (where it arrives). When you save it, AdmCloud subtracts the stock from the source Bin and adds it to the destination Bin, without changing the item's total stock in the Location and without generating an accounting entry, since both Bins belong to the same warehouse.

This feature only applies to items with the Requires Bins option checked on their card (see the Inventory Bins page). If an item doesn't use Bins, it cannot be included on a Bin Transfer.

How to use it

Open the Bin Transfers list and click Create.
Confirm the Date, the Subsidiary (if applicable) and the Location (warehouse) where the movement happens. Both Bins on every line must belong to this same Location.
Add one line per item to move: pick the Item, the Quantity and its Unit of Measure.
Enter the Source Bin (where the stock leaves from) and the Destination Bin (where it arrives). They cannot be the same Bin.
If the item requires a Lot, Serial Numbers, Attributes (such as Color or Size) or a Customs Declaration, fill them in on the line; AdmCloud asks for them based on the item's setup.
Optionally add Dispatch Instructions or Comments per line, and a general Reference and Notes on the header.
Attach supporting files if needed and click Save. The document number is generated automatically.

ℹ️

A Bin Transfer can originate from another document (for example a Sales Order), in which case AdmCloud keeps that reference and marks the source document's lines as picked during the dispatch process.

Main capabilities

Filter the list by date range, Subsidiary and Location, and customize which columns show and in what order, saving your own configuration.
Duplicate an existing document to speed up repetitive movements between the same Bins.
Print the document with different templates, including signature space for whoever dispatches and whoever receives the merchandise inside the warehouse.
If your company uses mobile warehouse devices (WMS), Bin Transfers can also be recorded from there, looking up Bins by name.

Key fields

Field	What it is for
Date	Date of the movement. Must fall within an open Inventory accounting period.
Location	The warehouse where the transfer happens. Both Bins on every line must belong to this Location.
Subsidiary	Only shown if your company has Subsidiaries enabled.
Item	The product being moved. Must be active and marked "Requires Bins".
Quantity and Unit of Measure	How much is transferred and in what unit, within the item's unit-of-measure plan.
Source Bin	Where the stock leaves from. Required; must have available stock of that item (and Lot, if applicable).
Destination Bin	Where the stock arrives. Required, and different from the Source Bin.
Lot	Required only if the item requires Lots.
Serial Numbers	Required only if the item is serialized; one per unit of the transferred quantity.
Source Transaction	Optional reference to the document (for example a Sales Order) that triggered this transfer.
Reference and Notes	Free text to identify or document the movement.

Validations when saving

The Inventory accounting period must be open for the document's date.
At least one line with a valid item is required.
The item must be active and marked with the "Requires Bins" option.
Source Bin and Destination Bin are required and cannot be the same Bin.
Both Bins must belong to the Location specified on the document.
Available stock is required for the item (and Lot, if applicable) in the Source Bin for the specified quantity.
A Lot is required if the item requires Lots; a Lot is rejected if the item doesn't use them.
Serial Numbers are required if the item is serialized, and can't duplicate serials already in stock.
Unit of Measure is required and must belong to the unit-of-measure plan configured on the item.
If a line references a Source Transaction, it must exist, belong to the same Subsidiary, be authorized and not be voided.
Service and Kit type items are not supported on this document.

Voiding and deleting

A Bin Transfer can be voided (it stays marked as voided but is kept for audit purposes) or deleted, depending on your user group's permissions. In either case, AdmCloud reverses the stock movement between the Bins involved, and if the document had a linked Source Transaction, that document is reopened so it can be dispatched again. It can only be voided or deleted while the accounting period for the document's date is still open.

Availability, permissions and conditions

This feature requires the Advanced Inventory module, available as an add-on module of the Enterprise edition (the same module that enables Inventory Bins). If your company doesn't have that module active, the screen shows a "not available on this edition" message.
Access is controlled with the "Location Transfers" permission of the user group, with separate levels for browsing, adding, editing, deleting and voiding.
Only items with the "Requires Bins" option checked on their card can be included.
With Subsidiaries enabled, the list and the Location selector are limited to your current Subsidiary.

Tips and common mistakes

💡

Use this transaction instead of an inventory adjustment when you only need to change an item's Bin without changing its total stock in the Location — this way you keep the movement history between Bins.

⚠️

"No available stock in the Source Bin" means the quantity (and Lot, if applicable) you're trying to move isn't actually in that Bin; double-check the correct Bin before forcing the movement.

ℹ️

If an item doesn't show up as available to transfer, check that it has the Requires Bins option checked on its card; items without that option don't take part in Bin Transfers.