This icon sets or resets each item to the default Purchase Location defined in the FOOD-TRAK Item Editor.<>
External Transfer Form
The External Transfer Form is used to enter a transfer of items from one database/site to another; or to transfer items out of a Profit Center Inventory Location to a non FOOD-TRAK location or entity such as an administrative department which does not typically store nor manage food & beverage inventory. e.g. Human Resources Dept or Donations to a charity
Transfer comparison
Unlike internal transfers, external transfers have an impact on site-wide item usage. Transfers coming into a database/site increase inventory levels in that Site; while transfers out have the effect of reducing inventory levels in the Site.
Within a site an internal transfer would have a net effect of zero as the inventory of one profit center location is increased while another profit center location's on-hand is decreased. Item usage on a profit center and location level is affected by internal transfers; but on an aggregate, site wide level, there is no effect.
Form Creation
To create an External Transfer, select the <Blank Transfer> form, an inventory template, a current external transfer template, affiliate order, or an outstanding external requisition from the left side of the External Transfer Form Selection page.
Header Tab
The Header tab contains fields for entering the transfer Date and Time, Personnel and an optional Reference field that may be used to specify an internal code or give a name to the particular transaction.
For instance, the transaction may bear the name "Standard Monday Warehouse Order." The Reference data is saved as a part of a template if the user desires to click the Template button saving the items and sequence on the Details tab as well as the text in the Reference field on the Header.
If this transfer is being created from an external requisition form, the Req ID number will appear in the Comments field.
The Transfer ID field will contain the system-generated transfer ID number once the form has been saved, paused or completed and it is not editable.
The Header also contains the Send To field.
This field has a drop-down list to select the database/site or transferrable vendor to which the item/s are to be moved.
Calculate Costs
Because different sites within your FOOD-TRAK system may have differing accounting methods for valuing inventory items, external transfers' items can be valued at the Last Cost, FIFO, or Average Cost method.
Calculate Costs (found in the toolbar) allows you to change calculation methods when performing external transfers. If you wish to change this method to match the site to which the items are being transferred, select the accounting method you require from the drop-down list.
The setting defaults to the Last Cost accounting method for every external transfer.
Keep in mind if you choose either the FIFO method or the Average cost method, the external transfer cost of an item could vary between what you see on the screen as you complete the external transfer and when you print the transfer following form completion. This occurs because the actual amount you are transferring may have a bearing on the cost calculation, and the form must be completed in order to accurately compute the cost.
The Template button may be used to save the data on the current transfer form as a template to be used later for assistance creating subsequent transfer forms. The template created using this button would appear on the left side of the External Transfer form selection screen.
DetailsTab
The Details tab contains the fields for Name, Quantity, Unit, Cost, Extension and Notes. (The Cost and Extension fields may be modified with appropriate user security permissions).
The cost of an item is determined by the current cost in the system at the time of the transfer.
Each item contains a From Location field for indicating the specific Inventory Location from which the goods are being transferred. The From Location field defaults to the assigned Purchase Location; however, items may be transferred from any of the Inventory Locations.
Items may be added to the form by clicking the link at the top of the Details data window entitled 'Click Here to Insert an Item to the Beginning of the Form'; or by selecting an item currently on the form which loads the item data entry info in the bottom frame of the screen.
Click the Insert button.
Search for an item to insert below the selected item by Name, Abbreviaton, Reference, Bar Code, or Report Group.
Note: The asterisk (*) wildcard character is helpful to search for items where the exact name of the item is not known by the user.
Example: If you are not sure whether the item you are searching for is named Roma Tomato or Tomato Roma, you could enter *roma in the name field and click the Search button or press Enter. The resulting item list will display all items with 'roma' anywhere in the item name.
Enter the appropriate data for the selected item (quantity transferred, unit transferred, any specific notes about this item transfer, etc). When all of the data for the item has been entered, click the Update button or press Enter to add the item to the form.
When finished working on the form, save, complete or pause it as desired.
Save - Saves the information entered and leaves the form open for further data entry
Pause - Saves and closes the form, but it is marked with a stop sign icon to be opened later to continue editing
Complete (Complete 1 of 2 and Complete 2 of 2) - Saves and closes the form and marks it as a transaction (when applicable, completing sends the transfer to the requested site)
Paused or Complete Transfer forms may have a Routing Slip printed.
Variable options upon completion:
If the database/site to which goods are being transferred resides on the same FOOD-TRAK system as the requisitioning database, when the External Transfer is completed from the External Requisition it will be posted to the External Transfers Form Selection window (on the right side) in the destination database.
If the database/site to which items are being transferred does not reside on the same FOOD-TRAK system or the transfer is to an entity which is not a site in the FOOD-TRAK system (e.g. transferrable vendor), options will be presented to e-mail the transfer, Save it to disk or Complete without sending.
The save to disk option creates an executable file which when executed by the system containing the database to which item/s are being transferred, will import the transfer and place it on the Alert List as well as on the right side of the External Transfers Form selection window in the destination database/site system.
If the external transfer is to a transferrable vendor (not to another site); select the Complete without Sending option.
This will complete the external transfer in the current (sending) site and not attempt to post the transferred items to another site or via an executable file. This has the net effect of only reducing the on-hand inventory value for the transferred items leaving the sending site. No FOOD-TRAK profit center or location has any items added to their inventory.
External transfers are paused if the source (requesting) Site is not listed as a transferable vendor in the target (destination) site or if there are any discrepancies in transferred items' abbreviations or units. (See section below for information regarding setup of vendors and items for external transfer)
When the transfer form is completed, the items transferred are deducted from the designated inventory location and added to the inventory of the receiving database.
If recipes have been included in the transfer, they will be added to the inventory of the recipe’s default production location as defined by the Categories menu on the Recipe Information section of the Item Editor.
Setup requirements for external transfer vendors:
Example- Site A and Site B want to requisition and transfer items between each other.
Site A must create a vendor called 'Site B' and mark the Transferable option on the Accounting tab of Vendor Properties.
Site B must create a vendor called 'Site A' and mark the Transferable option on the Accounting tab of Vendor Properties.
(The vendor names must match the site names exactly)
Rules to prevent item duplication upon transfer:
1. If an item in Site A and Site B have the same Abbreviation when it is transferred between the sites, a duplicate item will not be created.
However, if an item transferred from Site A to Site B has an Abbreviation of 'TmtoRoma'; but the Roma Tomato item in Site B has an Abbreviation of 'TomatoRma' a duplicate item will be created for Roma Tomato in Site B as the Site A item Abbreviation does not match the Site B Abbreviation. (FOOD-TRAK will append a '-A' character to the end of the name of the duplicate item in the receiving database to make it unique and easier to find when troubleshooting).
2. There must be at least one assigned unit in common between the items in Site A and Site B.
Example - Tomato Roma in Site A has lb and 30# cs as assigned units. The Roma Tomato item in Site B must have either lb or 30# cs as an assigned unit as well.
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The External Transfer Form is used to enter a transfer of goods from one database to another.
Unlike internal transfers, external transfers have an impact on item usage. Transfers coming into a database increase inventory levels at that Site, while transfers out have the effect of reducing inventory levels.
To create an External Transfer, select either the system generated <Blank Transfer> form or an outstanding requisition from the left side of the Transfer Form Selection page.
External transfers can be evaluated at either Last Cost, FIFO, or Average Cost method. Calculate Costs (found in the toolbar) allows you to change calculation methods when performing transfers. If you wish to change this method, select the one you require from the drop-down list. The selected setting is saved between sessions and between computers, by database. In other words, if AAA is set at FIFO and AAB is set at Last Cost, it will remain that way for all users in each database until changed again. The setting defaults to the accounting method entered on the Company Information form.
Keep in mind that, if you use either the FIFO method or the average cost method, the external transfer cost of an item could vary between what you see on the screen as you complete the external transfer and when you print the transfer. This occurs because the actual amount you are transferring may have a bearing on the cost calculation, and the form must be completed in order to accurately compute the cost.
Two icons appear on the External Transfer Form that are not seen on all forms.
This icon sets or resets each item to the default Purchase Location defined in the FOOD-TRAK Item Editor.
This icon sets all items on the form to one Purchase Location. Click this icon, and a selection menu appears. Select the Purchase Location you want from the drop-down list on this menu and click OK. To keep the original Purchase Locations, click Cancel.
When the transfer form is completed, the goods transferred are automatically deducted from the designated inventory location and added to the inventory of the receiving database.
If recipes have been included in the transfer, they will be added to the inventory of the recipe’s default production location, as defined by the Categories menu on the Recipe tab of the Item Editor.
For help on using the three buttons at the right of each item, click here 
For more information on the various buttons, icons, and fields that are features common to all Data Entry forms, click here. 
When you have finished working on the form, save, complete or pause it as you desire.