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Move goods between locations

Move items from one location to another with New transfer: inside a branch they move at once, between branches they are dispatched and then received, and every shortage or damage is recorded until someone resolves it.

Who this is for: Owner Manager Receiving clerk
Last reviewed:

Move goods from one location to another from Inventory → Stock transfers → New transfer. A transfer doesn't change the company total; it only changes which location counts the goods.

Before you start

  • The owner and the manager create transfers. Incoming transfers are received at their location by someone whose role holds the Receive stock transfers permission, such as the Receiving clerk role.
  • You need at least two active locations.
  • Configuration Studio → How we move stock sets how goods move. The default inside one branch is Instant, and between two branches it is Dispatch, then receive.

Create the transfer

  1. Open Inventory → Stock transfers and press New transfer.
  2. Choose From location and To location. Press Swap direction if you picked them the wrong way round.
  3. Read the line that appears under the two locations: it tells you whether the transfer is instant or dispatch, then receive.
  4. Press + Add item, choose the item and enter the quantity. What is available at the source shows next to it.
  5. For an instant transfer, press Post transfer; the quantity moves to the other location at once.

Sahab never moves more than is available at the source, and never the quantity reserved for sales waiting for delivery.

Dispatch, then receive

With Dispatch, then receive, you see a Carrier / custody holder field and two buttons instead of posting:

  1. Type the name of the driver or employee taking the goods, if you like.
  2. Press Save and dispatch if the goods leave now, or Save draft to send them later with Dispatch on the transfer page.
  3. Once dispatched, the transfer shows In transit. The goods have left the source and can't be sold anywhere until they are received.

Note: You can cancel a transfer only while it is a draft, with Cancel draft. After dispatch there is no going back: the goods are either received or their discrepancies are resolved.

Receive at the destination

  1. Open the transfer from the list and press Receive.
  2. For each item, enter what arrived Good, what arrived Damaged and what is Missing.
  3. Enter Extra only if more arrived than was sent, and only after entering everything that was sent.
  4. Give a Reason for the difference for any shortage, damage or extra.
  5. Press Record receipt.

Anything you don't enter stays in transit, so you can receive in several goes if the goods arrive in parts. Your company may also turn on Different person receives in the Studio, or Blind transfer receipt, where the receiver counts without seeing what was sent.

Resolve discrepancies

Nothing disappears: Sahab holds short, damaged and extra units in the destination branch's transfer discrepancies location. Each one shows under Discrepancies on the transfer page, and someone holding the Resolve transfer differences permission settles it:

  1. Press Resolve on the discrepancy's row.
  2. Choose Write off as loss, Return to source or Accept at destination, and enter the quantity.
  3. Press Record resolution.

If you are claiming a shortage from the carrier or the supplier, press Mark claim pending until it is settled. Damaged units also have a Move to damaged stock button that sends them to quarantine.

Tip: Set a Shortage tolerance in the Studio if small shortages are normal for you. The default is 0, so every shortage waits for someone to resolve it.

To follow everything that has left but not arrived, press Goods in transit on the Stock transfers page.

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