Transfers

Transfers

Transfers Overview

A stock transfer is the warehouse logistics process of transferring products from one store to another. The goals of the stock transfer include: 
  1. Optimizing the purchase process by leveraging extra stocks at some stores. 
  2. Optimizing the store warehouse's storage capacity
  3. Making the inventory handling process faster and more cost-effective. 
FTx Cloud POS allows you to create transfers and track all transferred products. When you create a transfer and apply it, the system automatically adjusts the quantity. You can create transfers using the handheld devices and Control Center. 

When you create/manage a transfer using the handheld device, Control Center will show it automatically. 

"Transfers" enables you to:
  1. Create a new transfer and apply it to the respective stores. 
  2. Edit or delete the transfer until it is applied. 
NotesWe also recommend referring to the "Suggested Transfers" module, as it is one of the most powerful tools for optimizing your inventory management process.

Reaching Transfers

Follow the steps below to reach "Transfers":
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Inventory
  4. Step 4: Choose Transfers
                                                                                                                                                                                                                 Figure 0.1

Understanding the "Transfers" Layout

Please refer to Figure 0.2 and the descriptions of the buttons and fields below to understand the layout of "Transfers." 

                                                                                Figure 0.2

Column Titles: Each column title indicates the type of information in the column. You can filter the list by any title to search for a specific transfer record.
1.1. Batch Print: Use this button to print multiple transfers. For more information, please refer to 5.1 Batch Print. 
1.2. Add New: This button helps you to add a new transfer.
2.1. Transfer Status: This drop-down lets you filter the transfer records based on four parameters: All, Not Started, Partially Completed, and Completed. 
2.2. Search Item: This field helps you search the transfer record for a particular product. To do so, enter the UPC or product name and click the Enter button on your keyboard.    
2.3. Filter Range: This button helps you to see the transfer records for the selected date range. Select the required dates in the Start and End fields, and click the "Filter Range" button to see the transfer records for the selected date range.  
3.1. Edit Transfer: This button helps you to edit the transfer record. 
3.2. Print Transfer Summary: This button lets you print the transfer summary.
3.3. Copy Transfer: This button lets you copy a transfer for the same product. It is useful when you need to create a transfer for the same product but in different locations.
3.4. View Notes: This button lets you view the notes added to the transfer, if any. The Notes History screen will appear when you click this button, as Figure 0.3 shows. It will show all notes added to the transfer, as well as information about the user who added them and timestamps. 

                                                              Figure 0.3
3.5. Delete Transfer: This button lets you delete the transfer record. 
Info
Creating, viewing, or applying a transfer requires appropriate user permissions. For instance, a store employee may have the authority to create a transfer, but they may not have permission to apply it. Similarly, their ability to view transfers created by other users may vary.  

1. Adding a New Transfer

Please follow the steps mentioned below to add a new transfer.
  1. Click the "Add New" button highlighted in Figure 0.2.  
  2. The Create New Transfer screen will appear, as Figure 1.1 shows.

                                                                          Figure 1.1
1. Create Transfer Screen Information:
Fill in the appropriate information in the fields, as explained below: 
  1. Date: Select the transfer date. 
  1. This field shows the current date.
  2. To change the date, click on the field. A drop-down calendar will appear. Select the desired date.  
  1. Memo: Write down the appropriate notes. 
  2. From Location: Select the store location from where you want to transfer the product(s).
  3. To Location: Select the store location to transfer the product(s).
2. Action Buttons  
Click on "Save," "Save & Close," or "Save & New" to save the transfer created.

2. Editing a Transfer

Info
You can edit a transfer record only until it is applied. Once applied, the changes cannot be reversed.
Please follow the steps below to edit a transfer record.
  1. Click the Edit button highlighted in Figure 0.2 to edit the transfer record.
  2. The Edit Transfer screen will appear, as shown in Figure 2.1.

                                                                                    Figure 2.1
1. Basic Details
This section shows the fundamental information about the transfer, including:
  1. From Location: The store or warehouse sending the products.
  2. To Location: The destination store receiving the products.
  3. Created By: User who initiated the transfer.
  4. Created At: Date and time when the transfer was created.
  5. Memo: Any notes entered for reference.
2. Status Information
This section tracks the approval and application state of the transfer, including:
  1. From Applied/To Applied: Whether the origin and destination stores have applied the transfer.
  2. Applied Dates: Dates when the transfer was approved or applied.
  3. Final Applied By/Date: Final approval details.
  4. Status: Current state (e.g., Not Applied, Applied, Pending).
3. Totals Information

A summary of the transfer contents:

  1. Total Products: Number of products included in the transfer.
  2. Total Qty: Total units of products being transferred.
  3. Total Cost: Combined cost of all products in the transfer.
  4. Total Retail: Total retail value of those products.
4. "Products on Transfer" Action Buttons:

This section gives information on Products on Transfer in series of their placement.

                                                              Figure 2.2
  1. Switch Font: Click this button to switch between large and small fonts.
  2. Add (+) Button: Click to add a new product to the transfer. This part is explained in section 2.1. Adding Products on Transfer.
  3. Search by UPC/Part #: Allows users to search for products by entering a UPC or part number.
  4. Columns Dropdown: Opens a list of available columns so the user can show or hide specific fields in the grid.
  5. Reset Columns: Restores the product grid to its default column layout by undoing any custom column show/hide changes made by the user.
5. "Products on Transfer" Grid Column Information:
This table lists every product included in the transfer with details such as:
  1. Name: Product description.
  2. UPC: Product barcode.
  3. Qty: Quantity being transferred.
  4. Cost/Total Cost: Cost per unit and total cost for that product.
  5. Retail Each: Retail selling price per unit
  6. QOH: Quantity on hand.
6. Action Buttons Edit Transfer:
  1. Edit: Allows modifying the selected product row.

                                                                                     Figure 2.3

This screen allows you to update the details of a single product within an inventory transfer. It is accessed by clicking the Edit icon in the product list. Any changes made here will update the quantity, cost, or transfer type for that specific product.

Field Descriptions ("Edit Transfer Item" Screen)
  1. Item / UPC: Displays the product name and UPC. These values are system-generated and cannot be edited.
  2. Current Quantity: Shows the present stock quantity at the selected location.
  3. Quantity: Enter the quantity to transfer. Positive or negative values may be allowed depending on the transfer logic.
  4. Cost: Displays or allows updating the cost value used in the transfer.
    1. Buttons on Edit Transfer:
      1. Save: Applies the changes to the product and returns to the list.
      2. Close: Exits without saving changes.
  1. Delete: Removes the selected product row from the adjustment as displayed in Figure 2.1.
    1. Clicking this button will open the delete dialog box. See Figure 2.4.
    2. Click Yes to delete the item on this transfer, and click Close to close the delete dialog box.

                               Figure 2.4

7. Action Buttons (Top Right):
The action buttons enable you to take various actions, as described below:
  1. Cancel: This button will cancel the transfer. 
  2. Apply drop-down: This button initiates the transfer process. It will be labeled Apply From Store for the source store employee and Apply To Store for the destination store employee. For corporate employees, it will display Apply From Store until the transfer has been actioned for the source store and Apply To Store until it has been actioned for the destination store. 
Info
This button will only be visible to the authorized user. Creating, viewing, or applying a transfer requires appropriate user permissions. For instance, a store employee may have the authority to create a transfer, but they may not have permission to apply it.
Similarly, their ability to view transfers created by other users may vary.  
The authorized user and the corporate employee can view the transfers created by other users and apply them as per requirements. 
  1. When the authorized source store employee or corporate employee clicks this button, the system changes the status of the From Applied field to Applied in the Transfer Details section.
  2. When the authorized destination store employee clicks this button, the system changes the status of the To Applied field to Applied in the Transfer Details section.
Info
"Apply From Store" vs. "Apply To Store":

Due to logistical factors, the actual transfer of products may take time. Meanwhile, FTx Cloud POS must ensure the correct product counts and inventory levels. 
  1. When the authorized employee clicks "Apply From Store," the system reduces the product counts from the source store but does not increase them in the destination store. 
  2. Only when the authorized employee clicks "Apply To Store" does the system increase the destination store's product counts. 
  1. Print Report: This button helps you print the transfer. If you click it, a PDF file of the transfer will be downloaded to your device. You can then open this file and use your device's print function to print the transfer.  
  2. Add To Do: Use this button to add the transfer to the To Do list. The system will add the Assigned To Do Task section to the transfer record, as Figure 2.5 shows. 

                                               Figure 2.5
  1. Save & Close: If you click the "Save & Close" button, the system will save the transfer and navigate you to the Transfers home screen.  
  2. Save & New: If you click the "Save & Close" button, the system will save the transfer and open the new Create Transfer screen, where you can add another transfer. 
  3. Save: This button helps you to save the changes you have made at any point.
Once you fill in the appropriate information and click any of the "Save & Close," "Save & New," or "Save"  buttons, the transfer will be created. You can view it on the Transfers home screen, as Figure 0.2 shows.

2.1. Adding Products on Transfer

Click on "Add" to add products to the Transfer.
The Select Product window will appear, which will allow you to search and choose an item to add to the transfer.

                                               Figure 2.1.1

Select Product Screen Information:

1. Search the product by using the Type Product Name field, the Select Category Name drop-down, and the Select Manufacturer Name drop-down. Enter the product name, select the category or manufacturer from the respective drop-down, and click the "Search" button. 

2. Use the Delete icon to remove the selections made for the Type Product Name field, the Select Category Name drop-down, and the Select Manufacturer Name drop-down, if any.

3. The system displays a list of all available products. Click on the desired product name to select it. The system will display the products accordingly if you have used the Type Product Name field, the Select Category Name drop-down, and the Select Manufacturer Name drop-down.

4. Click "Apply." 
NotesThe Add Transfer Item screen will appear, as shown in Figure 2.2. Enter the quantity you want to transfer and click "Add." You can repeat the same process and add multiple products. The product will be added to the transfer, as Figure 2.3 shows.
InfoIf you have already created a transfer for a product and try to create the same transfer again, the system will show you a warning message, as Figure 2.1.2 shows.

                                                                Figure 2.1.2

3. Deleting the Transfer

Notes
For completed transfer records, the Delete option is not available.
You can delete the transfer from two screens: the Transfers home screen and the Edit Transfer screen. 
Please follow the steps below to delete a vendor part kit record from the Transfers home screen: 
  1. Click the Delete button shown in Figure 0.2.
  2. A warning dialog will appear with two related options, as Figure 3.1 shows.

                                           Figure 3.1
  1. Click “Yes, Delete” to continue the process of deleting the transfer record.
  2. Click “Cancel” to close the pop-up and skip the deletion process.
To delete the transfer record from the Edit Transfer screen:
  1. Click the Edit icon highlighted in Figure 0.2.
  2. The Edit Transfer screen will appear as shown in Figure 2.1.
  3. Click the Delete button. The warning dialog will appear, as shown in Figure 3.1. 
  4. Click “Yes, Delete” to continue the process of deleting the transfer record.
  5. Click “Cancel” to close the pop-up and skip the deletion process.

4. Copying the Transfer

Copying a transfer can often be a time-saver. When a transfer is copied, the system automatically duplicates the products. During the copying process, you can select the necessary locations. Once copied, you can then make any necessary changes and save them. Please follow the steps mentioned below to copy a transfer:
  1. Click the Copy button highlighted in Figure 0.2 or the "Copy Transfer" button highlighted in Figure 2.1 to copy the transfer record. 
  2. The Create New Transfer screen will appear, as Figure 4.1 shows.

                                      Figure 4.1
  1. Fill in the appropriate information and click "Copy." 
  2. The success message will appear, as Figure 4.2 shows.

                                                                      Figure 4.2
  1. Click "Go to the New Transfer."
  2. The Edit Transfer screen will open in a new tab. You can make the required changes and click "Save" to save them.

5. Print Transfer Summary

Please follow the steps mentioned below to print a summary of the transfer record:
  1. Click the Print Summary button highlighted in Figure 0.2 or the "Print Report" button highlighted in Figure 5.1 to download the summary of the transfer record in PDF format.
  2. You can see the sample report in Figure 5.1. 
                                             Figure 5.1

5.1 Batch Print 

The "Batch Print" button lets you print multiple transfers at once. You can also choose to print the summary or details. Please follow the steps below to do the same. 
  1. Click the "Batch Print" button highlighted in Figure 0.2. 
  2. The Batch Print screen will appear, as Figure 5.1.1 shows. 

                                                                                    Figure 5.1.1
1: Select the required transfers using these checkboxes. Use the Control (Ctrl) button on your keyboard to tick the multiple checkboxes.  
2: Print Summary: If you click this button, the PDF Files or Chrome HTML Documents for all selected transfer records will be downloaded according to your computer's settings. You can open them individually. 
                                                                 Figure 5.1.2
3: Print Details: If you click this button, a PDF File or Chrome HTML Document will be downloaded, including information about all selected transfers.  

                                                                    Figure 5.1.3

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