Moving stock between branches

Moving stock from one branch to another uses up to three documents. All three need the Growth plan.

Document	Raised by	Moves stock?
Stock Request	The branch that wants the stock	No
Stock Transfer	The branch sending it	Yes — out of the sender
Stock Receipt	The branch receiving it	Yes — into the receiver

The chain, and where it is loose

The intended flow is request → transfer → receipt, but only the last link is compulsory.

• A request is optional. A transfer can be raised on its own, with nothing behind it.
• Approving a request does not create a transfer. Somebody still has to raise one. An approved request that nobody acts on simply sits there.
• A receipt must have a transfer. You cannot receive stock that was never dispatched — the receipt screen only offers transfers already in transit and bound for you.

Stock requests

Where

Stock Transactions → Stock Requests

Plan

Growth and above

Permission

Inventory → Stock Request

How to ask another branch for stock

1. Go to Stock Transactions → Stock Requests and click New request.
2. Pick the Source location — the branch you want stock from.
3. Your own branch fills in as the Destination location. They must be different.
4. Set the Request date and add a Comment if useful.
5. Click Add product for each item, or scan them. Each line shows the source branch’s On hand (source) so you can see if they have it.
6. Enter the Request qty.
7. Click Save & submit.

How to approve one coming to you

1. On the Stock Requests list, switch the toggle to Incoming.
2. Open the row menu and click Approve.
3. In Approve request — confirm quantities, set the Confirmed qty for each line. Reduce it to approve a partial fulfilment.
4. Click Save.

The confirmed quantity is what gets reserved and transferred. No stock moves yet.

You cannot approve a request that has not synced

If the request was raised offline you will be told to wait for it to sync first.

The approver reviews it and can confirm a different quantity per line than was asked for. Approving raises a soft hold at the source and a promise at your end — no stock actually moves.

A request can be cancelled while it is a draft or pending, but not once a transfer exists against it.

Stock transfers

Where

Stock Transactions → Stock Transfers

Plan

Growth and above

Permission

Inventory → Stock Transfer

How to send the stock

1. Go to Stock Transactions → Stock Transfers and click New transfer.
2. Optionally pick a request under Fulfil a request. That fills in both branches and creates a line per request line at the confirmed quantity.
3. Otherwise set the Source location and Destination location yourself and click Add product for each item.
4. Enter the Transfer qty on each line.
5. Click Save & dispatch.

Clearing the request wipes your lines

The ✕ beside Fulfil a request does not just unlink it — it removes every line as well.

Dispatch is when the stock leaves

At dispatch — not when you save the draft — the sending branch’s stock goes down and the same quantity moves into an in transit holding figure.

Between dispatch and receipt the goods are on nobody’s shelf. They are off the sender’s on-hand and not yet on the receiver’s.

The cost is also settled at dispatch. The receipt does not re-price anything; it just clears what the dispatch raised.

A dispatched transfer can be cancelled, which fully unwinds it — unless a receipt already exists against it, in which case cancel that first.

Stock receipts

Where

Stock Transactions → Stock Receipts

Plan

Growth and above

Permission

Inventory → Stock Receipt

How to book in an arriving transfer

1. Go to Stock Transactions → Stock Receipts and click New receipt.
2. Pick the Transfer that has arrived. Only in-transit transfers bound for your branch are offered — if there are none you will see “No transfers to receive.”
3. Lines appear, each showing what was Transferred, with Received already set to the full amount.
4. Check or correct each Received figure — or scan the goods in, see below.
5. Set the Receipt date.
6. Click Save & post.

Posting is what puts stock on your shelf. It has its own permission, separate from creating the receipt.

How to scan the goods in

Far safer than accepting the defaults, because anything you never scanned shows as a shortfall by itself.

1. Pick the transfer as above.
2. Start scanning. The first scan of a product resets that line from “receive all” to 1, and each further scan adds one.
3. Once you start scanning a product you must scan every unit of it, or the rest count as short.

Scanning never goes above the dispatched quantity — you will be told that all of that product is already received.

How to record a shortfall

As soon as Received is less than Transferred, two more fields appear on that line: a read-only Shortfall and a required Shortfall reason. Pick one of the four:

• Returned to sender
• Lost in transit
• Damaged in transit
• Pending redelivery

You cannot save until every short line has one.

When the count does not match

If you received fewer than were sent, the line demands a variance reason, and the reason you pick decides what happens to the missing goods:

Reason	What happens to the shortfall
Returned	Goes back onto the sender’s shelf — treated as never having left.
Lost or Damaged	Written off. It leaves the books as a real loss.
Pending redelivery	Stays in transit, waiting for a second receipt to close it out.

This is not a note for the file — it is the instruction. Choose carefully.

A shortfall left as pending redelivery that never arrives can finally be cleared with Return undelivered to sender on the transfer, which returns it to the sender.

Somebody has to receive it

Automatic receiving is switched off unless your business turns it on. By default every transfer needs a person at the receiving branch to raise and post a receipt. Until they do, the stock stays in transit and its value sits in a holding account.

Cancelling a posted receipt reverses everything it did and puts the transfer back to in transit.

Good issues

Where

Stock → Operations → Good Issues

Plan

Growth and above

Permission

Inventory → Good Issue

A good issue takes stock out of one branch with no destination — it is the document for goods that are gone: damaged, expired, consumed, written off.

How to write stock off

1. Go to Stock → Operations → Good Issues and click New good issue.
2. Pick the Reason: Sale, Return, Transfer, Damage, Expired or Other.
3. Set the Issue date and add a Comment.
4. Under Products, click Add product for each item and enter the Quantity.
5. Click Save & post.

If a line would take you below zero you will either be blocked, warned with a Continue button, or allowed straight through — depending on your branch’s negative-stock policy.

Posting removes the stock immediately and posts a write-off to the ledger at that branch’s cost.

Use a good issue when you need to record why stock left. Use a stock adjustment when the number was simply wrong.

Cancelling a posted good issue does not give the stock back

Unlike a transfer or a receipt, cancelling a completed good issue only marks it cancelled. The stock stays gone and the write-off stays on the ledger.

To genuinely reverse one, make a separate stock adjustment to put the quantity back.

The reason is only saved on the document, not on the lines

Whatever reason you choose in the header, every line is stored as “other”. If a report ever breaks reasons down line by line, it will show “other” for everything even when the document plainly says Damage.

Things worth knowing

• “Save & Dispatch” and “Save & Post” are two steps. If the second fails, the document still exists as a draft. Look for it in the list and retry the action rather than creating it again.
• A document created while offline cannot be approved, dispatched or posted until it has synced. You will be told to sync first.
• Value dispatched but never received sits in a holding account indefinitely. Keep an eye on transfers stuck in transit.

Related

• Adjustments and re-assignments
• Working offline