Inventory Transfers

Inventory transfers are operations where items are moved from one warehouse to another. This involves recording the exit of products from the original warehouse and their entry into the destination warehouse, which helps keep stock levels up-to-date in each warehouse. In Cashflow, you can easily perform these transfers to ensure accuracy in the location and quantity of your products.

1. Create a new transfer

To create an inventory transfer, follow these steps:

1. In the main menu, go to Inventory and then click on Transfers.
2. In the Transfers list, click the (+) button.
3. In the transfer form, choose the Destination Warehouse (To), date, status (draft or in transit), requested by, and dispatched by. The source warehouse is selected by default, which is the warehouse where the user is currently located.
4. In the content section, you can add the inventory products/items that you want to transfer along with their respective quantities. For each line, you can select a product/item and specify the quantity.
5. Each transfer starts with one default line, but if you need to add more product lines to the transfer, simply click the (+) button below the list and repeat the previous step.
6. Finally, you can add Additional Notes.
7. Click Save to save the document.

2. Editing a Transfer

There may be occasions when it's necessary to make changes to a transfer, perhaps due to an error or mistake. To edit a transfer, follow these steps:

1. In the main menu, go to Inventory and then click on Transfers.
2. In the Transfers list, locate the transfer you want to edit.
3. Click on the actions menu (three horizontal dots).
4. If the Transfer is in Draft status, click on "Edit."
5. If the Transfer is in Transit or Received status, you won't be able to modify it; you'll need to Cancel it and create the document anew.
6. Make the necessary adjustments.
7. Click Save to save the changes.

3. Deleting or Cancelling a Transfer

There may be occasions when it's necessary to delete or cancel a transfer, perhaps due to an error or mistake. To delete or cancel a transfer, follow these steps:

1. In the main menu, go to Inventory and then click on Transfers.
2. In the Transfers list, locate the transfer you want to delete.
3. Click on the actions menu (three horizontal dots).
4. If the Transfer is in Draft status, click on "Delete."
5. If the Transfer is in Transit or Received status, you won't be able to delete it; you'll need to Cancel it.
6. You will be asked to confirm the action.

Receiving an Inventory Transfer

To receive an inventory transfer that you've recorded in Cashflow, follow these steps:

1. In the main menu, go to Inventory and then click on Transfers.
2. In the Transfers list, locate the transfer you want to receive.
3. Click on the actions menu (represented by three horizontal dots).
4. Select the Receive Inventory option. This option will only be available if the transfer is in the "In Transit" status, and you are currently in the destination warehouse.

Take note that you must be in the destination warehouse to receive the transfer. If you are not in the destination warehouse, you need to switch to the appropriate warehouse within the system in order to receive the transfer.

5. Changing Warehouses

If you have multiple warehouses, you can change your assigned warehouse and manage the corresponding transfers from the transfers list. Here's how:

1. In the transfers list, click on Inventory Transfers (Title).
2. Choose the warehouse from the dropdown list.
3. The system will display the list of transfers in the new warehouse.

6. List of Transfers and Options

The options in the actions menu for each transfer are as follows:

1. Receive Inventory
   This option allows you to receive the transfer when you are in the destination warehouse. This option is only visible for transfers coming from other warehouses.
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2. Preview
   This option allows you to view the transfer in a printable format. It's useful for verifying the information before taking any further actions.
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3. Edit
   If you need to edit a transfer, this option allows you to do so as long as it is in the Draft status. You can only see this option if the transfer is in Draft status.
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4. History
   This option lets you view all the transactions associated with this transfer.
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5. Audit
   The audit trail shows the changes made to the document, providing a detailed record of modifications.
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6. Attach File
   You can use this option to add files related to the transfer, such as supporting documents or attachments.
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7. Delete
   If you ever need to remove a transfer for any reason, you can do so using this option. Please note that you can only delete transfers that are in Draft status.
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8. Void Document
   If you need to cancel a dispatched document, you can use this option. A canceled transfer cannot be deleted and remains in the system for record-keeping and auditing purposes.
   

Tips & Best Practices

1. Recording Transfers in Both Source and Destination Warehouses
   If you are handling the process of recording both the sending and receiving of the transfer in both warehouses, you can do it as follows: First, create the transfer in the source warehouse. Then, switch to the destination warehouse to receive the transfer. This way, you will be recording both parts of the process in their respective warehouses.
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2. Transfer Planning
   Before initiating a transfer, it's helpful to perform a general inventory review. This allows you to have a better understanding of the available inventory in each warehouse and decide which products need to be transferred.
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3. Verify Before Receiving
   Make sure to verify the details of each transfer before changing its status to "In Transit" or "Received." Once the transfer's status is changed, it cannot be modified or deleted, only canceled.
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4. Use Draft Status
   Utilize the "Draft" status to prepare your inventory transfers. While a transfer is in the Draft status, you can make necessary changes without affecting your inventory or accounting.
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5. Error Control
   If you made a mistake in a received transfer, you can cancel it and recreate it. Remember that canceling a transfer reverses the original transaction and allows you to create a new one.
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6. Options Based on Status
   Keep in mind that the available options for each transfer depend on its current status. For example, the "Receive Inventory" option will only be visible for transfers in the "In Transit" status coming from other warehouses.
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7. Documentation
   Use the "Attach File" option to add related documents. This will help you maintain a more detailed record and provide a quick reference for audits or reviews.
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8. Audit Trail
   Take advantage of the audit trail option to track changes made in each transfer. This can be particularly useful for identifying errors or verifying changes in case of discrepancies.
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9. Use Additional Notes
   Use the Additional Notes section to add any relevant information that may be useful for others in your organization or for your future reference. You can include details about the purpose of the transfer, specific conditions, and more.

Common Issues

Experiencing problems with the reception function? Here are some common issues and their solutions:

1. Registered a Transfer but Don't Know Where to Receive It
   To receive a transfer, you must switch to the destination warehouse. There, you can see transfers that are "In Transit" to that warehouse. In the transfer's action menu, click on "Receive Inventory."
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2. Can't Change the Source Warehouse (From) in the Transfer
   You cannot directly change the source warehouse in the transfer because this field is set by default based on the warehouse you are currently in. To change it, you'll need to change the warehouse in the system first.
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3. Inventory Discrepancies
   This can occur if inventory transfers are not recorded or updated correctly in the system. To prevent this, it's crucial to verify the details of each transfer before changing its status to "In Transit" or "Received."
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4. Can't Modify or Delete a Transfer
   Once a transfer has changed to the "In Transit" or "Received" status, it cannot be modified. If you need to make a change, you'll have to cancel it and create a new transfer.
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5. Transfer Appears as "In Transit"
   If a transfer is in the "In Transit" status, it means it has not yet been received in the destination warehouse. It's important to register the reception of transfers in the system as soon as it's physically done.
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6. Issues with File Uploads
   The file upload option allows you to add documents related to the transfer. If you encounter problems with file uploads, check that the file format is compatible and does not exceed the maximum allowed size.
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7. Errors When Cancelling Transfers
   Sometimes, transfers are canceled without a full understanding of their impact. A canceled transfer cannot be deleted and remains in the system for record-keeping and auditing purposes. It's essential to understand this before canceling a transfer.
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To avoid these issues, it's crucial to understand how inventory transfers work in Cashflow and follow the recommended best practices. Remember that if you cannot resolve the problem, it's always best to contact technical support for assistance and to avoid potential errors that could affect your accounting records.