A warehouse or inventory transfer is used to ship items from one warehouse to another. It replicates the physical processes involved with transferring items from one warehouse to another using four steps:
- Build an inventory transfer list
Create a list of items and the quantities to be transferred. The items need to be available in 'on hand' inventory to be transferred. Adding items onto a transfer does not allocate it or prevent it from being sold to a customer.
- Process the inventory transfer
At this stage the items are allocated to the transfer and removed from on hand inventory. This means that they are no longer considered available for selling. A goods-out note is created which falls into the same shipping process as sales orders - printing, picking, packing and shipping.
- Ship the goods-out note
The goods-out note should be picked up with all other shipments to be made. Once the goods-out note for the transfer is marked as shipped, the items are removed from stock in the originating warehouse. At this point the items are considered "in transit" and not in stock at either warehouse. The stock in transit can be seen at Products > Inventory in transit.
- Receive the inventory at destination warehouse
When the items arrive at the destination warehouse, the staff can receive them into stock from the inventory in transit report. This will increase the stock levels at the destination warehouse. The transfer is complete.
How to do a warehouse transfer
- Go to Products > Inventory transfers.
- The inventory transfers screen lists all existing open and processed transfers. Click the 'Add a new inventory transfer' button and then specify where the items are being shipped from and where they are being sent to. Enter an internal reference for the transfer so it can be easily identified.
- Click 'Save' to continue.
- Using the search options on the left hand side begin adding items to the transfer. The transfer is automatically saved allowing you to leave and return in order to complete it later. At this stage no inventory is transferred or reserved.
- Once all the products have been added to the transfer and you are ready to proceed, click the 'Process' button.
- The next screen displays all the items selected for transfer. If items are split across multiple warehouse locations you will need to specify which location to take the items from by entering the quantity. Specify the shipping method and, if the items are to be shipped on a specific date, enter a release date.
- Once all rows are green, the transfer is ready to progress. Click the 'Process' button to confirm the transfer and create a goods out note. At this stage no items have been transferred - they are still in the origin warehouse, but are allocated to the transfer and therefore not available to sell. The goods out note falls into the same goods out process as goods out notes from sales orders.
- After clicking 'Process' you will be taken back to the list of transfers. At this stage the goods out note will flow through to the warehouse goods out process at Sales > Goods-out notes > Due to ship, where it will be processed through the print, pick, pack and ship workflow.
To process the goods-out immediately click on the 'Print' action next to the transfer.
- The transfer goods-out note will be displayed. To remove the items from the origin warehouse, click 'Ship'. This will place the stock into an in-transit status - it is no longer in stock at the origin warehouse, but it hasn't yet been received into the destination warehouse. It is still considered an asset of the company so no accounting entries are created.
- The final stage of the transfer is to receive it into the destination warehouse. Go to Products > Inventory in transit.
- Filter by the destination warehouse to see all items expected to arrive.
- Select the items to receive into stock and click 'Release items'.
- On the popup, enter the location to move the items into (if using multiple concurrent location management), then click 'Receive goods' to receive the items into stock at the destination warehouse.
- The transfer is now complete. The items are added to the on hand stock level at the destination warehouse.
Editing a warehouse transfer
A warehouse transfer can be edited as long as it hasn't been processed to a goods-out note. If a goods-out has been generated but is not yet shipped it can be reversed by being unprinted, unpicked and unpacked before being deleted. That will re-open the transfer to changes.
How to transfer inventory between warehouses using Brightpearl.