Transfers - Store Employee

Transfers - Store Employee

Transfers Overview

In a retail business, a stock transfer refers to the internal movement of inventory from one location to another, such as between stores or from a warehouse to a store. It helps maintain balanced stock levels by shifting excess items from one location to where they are needed. Retailers perform stock transfers to meet regional demand, support store replenishment, or prepare for sales and seasonal changes, ensuring that products are available where customers are most likely to purchase them. Accurate stock transfers also help reduce overstocking, avoid stockouts, and maintain smooth business operations. The goal of the stock transfer includes:
  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 make a transfer and apply it, the system automatically adjusts the quantity accordingly. You can create transfers using either handheld devices or the Control Center. When you create or manage a transfer using the handheld device, the Control Center will display it automatically. 
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You can process a transfer from both the Control Center and the POS. To learn how to process transfers from the POS, please read "Managing Transfers from the POS." 

This article includes information about: 
  1. How to create a transfer
  2. How to apply a transfer
  3. How to edit a transfer
  4. How to delete a transfer

1. Reaching "Transfers" 

  1. Step 1: Log into Control Center
  2. Step 2: Choose Store
  3. Step 3: Choose Inventory
  4. Step 4: Choose Transfers
Figure 1.1 below will help you better understand the navigation.

Figure 1.1

2. Understanding the "Transfers" Layout

Please refer to Figure 2.1 and the descriptions of the buttons and fields below to understand the layout of the "Transfers" section. 

Figure 2.1
  1. Column Titles: Each column title indicates the type of information contained within.
    1. You can filter the list using any title to search for a specific transfer record.
    2. You may not view all the columns if your computer screen is small. Hover at the bottom of the table to view the scroll bar. 
  2. 1.1: Batch Print: Use this button to print multiple transfers. For more information, refer to section 5.1. Batch Print. 
  3. 1.2: Add New: This button helps you add a new transfer. For more information, refer to section 3. Adding a Transfer. 
  1. 2.1 Transfer Status: This drop-down allows you to filter the transfer records by four parameters: All, Not Started, Partially Completed, and Completed. 
  2. 2.2 Search Item: This field enables you to search for a specific product in the transfer record. To do so, enter the UPC or product name and click the Enter button on your keyboard.    
  3. 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, then click the "Filter Range" button to display the transfer records for the specified date range.  
  1. 3.1: Edit Transfer: This button helps you to edit the transfer record. 
  2. 3.2: View Notes: This button lets you view the notes added to the transfer, if any. When you click this button, the Notes History screen will appear, as shown in Figure 2.2. It displays all notes added to the transfer, along with information about the user who added them and timestamps. 
Figure 2.2
  1. 3.3: Delete Transfer: This button lets you delete the transfer record. 

2.1 How Does the Transfer Process Work?

The following information explains the transfer process workflow: 
  1. A transfer is created by selecting the source store (From Location) and the destination store (To Location) and then adding the products to be transferred.
  2. The designated source store employee applies the transfer using the “Apply” button from Control Center. This is typically done when products are shipped from the source store.   
  3. The designated destination store employee applies the transfer using the “Apply” button in Control Center. This is typically 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. Depending on your company's setting, you may have the right to create a transfer, but you need approval from the corporate employee. In this case, you can view the "Request Corp Approval" button on the View Transfer screen. 

3. Adding a New Transfer 

Please follow the steps mentioned below to add a new transfer.
  1. Click the "Add New" button highlighted in Figure 2.1.  
  2. The View Transfer screen will appear, as shown in Figure 3.1.
 Figure 3.1

 The Create New Transfer screen can be separated into four sections: 
1. Transfer Information
2. Add Products to Transfer
3. Transfer Details
4. Transfer Change History
5. Action Buttons 

1. Transfer 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. To change the date, click on the field. A drop-down calendar will appear, allowing you to select the desired date.  
  2. Memo: Record the relevant notes. 
  3. From Location: You can select the store location from which you want to transfer the product(s).
  4. To Location: Select the store location where you want to transfer the product(s).
2. Add Products to Transfer
You can select the product for which you want to create the transfer. You can search by the UPC or select "Advanced Search" for other options. 

Select the product using the UPC:
  1. Enter the UPC in the Search field shown in Figure 3.2. Click the "Search" button, or press the Enter key on your keyboard.

Figure 3.2
  1. The Add Transfer Item screen will appear. 
Figure 3.3
  1. Item: This field shows the product name.
  2. UPC: This field shows the product UPC.
  3. Quantity: Enter the amount you want to transfer.
  4. Current Quantity: This field shows the available quantity at the selected source store.
  5. Cost: This field shows the product cost. The system will fetch the cost based on the following conditions:
      1. If the “Enable Average Cost” setting in “Product/General Settings” is set to “Yes,” the system will fetch the average cost. 
      2. If the “Enable Average Cost” setting in “Product/General Settings” is set to “Yes,” but the product has not yet established an average cost, the system will fetch the cost from the applicable Pricebook Zone. 
      3. If the “Enable Average Cost” setting in “Product/General Settings” is set to “No,” the system will fetch the cost from the applicable Pricebook Zone. 
Info
How is the Average Cost calculated? 
Average cost is calculated as: (Older Cost of the Item + New Cost of the Item) / 2.
  1. Once you enter the quantity you want to transfer, click "Add." You can repeat this process to add multiple products.
  2. The system will add products to the transfer, as shown in Figure 3.4.
Figure 3.4
Field Description:
  1. Column Titles: Each column title indicates the type of information in the column. 
  2. Edit: Use the Edit icon button to edit the item quantity. 
  3. Delete: Use the Delete icon to delete the product from the transfer.  
Select the product through Advanced Search:
  1. Click on the "Advanced Search" button highlighted in Figure 3.5.
Figure 3.5
  1. The Select Product screen will appear, as shown in Figure 3.6.

Figure 3.6
  1. 1: Search the product using the Product Name field, the Select Category Name drop-down, and the Select Manufacturer Name drop-down. 
    1. Enter the product name, select the category or manufacturer from the respective drop-down menu, and click the "Search" button.
  2. 2: Use the Delete button 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. This allows you to start a new search without any pre-selected criteria. 
  3. 3: The system displays a list of all available products. Click on the desired product name to select it.
    1. If you have used the Product Name field, the Select Category Name drop-down, or the Select Manufacturer drop-down to search for a product, the system will display the products accordingly.
  4. 4: Click "Apply" to add the selected product to the transfer. 
  1. The system will add the products to the transfer, as shown in Figure 3.4.
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Note: If you have already created a transfer for a product and attempt to create the same transfer again, the system will display a warning message.
3. Transfer Details

  Figure 3.7
The Transfer Details section displays significant details about the transfer in a single place. The system generates the information in this section and is non-editable.
  1. Status: The Applied or Not Applied status indicates whether the transfer has been applied or not.  
  2. From Applied: This field shows the transfer source store location. 
  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 indicates the destination store to which the transfer is being applied. 
  6. 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 indicates the date the corporate employee submitted their transfer application.
  9. Final Applied By: This field shows the name of the corporate employee who applied the transfer.
  10. Total Products: This field displays the total number of products to be transferred.  
  11. Total Quantity: This field displays the total quantity (number of 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 name of the employee who made the transfer. 
4. Transfer Change History

 Figure 3.8
  1. Last Modified At: This field shows the date and time when the last modifications were made to the transfer. 
  2. Last Modified By: This field shows the person's name who made the last modifications. 
5. Action Buttons

 Figure 3.9
  1. Cancel: This button will cancel the transfer. 
  2. Print Report: This button helps you print the transfer. Clicking it will download a PDF file of the transfer to your device, which you can then open and use your device's print function to print.  
  3. Save & Close: Clicking the "Save & Close" button saves the transfer and navigates you to the Transfers home screen.  
  4. Save & New: If you click the "Save & New" button, the system will save the transfer and open the Create Transfer screen, where you can add another transfer. 
  5. Save: This button helps you save the changes you have made at any point.
  1. 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 shown in Figure 2.1.

4. Editing the Transfer

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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 respective Edit button highlighted in Figure 2.1 to edit the transfer record.
  2. The View Transfer screen will appear, as shown in Figure 4.1.
 Figure 4.1
Additional Buttons: 
  1. 1.1: Add Notes: This button enables you to add notes related to the transfer record.
  2. 1.2: View Notes: This button lets you view the notes added to the transfer, if any. When you click this button, the Notes History screen will appear, as shown in Figure 2.2. It will display all notes added to the transfer, along with information about the user who added them and timestamps. 
  3. 2: Apply: Use this button to apply the transfer. 
  4. 3: Copy Transfer: Click on this button to copy the transfer. You can copy the transfer filter applied to a particular transfer record. 
  5. 4: Delete: Click on this button to delete the transfer record.
  1. Make the required changes and click "Save." 

5. Copying the Transfer

Copying a transfer can save you a significant amount of time. When you copy a transfer, the system automatically duplicates the products involved. During this process, you can select the desired locations. After the copying is complete, you can make any necessary changes and save them. 

Please follow the steps mentioned below to copy a transfer:
  1. Navigate to the respective "View Transfer" screen.
  2. Click the "Copy" button, highlighted in Figure 4.1.
  3. The Create New Transfer screen appears, as shown in Figure 5.1.
Figure 5.1
  1. Fill in the appropriate information and click "Copy." 
  2. The success message will appear, as Figure 5.1 shows. 
Figure 5.2
  1. Click "Go to the New Transfer."
  2. The View Transfer screen will open in a new tab. You can make the required changes and click "Save" to save them. 

6. Print Transfer Summary

Please follow the steps mentioned below to print a summary of the transfer record:
  1. Click the "Print Report" button highlighted in Figure 4.1 to download the summary of the transfer record in PDF format. 
  2. Click the Print button to print it. 
  3. Below is the sample transfer report in Figure 6.1. 
 Figure 6.1

6.1 Batch Print

The "Batch Print" function allows you to print multiple transfers simultaneously. 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 6.1.1. The Batch Print screen will appear.   
Figure 6.1.1
  1. 1: Generate Single PDF: Enable this button to generate a single PDF for all selected transfers. 
  2. 2: Date Range: Choose the required date range using the Start Date and End Date fields to view the transfer records in the Batch Print screen.  
  3. 3: Selection Checkboxes: Select the required transfer records using the corresponding checkboxes. To select multiple checkboxes, use the "Ctrl" key on your computer keyboard.  
  4. 4: 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. 
  5. 5: Print Details: If you click this button, a PDF file or Chrome HTML document will be downloaded, including information about all selected transfers. 

7. Deleting the Transfer

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For completed (applied) transfer records, the Delete option is not available.

You can delete the transfer from two screens: the Transfers home screen and the View 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 2.1.
  2. A warning dialog will appear with two related options, as shown in Figure 7.1. 
 Figure 7.1
  1. Click “Yes, Delete” to proceed with deleting the transfer record.
  2. Click “Cancel” to close the pop-up and skip the deletion process.
To delete the transfer record from the View Transfer screen:
  1. Click the Edit icon highlighted in Figure 2.1.
  2. The View Transfer screen will appear as shown in Figure 4.1.
  3. Click the Delete button. The warning dialog will appear, as shown in Figure 7.1.  
    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.

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