Location Transfers

What is it and what is it for?

Each transfer states which Location the goods leave from, which Location they're going to, and which items and quantities are being moved. You'll use it both to restock a branch from your main warehouse and to move stock between any two of your own Locations in general.

It's also the key piece of consigned inventory handling: when a Sales Order will be dispatched from a consignment Location (a Location associated with a customer), its Details screen lets you generate, with one click, the Transfer that sends the goods to that Location (Transfer button), and later the reverse Transfer that brings back whatever didn't sell (Return button). This requires the Consignment Sales feature to be active on your account.

Screens in this area

How to create a transfer step by step

1. Open the list and click New. You need the "add" level of the Inventory Transfers permission. The subsidiary and the source Location are filled in with your session's defaults; you can change them.
2. Pick the destination Location. It must belong to the same subsidiary as the transfer and can't be the same as the source Location.
3. Add the items with their quantity and unit of measure. Depending on your company's active modules, you can also set the source and destination Bin, Lot, serial numbers, a Customs Declaration or Attributes (variants) on each line. If every line uses the same source Bin or the same destination Bin, type the value on the first line and click the blue arrow in that column header to copy it down to the rest of the detail. The bin only goes to lines whose item uses bins; if a line is left out, AdmCloud tells you.
4. Attach a supporting file if you need one, such as an external delivery note.
5. Save. The transfer is numbered automatically and the inventory moves right away: it's deducted from the source Location and added to the destination Location. No prior authorization is required.

Transfers from a Consignment Sales Order

When a Sales Order will be dispatched from a consignment Location, its Details screen shows two extra buttons:

• Transfer: creates the Transfer from the source Location to the consignment Location, with the order's items already loaded.
• Return: creates the reverse Transfer (from the consignment Location back to the source Location), to bring back goods that are no longer going to be billed.

Consigned Inventory Conciliation

When a transfer was made to a customer's consignment Location, you can "settle" it with the Consigned Inventory Conciliation: for each item you enter the Quantity to Bill and the Quantity that won't be billed; the system automatically calculates the Quantity to Return (whatever is left, neither billed nor written off).

On save, AdmCloud automatically generates, in a single operation:

• A Sales Order to the customer for the items and quantities marked to bill.
• A reverse Location Transfer (back to the source Location) for the items marked to return.

It can only be run once per transfer: if it already has another document generated from it, the option isn't available. Serialized items also can't be returned through it.

Key fields

Validations when saving

• The source and destination Locations must belong to the same subsidiary as the transfer.
• The source Location can't be the same as the destination Location.
• You must add at least one item to the transfer, and at most 500 lines.
• If the transfer comes from a source document, only a Sales Order with a consignment Location set, or another Location Transfer, is accepted; any other document type is rejected, and that source document can't be void or unauthorized.
• Serialized items need their serial numbers, Lot-tracked items need a valid Lot, and items that use Bins need a source and destination Bin — in every case the item must be configured to support that feature.
• Items with a Customs Declaration configured require one, and items with variants require their Attributes.
• The unit of measure is required and must be included in the item's unit-of-measure plan.
• The Inventory period covering the document's date must be open.
• The document number cannot change when editing, and it can't be repeated with one that already exists.
• You can't delete or void a transfer that already has other documents generated from it (for example, from a Consigned Inventory Conciliation); you must first reverse those documents.

Availability, permissions and conditions

• Access is controlled by the "Inventory Transfers" permission, with separate levels to add, edit, delete and void. Reprinting an already-printed transfer additionally requires the "Location Transfers, Reprint" permission.
• Available from the Standard plan onward (not included in the Basic plan); on the Enterprise plan it depends on your company's Inventory module being active.
• The Bins, Serials, Lots, Attributes and Customs Declaration fields only show up if your company has the Advanced Inventory module active.
• The Transfer and Return buttons on the Sales Order require the Consignment Sales feature to be active.
• The Consigned Inventory Conciliation requires the Advanced Inventory module, its own feature active on your account, and the "add" level of the "Consigned Inventory Conciliation" permission.

Tips and common pitfalls