How to Transfer Stock Between Warehouses

Purpose

This guide explains how to move stock from a source warehouse to a destination warehouse using a Stock Transfer. A transfer works in two steps, ship and receive, so stock leaves the source only when it is dispatched and arrives at the destination only when it is confirmed received. This keeps both sites accurate while goods are in transit.

Before you start

• Your role must have the Warehouse permission.
• Both the source and destination warehouses must already exist.
• The source warehouse must hold enough available stock of each item you plan to move.
• Know the batch of any batch-tracked item you are transferring.

Procedure

1. In the left menu open Warehousing, then Stock Transfers.
2. Select Add Transfer. Choose the from warehouse and the to warehouse, set the transfer date, and add any notes or labels. Save. A transfer number is generated and the status is set to Pending.
3. Open the new transfer and add each item to move, with the quantity and, where relevant, the batch.
4. When the goods are dispatched, select Ship. The system checks that the source warehouse has enough available stock, deducts the quantity from the source, records a Transfer movement, and sets the status to In Transit. Only a pending transfer can be shipped.
5. When the goods reach the destination, open the transfer again and select Complete (receive). The quantity is credited to the destination warehouse and the status becomes Completed. Only an in-transit transfer can be completed.

Expected result

• The transfer shows Completed.
• On-hand stock at the source warehouse has fallen by the transferred quantity.
• On-hand stock at the destination warehouse has risen by the same quantity.
• A Transfer entry appears in Stock Movements showing the source to destination direction, referenced to the transfer number.

Troubleshooting

• Ship reports insufficient stock. The source location does not hold enough available units for one of the lines. Reduce the quantity, or receive or count stock into the source first, then ship again.
• Ship is blocked because the transfer is not pending. A transfer can only be shipped once. If it already shows In Transit, move to the Complete step instead.
• Complete is blocked because the transfer is not in transit. You must Ship the transfer before you can receive it at the destination.
• I need to cancel. Only a pending transfer can be deleted. Once shipped, stock has already left the source, so complete the transfer at the destination rather than trying to remove it.