Location Transfer Requests

What is it and what is it for?

Each request states which Location the inventory leaves from, which Location it's going to, and which items and quantities need to be transferred. Before any stock moves, the request must be authorized: any user with the authorize privilege can approve or reject it. Only once it's authorized do the buttons to generate the matching Dispatch (outflow from the source warehouse) and Reception (inflow at the destination warehouse) become available.

You can create a request from scratch, or generate it automatically from another document: from a Production Order (copying its raw material), from a Service Request (copying its items), or from the Reorder Level report, when it makes more sense to replenish a Location with stock from another one instead of purchasing it. When the request comes from one of these documents and the requested quantities don't exceed the source document's, AdmCloud authorizes it automatically, without waiting for manual review.

Screens in this area

How to create a request step by step

1. Open the list and click New. You need the "add" level of the Inventory Transfer Requests permission. The subsidiary and source Location are filled in with your session's defaults; you can change them.
2. Pick the source Location (where the inventory leaves from) and the destination Location (where it's going). Both must belong to the same subsidiary as the request, and they can't be the same Location.
3. Add the items you need to transfer, with their quantity and unit of measure. If your plan has Attributes active, you can also set the variant (for example, Color or Size) on each line.
4. Add a Reference or notes if you need extra context, and attach a supporting file if needed.
5. Save. The request is numbered automatically and set to Pending authorization (unless it was generated from another document and doesn't exceed its quantities, in which case it's authorized right away); the system notifies the users in charge of authorizing it.

Authorization workflow

• Pending authorization: the initial status of every new request, and also what an already authorized or rejected request reverts to when it's edited (any change puts it back to pending).
• Authorize: available to anyone with the authorize privilege on this permission.
• Reject: available to anyone with the authorize or the edit privilege.
• Mark pending again: reverts a decision already made, in case it was authorized or rejected by mistake; available under the same conditions as Reject.

Dispatch and Reception

Once the request is authorized, the Dispatch and Receive buttons become available:

• Dispatch takes you to create the Dispatch from the source Location, linked to this request, to record the physical outflow of inventory.
• Receive takes you to create the Reception at the destination Location, also linked to this request, to record the inflow of the inventory already transferred.

Key fields

Validations when saving

• The source and destination Locations must belong to the same subsidiary as the request.
• The source Location can't be the same as the destination Location.
• You must add at least one item to the request.
• Every inventory-type item needs a valid unit of measure within its unit-of-measure plan.
• Kit-type items aren't supported on this transaction.
• You can't add inactive items, neither when creating the request nor when editing it: the item picker doesn't offer them and the system rejects the save if they come in another way. If an item is deactivated after the request was created, the line that was already saved is kept and the Item field on that line is locked (hover over it to see why). You can still edit the rest of the line —quantity, unit, comments— or delete the whole line; what you can't do is swap that item for another one, or add it again on a new line.
• If you set a Bin on a line, it must belong to the selected source Location.
• The Inventory period covering the document's date must be open.
• The document number cannot change when editing, and any edit resets the request back to Pending authorization.
• You can't delete a request that already has a Dispatch or Reception generated from it; void it instead.

Availability, permissions and conditions

• Access is controlled by the "Inventory Transfer Requests" permission, with separate levels to view, add, edit, delete, void and authorize.
• This feature requires your company to have the Advanced Inventory module active, or the specific add-on Location Transfer Requests module. If you don't see it in the Inventory menu, contact support to confirm the module is active on your account.
• The Attributes (variant) fields only show up if your plan has the Advanced Inventory module, and the Assigned to field only shows up if your company uses the Warehouse Management (WMS) module.

Tips and common pitfalls