Stock Transfers

The Stock Transfers tab is the logistics hub of the Stock module. It tracks the movement of inventory from one physical location to another — whether you are moving raw materials from a main warehouse to a secondary assembly site, or sending components to an external subcontractor for outsourced processing. Each transfer keeps your stock visible while it is in transit, separating it from on-shelf availability so the planning team never double-books reserved units.

Typical uses

• Relocate items between internal warehouses or sites (Organization and Locations)
• Dispatch materials to a subcontractor for outsourced production
• Track the value and status of inventory that is currently moving and not sitting on a shelf

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Master table

When you open the Stock Transfers tab you see the master list of all historical and active transfer orders. Use the filter boxes beneath each header to narrow the view to a single site, status, or date range.

Key columns

• Order Number — the unique identifier for the Stock Transfer Record (STR).
• Issue Date & Due Date — when the transfer was initiated and when it is expected to arrive. Late orders show an Overdue badge.
• Origin & Destination — exactly where the items are coming from and where they are going.
• Transfer Value — the total financial value of the goods being moved (auto-calculated from item average unit cost).
• Status — the current logistical state of the order (e.g., Ready to Transfer, In Transit, Complete, Canceled).

Notes

• Transit state. When a transfer is marked In Transit, the units are removed from the origin site's available stock but are not yet added to the destination site's stock. They are held in a transit state to prevent accidental overselling or double-allocation by Buy / Make / Sell.
• Valuation. Total Transfer Value is an estimated figure used for insurance and liability tracking while goods are moving — it is not a re-valuation event for the items themselves.

Best Practices

• Enforce the receive step. A transfer should never be marked Complete by the person who shipped it. The destination-site staff member changes the status only after physically opening the box and verifying quantities.
• Always fill in delivery details. Include the receiving point of contact and phone number so couriers can resolve issues without delaying the shipment.
• Mandate tracking links. For external transfers, require a Tracker Link — this stops the receiving team from chasing the shipping team for ETAs.
• Review the audit log when stuck. If a transfer is Overdue, the Order History tab tells you who last touched the file and when, so you know exactly who to contact.

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Creating a Stock Transfer

To initiate the movement of inventory, create a new Stock Transfer order from the master table.

1. Click + New Stock Transfer at the top right of the master table.
2. Set locations. Click the edit icons (pencils) on the Ship To and From cards to designate the destination and origin sites.
3. Assign details. Fill in Assigned To for the staff member managing the transfer, plus the Issue Date and Due Date.
4. Add items. Click + Add Item and select items from the dropdown. Input the moving quantity under Stock Qty; the system auto-calculates Total Value from the item's average unit cost.
5. Delivery details. Click the edit icon on the Delivery Details card to add specific logistical notes (e.g., Use rear loading dock, Requires forklift).
6. Save or start. Use Save As Draft while you are still building the manifest, or Start Stock Transfer to execute. A confirmation modal — You are about to proceed with this action. Make sure all items are correct. — guards the click; press Continue to finalize.

Notes

• Auto-calculated values. Selecting an item and entering Stock Qty automatically pulls Avg. Unit Cost and computes Total Value — no manual line-item math.
• Friction check. Start Stock Transfer triggers a confirmation pop-up to ensure you do not accidentally lock up inventory without double-checking the manifest.

Best Practices

• Be hyper-specific in delivery details. Include gate codes, loading-dock hours, and the receiving manager's direct phone — this drastically reduces failed deliveries.
• Verify Ship To and From carefully. Flipping origin and destination is a common error. Double-check both cards before clicking Start Stock Transfer.
• Use drafts for complex shipments. When building a manifest with dozens of components for a subcontractor, Save As Draft lets you assemble the list gradually without prematurely reserving stock.

Adding delivery tracking

When items leave your facility via a third-party courier, attach a tracker so anyone viewing the order can check live status.

1. In the General Information tab, locate the Delivery section.
2. Click Add Tracking.
3. The Delivery Tracking modal appears.
4. Paste the courier URL into the Tracker Link field and click Add.

Managing and updating a transfer order

Once a transfer is live, click its row in the master table to open the detailed Stock Transfer Order view. This is where you manage the shipment's lifecycle.

General Information tab

• Actions dropdown. Located at the top next to the status badge. Use it to progress the order through its lifecycle — typical options: Approve and send, Mark as approved and sent, Download STR Draft, or Cancel STR Draft.
• Update Status modal. Whenever you select an action that changes state (e.g., moving to In Transit), an Update Status confirmation modal appears to prevent accidental clicks. Click Continue to apply.

Notes

• The transit state. When status flips to In Transit, quantities are deducted from the origin's available stock so they cannot be sold or used — but they are not yet added to the destination. They live in logistical limbo until Complete.
• Immutable audit trail. Order History logs every status change, tracking-link addition, and user action. Logs cannot be edited or deleted.
• Confirmation modals. Every Actions-dropdown progression triggers an Update Status modal asking for confirmation.

Best Practices

• Segregate duties. The person who packs and ships should not be the person who marks Complete. Receiving-site staff verify physical contents before the final status update.
• Mandate tracking links. If the transfer uses a third-party courier, require Add Tracking with the courier URL. This eliminates calls between shipping and receiving teams.
• Act in real time. Update status to In Transit the moment the box goes onto the truck, not at end of day. Keeping the system synced with physical reality prevents downstream planning from running on stale data.

Order History tab

The Order History tab is an un-editable audit log. It records every action taken on the transfer with the Date, Action Owner, and a Log description — for example, John Doe changed the order status from Draft to In Transit or John Doe added a tracking link.

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Related topics

• Stock Inventory — on-hand quantities by location
• Stock Adjustments — corrections after physical verification
• Stock Takes — cycle counts and discrepancy investigation
• Organization and Locations — set up the sites that origin and destination dropdowns reference