This article describes the process of transferring stock from one store to another, if you have more than one store within your Cloud POS group.

Creating a Transfer between stores

1) From the main menu in the Back Office, expand the Purchasing & Transfers heading, and then click on Transfers.

2) You will now see the main Transfers screen, which will look something like this:

To create a new transfer, click New in the top left.

3) This will take you to the Create Transfer screen. Check that Transfer Between Stores is selected, then choose the type of transfer you want to create from the Transfer Type dropdown menu. These options are similar to those available when creating a Purchase Order:

4) Choose the Sending Store(s) i.e. where the stock is going 'From', and the Recipient Store(s) i.e. where the stock is going 'To' from the dropdown menus.

5) If you chose one of the auto-generated transfer types in step 3 (e.g. Inventory-Based Restock or Customer-Specific) you'll have a tab for Allocations & Item Restrictions. On this tab, you have the ability to restrict the Transfer so that it will only add items on where there is enough on hand stock at the sending store to fulfil the request:

You also have the option to restrict this transfer to a particular department or category, or to ignore any items that are already on purchase orders or transfers.

6) If you like, you can click on the Additional Information tab to enter a Transfer Title and add any Comments.  

7) Click Create Transfer(s) in the bottom right.

8) If you chose one of the auto-generated transfer types in step 3 (e.g. Inventory-Based Restock or Customer-Specific), you'll have some items on your transfer already, but you can still add more if you like. If you chose a Blank transfer, you'll need to add some items to your transfer.

You have three options in terms of how to add items to the transfer: 

a) Click Search and Select Items and use the filtering options to search for and select the items you wish to add to the transfer, using the checkbox next to the relevant items to mark which items to add, then clicking on Add Items in the bottom right:

OR

b) You can scan or type an item's barcode into the wildcard search bar at the top:

OR

c) You can import a CSV file of items to add to the transfer.  Click the Actions button and then Import Transfer from CSV.  

You can then upload a pre-prepared CSV file containing the items you wish to add.  Note that the format of the file MUST be Supplier Part Code, Quantity.

9) Once you have added the items to the transfer, set the relevant quantities in the Qty on This Transfer field.  If you used the Scan option or Import Transfer from CSV options to add items to the transfer, this field will have already been set, based on the number of items you scanned. Or if you chose one of the auto-generated Transfer Types in step 3, these quantities will already be set for you:

10) If you need to physically collect the items in order to put together the transfer, you can print the Transfer to aid with this, which includes filters for Bin Location, Brand, Department, Description, Item Lookup Code and Supplier Part Code:

11) Once all the items are collected, click Mark As Placed at the bottom of the screen:

12) This will open the Transfer on the Goods Out page, where you can book the Transfer out of your system. To do this, click on Send Stock:

13) From this screen, you can either Scan the ILCs / Supplier Part Codes / Alias barcodes all of the items on this transfer into the search bar at the top of the screen, or click on Actions and then Issue All, or manually update the Units Sent quantities.

14) Once you are confident you have all figures updated, click Commit Stock:

15) A dialogue window will appear at this point, asking you to confirm the process. The system will ask if you wish to create a corresponding Transfer In. You can also click on the Print Labels and Commit Stock tab to print labels for these items.

You will then see a prompt asking you to confirm that you wish to transfer the stock. Click Yes to proceed.  This is the point at which you are marking all the stock as having left the sending store.

Receiving the transferred stock

When the receiving store takes delivery of the transfer they will need to go to the Goods In section and go through the process as illustrated below, receiving rather than issuing the stock.  Once they have conducted the Goods In process, the stock level will update at the receiving store.

1) From the main menu in the Back Office, expand the Stock Management heading and click on Goods In:

2) You'll see a screen that looks a bit like this. Find the transfer you're looking for and double-click on it to open it.

3) There are a few different ways you can receive the stock, just like when you receive stock from a purchase order.

If you wish to print the transfer at any stage, select the Print Transfer button.  You will then be presented with the option to select how you would like the items on the transfer to be ordered, i.e., by Item Lookup Code, by Brand, etc.  Select the preferred option and click Print Transfer again.

If not all of the stock on the original transfer is received at this point, a child transfer will be created for the remaining items.  This process will continue until all items on the original transfer are received.

Please note:

When a Store-to-Store transfer has been issued by the sending store at the Goods Out stage, this will create a corresponding transfer-in at the receiving store. This transfer-in cannot be deleted. If the transfer has been issued in error, you'll need to receive the goods and then create another Transfer Between Stores to return them back to stock at the issuing store.

In some situations, items may be included on a transfer out to a store in error, or you may find a scenario where the receiving store no longer requires the items that remain on a child transfer.  In this instance, you may decide to delete the child transfer before issuing it, on the basis that it is no longer needed. 

You need to be aware that this does not automatically return the items into stock at the issuing store.  You will need to perform a Stock Take on those specific items at the issuing store to put items back into stock.

As such, if you try to delete a child transfer, you'll see the following warning: