Use the Internal Transfers Form to move items from one profit center inventory location to another within the same database/site. Transfers can be created with or without accompanying internal requisitions.
Transfer effects
Internal Transfers do not effect overall site-wide item usage; although they are critical to Profit Center Usage reporting. 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 Internal Transfer, select either the system generated (Blank Transfer) form, an internal transfer template, or an existing internal requisition, all of which will be listed on the left side of the 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 internal requisition form, the Requisition 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. The transfer ID is not editable.
The Header also contains fields for Send To and Send From. These fields have a drop-down list to select the Profit Center and/or Location to which the item/s are to be moved. Profit Centers and Locations that are available to select for transfers are based on the current user's profit center access.
Send To - Choose the Profit Center or Location within a profit center to which the items are to be sent.
Send From - Choose the Profit Center from which the items are being sent.
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 Internal 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 and uses the selected Accounting method for the site located in Company Information > Settings tab.
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, Abbreviation, 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.
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 for reporting purposes.
Two print options are available on the Complete 2 of 2 page. The Print when Completed option prints the form and display it on the screen. The Print Routing Slip when Completed option submits a print job for a transfer routing slip. The routing slip displays the form detail as a worksheet that includes blank lines for notes and a signature. This printed document can be used to get a signature upon delivery of the goods to the receiving profit center. Paused or Complete Transfer forms may have a Routing Slip printed.
If there were any items shorted where the delivered/transferred quantity is less than the requested quantity, a second line prints indicating the original requested quantity and the actual delivered/transferred quantity. Any Notes entered for the shorted item will print as well describing a reason for the deficient quantity.
When the transfer form is completed, the items transferred are deducted from the designated inventory location and added to the inventory location in the Send To field in the Header.
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.
Advanced Procurement - Internal Transfer