Transfers Overview

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. 
   

1. How to view, add, and edit transfers in POS.
   
2. How to print transfers.
   
3. How to delete transfers. 

Figure 1.1

Figure 1.2

Figure 1.3

2. Understanding the "Transfers" Layout

1. When you navigate to "Transfers," the Transfers | Summary screen appears, as Figure 2.1 shows. Please refer to the figure below and descriptions of the buttons and fields to understand the layout of "Transfers." 

Figure 2.1

1. Table and Column Titles: The table shows transfer records. Each column title indicates the type of information in the column.
   
2. 1: Date Range: This section lets you choose the date range for the transfer records for the selected date range. Select the required dates in the Start and End fields and click the "Search" button to see the transfer records for the selected date range.
   
3. 2: Action Buttons:

1. View Notes: Use this button to view any notes added to the selected transfer. Click on the transfer record to select it and click the "View Notes" button. The Notes History screen will appear, as Figure 2.2 shows.
   

Figure 2.2

2. Add New Transfer: This button lets you add a new transfer.
   
3. View: Use this button to view and edit the selected transfer record. Click on the transfer record to select it.  
   
4. Delete: Use this button to delete the selected transfer record. Click on the transfer record to select it.  
   
5. Close: Use this button to close the Transfers | Summary screen. 
   

2.1 How does the Transfer Process Work?

1. A transfer is created by choosing the source store (From Location) and destination store (To Location) and adding the products to be transferred.
   
2. The designated source store employee or corporate employee applies the transfer using the "Apply Transfer" button in POS or the “Apply To” button from Control Center. In general, it is done when the products are shipped from the source store.   
   
3. The designated destination store employee or corporate employee applies the transfer using the "Apply Transfer" button in POS or the “Apply From” button in Control Center. In general, it is done when the products are received at the destination store. 
1. The transfer status changes depending on when it is applied to the source store and when it is applied to the destination store. (The corporate employee or administrator can directly apply the transfer using the “Apply Transfer” button available to them if required.)
   
2. Once a transfer is applied, it cannot be edited or deleted. 
   

3. Adding a New Transfer

1. Click the "Add New Transfer" button highlighted in Figure 2.1.
   
2. The Create Transfer screen will appear, as Figure 3.1 shows. 
   

Figure 3.1

1. The Create New Transfer has three sections:

1. Transfer Information

2. Add Products to Transfer

3. Transfer Details

1. Transfer Information

 Figure 3.2

Fill in the appropriate information in the fields as explained below: 

1. Date: This field shows the current date, which will be considered the transfer date. 
   
2. Memo: Write down the appropriate notes as the memo.
   
3. From Location: Use this drop-down menu to select the store location from which you want to transfer the product(s). 
   
4. To Location: Select the store location to transfer the product(s) using this drop-down.
   

2. Add Products to Transfer

The Add Products to Transfer section allows you to add products to the transfer. Once added, the products are visible in this section. You can edit or delete the products till the transfer is applied. 

Figure 3.3

Please follow the steps below to add products to the transfer. 

1. Click the "Advanced Search button highlighted in Figure 3.3.
   
2. The Find Item screen will appear, as Figure 3.4 shows. 
   

Figure 3.4

1. The Search By drop-down lets you select the information type you want to insert in the search bar. You can choose from Description, UPC, Upc Expanded, Vendor Part, and Everywhere.  

Figure 3.5

1. The All Products drop-down lets you select the product listing from three options: All Products, Active Only, and Inactive Only. 

Figure 3.6

1. The Search box lets you enter the keywords based on which you want to search the product. 

1. Make appropriate selections for the Search By and All Products drop-downs, enter the keywords in the Search bar, and click the "Find" button. Based on your input, the item list will appear, as Figure 3.7 shows.
   

Figure 3.7

1. Click on the desired product's name to select it and click "Ok."
   
2. The Add Transfer Item pop-up screen will appear, as Figure 3.8 shows.  
   

Figure 3.8

1. Item: This field shows the product name.
   
2. UPC: This field shows the product UPC.
   
3. Quantity: Enter the quantity you want to transfer in this field. The system shows the currently available quantity at the selected location. 
   
4. Current Quantity: This field shows the available quantity at the selected source store.
   
5. Cost: This field shows the product cost.

1. Enter the appropriate information in the applicable fields and click "Add." The system will add the item to the transfer. You can add multiple items. Once all required items are added, click the "Save" button.
   
2. The system will save the transfer, and the Create Transfer screen will converted to the Edit Transfer screen, as Figure 3.9 shows. 
   

                       Figure 3.9

Field Description:

1. Name: This field shows the product's name to be transferred.
   
2. UPC: This field shows the UPC of the selected product.
   
3. Quantity: This field shows the transfer quantity.
   
4. Cost: This field shows the product cost per unit.
   
5. Total Cost: This field shows the total product cost for all units.
   
6. Retail Each: This field shows the product price per unit.
   
7. Edit - Delete: Use the "Edit" and "Delete" buttons to edit the product's quantity or remove it from the transfer.  

Figure 3.10

1. Status: The Applied or Not Applied status indicates whether the transfer is applied or not.  
   
2. From Applied: This field shows whether the source store applies for the transfer. 
   
3. From Applied By: This field shows the name of the person who applied for the transfer at the source store.   
   
4. From Applied Date: This field shows when the transfer was applied at the source store.  
   
5. To Applied: This field shows whether the destination store applies for the transfer. 
   
6. To Applied By: This field shows the name of the person who applied for the transfer at the destination store.   
   
7. To Applied Date: This field shows when the transfer was applied at the destination store.     
   
8. Final Applied Date: This field shows when the corporate employee applied for the transfer.
   
9. Final Applied By: This field shows the name of the corporate employee who applied for the transfer.
   
10. Total Products: This field shows the number of total products to be transferred.  
    
11. Total Qty: This field shows the total quantity (number of total units) to be transferred. 
    
12. Total Cost: This field shows the total cost of all products to be transferred.   
    
13. Total Retail: This field shows the total price of all products to be transferred.   
    
14. Created By: This field shows the employee's name who created the transfer.
    

4. Editing a Transfer

You can edit a transfer record only until it is applied. Once applied, the changes cannot be reversed.

1. Navigate to the Transfers | Summary screen. 
   
2. Click the transfer record you want to edit by clicking it and click the "View" button highlighted in Figure 4.1.
   

Figure 4.1

1. The Edit Transfer screen will appear. You can add or remove the products. 

Figure 4.2

5. Add Notes: This button lets you add notes to the transfer record.
   
6. View Notes: This button lets you view any notes added to the transfer. It will show all notes added to the transfer, information about the user who added them, and timestamps, as shown in Figure 2.2.
   
7.  Copy Transfer: Click on this button to copy the transfer. It is useful when creating a transfer for the same product but in different locations.
8. Print Report: Use this button to print the transfer record. When you click this button, the system will download a PDF or open the file in the browser based on your "Settings." 
9. Delete: Click on this button to delete the transfer record.
   
10. Save: Use this button to save the changes made at any time. 
    
11. Cancel: Use this button to cancel the transfer or make changes to the transfer. 
    

1. Make the required changes and click the "Save" button to save them. 
   

4.1 Applying a Transfer 

1. If you are an authorized employee at source and destination stores, you can view the "Apply Transfer" button in the Edit Transfer screen, as Figure 4.1.1 shows. Click it.

Figure 4.1.1

1. The system will apply the transfer and change the store's inventory level accordingly. The transfer record will become non-editable, and its status will be changed. For example, in Figure 4.1.2 below, the source store employee has applied the transfer. So, the "From Applied" status has changed to "Applied." When the authorized destination store employee applies the transfer, the "To Applied" status and the inventory level at the destination store will also be changed. 

Figure 4.1.2

1. Navigate to the Edit Transfer screen of the desired transfer record. 
   
2. If you are an authorized employee at source and destination stores or a corporate employee, you will be able to view the Apply drop-down or Apply To Store/Apply From Store button as applicable in the Edit Transfer screen. 
1. The source store employee will view the "Apply From Store" button, the destination store employee will view the "Apply To Store" button, and the corporate employee will view the Apply drop-down.  

Figure 4.1.3

1. Click the Apply To Store / Apply From Store button as applicable. The system will apply the transfer and change the inventory accordingly.    
   
2. When the corporate employee clicks the Apply drop-down, two options will appear:
   
1. Apply Transfer: This button lets the corporate employee apply the transfer. 
   
2.  Apply To Store/Apply From Store: The system will show the "Apply From Store" button if the transfer is not applied from the source store. The system will show the "Apply To Store" button if the transfer is applied from the source store but not from the destination store. 
3. The corporate employee can click the Apply drop-down and choose the appropriate option based on the requirement.

5. Copying the Transfer

1. Navigate to the Edit Transfer screen.
   
2. Click the "Copy" button to copy the transfer record.
   
3. The Copy Transfer screen will appear, as shown in Figure 5.1. 
   

Figure 5.1

1. From Store: Use this drop-down menu to select the store location from which you want to transfer the product(s).
   
2. To Store: Select the store location to transfer the product(s) using this drop-down.
   
3. Memo: Enter the memo notes for the reference.
   
4. Date: Use the Calendar icon to select the transfer date in this field. 

6. Printing the Transfer

1. Navigate to the Edit Transfer screen.
   
2. Click the "Print Report" button. The Transfer Report will open in the browser. Click the Download icon to download it, then click the Print icon to print it. Figure 6.1 is an example of a printed Transfer Report. 

 Figure 6.1

7. Deleting a Transfer

The "Delete" option is unavailable for a successful transfer record.

1. Click on the required transfer record to select it, and then click the "Delete" button.
   

Figure 7.1

1. A warning dialog with two related options will appear, as shown in Figure 7.2.

 Figure 7.2

1. Click "Yes" to continue deleting the transfer record.
   
2. Click "No" to close the pop-up and skip the deletion process.

1. Navigate to the Edit Transfer screen shown in Figure 4.2.
   
2. Click the "Delete" button. The warning dialog will appear, as Figure 7.2 shows.  
   
3. Click "Yes" to continue deleting the transfer record.
   
4. Click "No" to close the pop-up and skip the deletion process.