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Transferring items

Transfers in Lightspeed Retail are only available for multi-store accounts and can be used to:

  • transfer items from one shop to another.
  • request an inventory transfer from your warehouse or distribution center.

 

Transferring items involves:

  1. Creating a transfer
  2. Adding items
  3. Sending items
  4. Receiving items
  5. Returning items (if necessary)

NOTE: For information on how transfers can be used with master orders for centralized purchasing, please see About centralized purchasing for multi-stores.

 

  • Before you begin

    As maintaining an accurate inventory is crucial to a Lightspeed Retail account, it's important to understand the employee permissions around transfers.

    Limit To Shop permission

    The Limit To Shop permission is configured from Settings Employee Setup in the Details section of an employee account. If a specific shop is selected in the Limit To Shop drop-down, the employee can only perform actions in a transfer that affect the inventory of the shop they're limited to. This means that depending on the From/Sending shop or To/Receiving shop selected in a transfer, the employee can't officially send items from another shop or add items to another shop's inventory.

    transfers_employeesetup.png

    E.g. If employee Jane is limited to Shop A and Shop A is the sending shop in a transfer, the Mark Item Received field, Mark All Received field, Received column and Add Received Items To Inventory button are hidden, making her unable to receive and add items to Shop B's inventory.

    If Shop A is the receiving shop in a transfer however, Jane can add items to the transfer but the Send Items button is greyed out, making her unable to send items from Shop B. She also sees an error message if she clicks the Return button, making her unable to return items to Shop B.

    For more information on employee accounts, please see Adding employee accounts.

    Employee role permissions

    When configuring an employee role in Settings Employee Roles, there are 2 permissions that affect transfers:

    • Inventory - Transfers
    • Inventory - Transfers: Send stock for transfer

    For the permissions to take effect, simply have your employees sign out and sign back in.

    transfers_employeerole__1_.png

    If the Inventory - Transfers permission is selected in an employee role, all employee accounts that have this role can create a new transfer and add items to it but they can't click Send Items and as a result change the status of the transfer from Open to Sent. Once a colleague with both permissions changes the transfer to the Sent status however, employees with only the Inventory - Transfers permission can click the Check In button, receive the items and add them to the receiving shop's inventory (provided they aren't limited to the sending shop).

    If both permissions are selected in an employee role however, all employee accounts that have this role can perform any action within a transfer (provided they aren't limited to the sending or receiving shop).

    For more information on employee roles, please see Configuring employee roles.

  • 1. Creating a transfer

    To communicate to an other shop or your distribution center that you're low in stock or need certain items ordered from a vendor on your behalf, create a new transfer. Requesting a transfer isn't only reserved for low stock situations however. As the other shop or distribution center, you can also create a transfer if you have new inventory you'd like promoted in other locations or if you're overstocked.

    1. From the main menu, click Inventory > Transfers > + New Inventory Transfer.
    2. Select a shop in both the From/Sending Shop and To/Receiving Shop drop-downs.
    3. From the Need By calendar and clock, select a date and time if you know by when the receiving shop needs the transfer.
    4. Optionally, enter comments in the Notes section.
    5. Click Save Changes.

    transfer_creating.png

  • 2. Adding items

    You can add items to a transfer by:

    • adding items that are on special order.
    • manually entering or scanning items.
    • automatically adding all items that are at or below their reorder points.

    Adding special order items

    To add a special order item to a transfer:

    1. From the left menu, click the Special Orders section.
    2. Optionally, under Special Orders To Add, modify the available search fields and search filters and click Search to narrow your list of special orders.
    3. Click + Add next to the special order item you'd like to add. To add multiple special order items at once, select the items' checkboxes and click + Add Selected To Transfer.
    4. From the left menu, click the Details section.
    5. Review the Send quantity of the items and modify as needed.
    6. Click Save Changes.
    transfer_special.png

    Adding items manually

    To add an item to a transfer manually:

    1. From the Add Items section, scan one of the item's searchable details in the Item Search field. If you're entering the item's searchable detail instead, click the + Add Item button as well. 
    2. If only one item matches your search, the item is added automatically. Otherwise, a list appears from which you can select the item.
    3. Alternatively, you can leave the Item Search field empty and click+ Add Item if you prefer to use the available inventory search filters to locate the item.
    4. Review the Send quantity of the items and modify as needed.
    5. Click Save Changes.

    transfer_additems.png

    Adding items by their reorder points

    To add an item that is at or below its reorder point for the receiving shop:

    1. From the Auto add all items that are at or below their reorder point section, select a Category, Vendor and/or Brand.
    2. Click + Auto Add All.
    3. Review the Send quantity of the items and modify as needed.
    4. Click Save Changes.

    transfer_reorder.png

  • 3. Sending items

    After a transfer is created and items are added to it, the next step is for the sending shop to send the inventory to the receiving shop. To make sure the sending shop only sends items that have enough available quantities, transfers are designed to display an error message and highlight items in red if they don't. To be able to send the transfer, the sending shop needs to address these items by reducing their Send quantity or investigating if there is an actual stock discrepancy between the sending shop's inventory in Lightspeed Retail versus what they physically have on hand.


    E.g. Maybe the sending shop needs to right its inventory in Lightspeed Retail by simply receiving quantities from a purchase order or manually adjusting the items' stock.


    Once a transfer is sent, the items being sent are removed from the sending shop's inventory, are classified as In Transit and aren't added to the receiving shop's inventory until the items are received.  


    In the event that too many items are sent in a transfer, the extra In Transit quantities need to either be added to the receiving shop's inventory or returned to the sending shop's inventory. For more information, please see this article's steps 4. Receiving items and 5. Returning items.


    NOTE: To send items in a transfer, an employee must have specific employee permissions. For more information, please review this article's preliminary step Before you begin.


    1. Review the Send quantity of the items and modify them as needed.
    2. At the top-left of the transfer, click the Send Items button. 
    3. In the new window, read the warning message and click OK. This will change the status of the transfer from Open to Sent.
    4. Optionally, click Print Order to print a packing slip and/or Print Labels to print labels for the in transit items.
    5. If more items need to be added to the transfer after a transfer is sent, click the Reopen button and repeat steps 1-4.

    transfer_sent.png

  • 4. Receiving items

    After a transfer is sent and the shipment arrives, the receiving shop must receive and add the in transit items to its inventory. You can receive items in a transfer by:

    • manually entering or scanning items in the Mark Item Received section.
    • manually entering or scanning items in their respective Received fields.
    • automatically receiving all items in the Mark All Received section.

    Once each items' physical quantity is entered in their respective Received fields, the receiving shop is ready to officially add them to its inventory. Before doing so however, we recommend giving these Received fields a thorough final review as once their quantities are officially added to the receiving shop's inventory, this action can't be undone.


    In the event that an item's Received quantity is less than its In Transit quantity, please see this article's step 5. Returning items for more information. If an item's Received quantity is more than its In Transit quantity however, you'll need to create a new transfer to add the extra quantity to the receiving shop.

    Mark Item Received section

    From the Mark Item Received section, the following item details are searchable:

    • Description
    • System ID
    • UPC
    • EAN 
    • Custom SKU 
    • Manufacturer SKU

    To receive in transit items in the Mark Item Received section:

    1. Enter the physical quantity of the in transit item. If you prefer scanning or entering each item individually, skip to step 2.
    2. In the Item Search field, scan one of the item's searchable details. If you're entering the item's searchable detail instead, click the Receive button as well. 
    3. If the searchable detail has a unique match to the item in your inventory, the quantity in the item's Received column updates automatically.
    4. Repeat steps 1-3 until each in transit items' physical quantity is entered in their respective Received fields.
    5. At the top-right of the Items section, click the Add Received Items To Inventory button.
    6. From the new window, read the warning and click OK.

    NOTE: If the searchable details you're entering or scanning in the Item Search field doesn't have a unique match to the item in your inventory, please see the Received fields workflow below.

    transfer_markitem.png

    Received fields

    1. From the Item section, locate the in transit item you want to receive.
    2. In its Received field, enter the physical quantity you received. If you prefer, you can also scan each individual item into the field.
    3. Repeat steps 1-2 until each in transit items' physical quantity is entered in their respective Received fields.
    4. At the top-right of the Items section, click the Add Received Items To Inventory button.
    5. From the new window, read the warning and click OK.

    transfer_received.png

    Mark All Received section

    If the physical quantity of an item you received and manually counted matches its expected In Transit quantities:

    1. From the Mark All Received section, click the Receive All Items button. The Received fields of each item is automatically filled to match their In Transit fields.
    2. At the top-right of the Items section, click the Add Received Items To Inventory button.
    3. From the new window, read the warning and click OK.transfer_markallitems.png
  • 5. Returning items (if necessary)

    Items that are In Transit can be returned to the sending shop if they were sent in error, in the wrong quantity, or were found to be damaged, missing, or incorrect when receiving the transfer. Returning the items will remove any unreceived quantity from the transfer and will restore the quantity that is In Transit to the sending shop's inventory.

    NOTE: It is a good idea to contact the sending shop to discuss what they intended to send whenever there is a discrepancy between the transfer and what was received. Returning items to the sending shop may not always be appropriate.

     

    To help you track and manage your In Transit items, there are 2 transfer reports that you can run from the Reports section:

     

    In Transit

    Provides a list of all In Transit items on Sent and Received transfers that have yet to be received and added to the receiving shop's inventory.

    Lost In Transit  

    Provides a list of all In Transit items on Received transfers that have yet to be received and added to the receiving shop's inventory.

     


    NOTE: To return items in a transfer, an employee must have specific employee permissions. For more information, please review this article's preliminary step Before you begin.


    1. From the Item section, locate the in transit item you want to return.
    2. To the left of the item's description, click the Return button. This removes the item's outstanding In Transit quantity from the transfer and automatically adds the quantity back to the sending shop’s inventory.

    transfer_return.png

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