Stock transfers between outlets

Move stock from one outlet to another - request, send, in transit, receive with shortages - at cost, with batches, and a transfer document to go with the goods.

When to use it

With a head office, stock often moves between outlets:

• a central store or warehouse outlet sends goods to the stores;
• a central kitchen sends sauces, dough and prepared food to the restaurants;
• one store is running out of an item that another store has too much of.

A stock transfer takes the stock out of one outlet and puts it into the other, with a record both sides can see. Each outlet's stock stays its own: nothing else is shared.

Both the head office and the outlets have Stock Transfers in the menu, under Head Office.

The steps

A transfer can also start at Sent: the sender makes it and sends it straight away, with no request.

Ask for stock

1. In the outlet that needs stock, go to Head Office › Stock Transfers and start a new transfer.
2. Choose the outlet to ask, and add the products and quantities.
3. Save the request. The other outlet sees it in its list, and the head office sees it on its dashboard.

Send stock

1. Open the request, or start a new transfer to an outlet.
2. Check the quantities to send. You can send less than was asked for.
3. Send it. The stock comes off your outlet straight away, and the transfer shows In transit.

Print the transfer document to go with the goods.

Receive stock

1. In the outlet that gets the stock, open the transfer.
2. Type how many of each product arrived.
3. If something is missing or damaged, type the smaller number and a reason, for example 2 broken in transit.
4. Receive it. What arrived goes into your stock.

The difference between what was sent and what arrived is a shortage. It is kept on the transfer with its reason, so both outlets and the head office can see it.

Cancel a transfer

• A request can be cancelled by either outlet before it is sent.
• A transfer that is in transit can be cancelled before it is received. The stock goes back to the sender.
• A received transfer can't be cancelled. To move stock back, make a new transfer the other way.

Value, batches and stock records

• Stock moves at cost: each line carries the sender's cost price, and the transfer shows its total value. A transfer is not a sale, so it doesn't count in sales reports.
• Products with batches and expiry travel with their batch number and expiry date. The sender's batches that expire first go first.
• Restaurant raw materials can be transferred too, for example from a central kitchen to the restaurants. Raw-material stock moves whether or not Deduct ingredients by recipe is switched on; it needs only raw materials in the plan (Professional and above). A raw material is matched in the other outlet through the central menu link, else by the same name and unit. If neither finds it, the receiving outlet picks one of its own raw materials before receiving: add it under Inventory › Raw Materials first if it doesn't have it. Nothing is created by itself.
• Both outlets' stock ledgers show the transfer with its number, so you can trace every unit.
• Products are matched between outlets through the central menu. Send the menu first, so both outlets have the product.

Related

• Multi-outlet: set up a head office
• Head office dashboard and reports
• Batches and expiry
• Shared stock