For multi-store accounts, inventory transfers can be used to transfer items from one store location to another or to request inventory transfer from a warehouse or distribution center. You can avoid missing a sale when an item is out of stock by creating a special order and transferring units from another location. Additionally, you can reallocate stock between locations to move overstocked inventory or transfer new products you want to promote.

You can’t send, return, or receive inventory from a transfer containing archived items or from archived locations.

Creating a transfer

To begin transferring items from one location to another, you need to create a new inventory transfer.

1. Navigate to Inventory > Transfers.

   

2. Click + New Inventory Transfer.

   

3. Use the From / Sending shop dropdowns to select the locations the transfer is being sent from and to.

   

4. In the Need by field, select the date and time when you need the transfer.
5. Optionally, add any notes related to the transfer in the Notes section.
6. Click Save Changes.

You will be automatically redirected to the edit page for your new inventory transfer.

Adding items to a transfer

You can add items to the transfer by manually entering or scanning items, adding all items that are at or below their reorder points, or by filtering for special orders.

If you don't have negative inventory enabled on your account, all items in the transfer must be in stock or the transfer won't complete.

Adding items manually

1. Navigate to Inventory > Transfers.
2. Locate and select your open inventory transfer.
3. Search for an item in the Item Search field using an item's searchable details.

   

   If only one item matches your search, the item will be added automatically. Otherwise, a list of matching items will appear, allowing you to select your item.
4. If you prefer to use inventory search filters, you can leave the Item Search field empty and click + Add Item to view your entire inventory and add multiple items at once.
5. Review the Send quantity of the items and modify as needed.

   

6. Click Send Items.
7. A confirmation pop-up will appear. Click OK.

You will automatically be redirected to the inventory transfer page.

Adding items by their reorder points

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

1. Navigate to Inventory > Transfers.
2. Locate and select your open inventory transfer.
3. From the Auto add all items that are at or below their reorder point section, select a Category, Vendor, and/or Brand from the dropdowns.

   

4. Click + Auto Add All to add all items or + Auto Add Items In Stock Only to only add items that are in stock.
5. A pop-up confirmation will appear. Click OK.
6. Review the Send quantity of the items and modify as needed.

   

7. Click Send Items.
8. A confirmation pop-up will appear. Click OK.

You will automatically be redirected to the inventory transfer page.

Adding special order items

1. Navigate to Inventory > Transfers.
2. Locate and select your open inventory transfer.
3. Click the Special Orders tab.

   

4. Optionally, under Special Orders To Add, modify the available search fields and search filters and click Search to narrow your list of special orders.

   

5. 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.

   The special order item will automatically move to the Special Orders On Transfer section.

   

6. Click the Details tab.
7. Review the Send quantity of the items and modify as needed.
8. Click Send Items.
9. A confirmation pop-up will appear. Click OK.

You will automatically be redirected to the inventory transfer page.

Sending items

After clicking Send Items, you will automatically be redirected to the inventory transfer page. The status of the transfer will change from Open to Sent. The items will be removed from the sending shop's inventory but won't be added to the receiving shop's inventory until they are marked as received.

You can click Print Order to print a packing slip or Print Labels to print labels for the In Transit items.

Receiving items

After a transfer is sent and the shipment arrives, the receiving shop must receive and add the items to their 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 item's received quantity is entered in their respective Received fields, you can add them to your inventory. This can't be undone.

Using the Mark Item Received section

To receive In Transit items in the Mark Item Received section:

1. Navigate to Inventory > Transfers.
2. Locate and select your open inventory transfer.
3. Click Check In. You will be automatically redirected to the receive transfer page.
4. Enter the received item quantity.

   

5. In the Item Search field, search for an item. If the item has a unique match to the item in your inventory, the quantity in the item's Received column will update automatically.
6. Repeat for each item you are receiving.
7. When you are finished receiving items, click Add Received Items To Inventory.

   

8. A pop-up confirmation will appear. Click OK.

The items will be added to the receiving shop's inventory, and the transfer status will change to Received.

Using the Received fields

1. Navigate to Inventory > Transfers.
2. Locate and select your open inventory transfer.
3. Click Check In. You will be automatically redirected to the receive transfer page.
4. From the Item section, locate the In Transit item you want to receive.
5. In the Received field, enter the quantity you received. If you prefer, you can also scan each individual item into the field.

   

6. Repeat for each item you are receiving.
7. Click Add Received Items To Inventory.

   

8. A pop-up confirmation will appear. Click OK.

The items will be added to the receiving shop's inventory, and the transfer status will change to Received.

Using the Mark All Received section

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

1. Navigate to Inventory > Transfers.
2. Locate and select your open inventory transfer.
3. Click Check In.
4. Click Receive All Items. The Received fields of each item will be automatically filled to match their In Transit fields.

   

5. Click Add Received Items To Inventory.

   

6. A pop-up confirmation will appear. Click OK.

The items will be added to the receiving shop's inventory, and the transfer status will change to Received.

Returning items

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 that quantity to the sending shop's inventory. Returned inventory is restored back to the original inventory lot.

After returning inventory from a transfer, an entry will be added to your inventory log.

1. Navigate to Inventory > Transfers.
2. Locate and select your inventory transfer.
3. From the Item section, locate the In Transit item you want to return.
4. Click Return beside the item. This removes the item's outstanding In Transit quantity from the transfer and automatically adds the quantity back to the sending shop’s inventory.

   

Adding or removing items after transfer is marked as Sent

Reopening a transfer only allows for adding additional items to send and does not work to return items.

To add or remove items from a sent transfer:

1. Navigate to Inventory > Transfers.
2. Locate and select your inventory transfer.
3. Click Reopen.

   

4. Add or remove items as needed.
5. Review the Send quantity of the items and modify them as needed.
6. Click Send Items.
7. A confirmation pop-up will appear. Click OK.

You will automatically be redirected to the inventory transfer page and can continue the receiving process.

Resolving sending an item with insufficient quantity

If your account doesn't have negative inventory enabled and the sending shop has insufficient quantities of an item, an error message will display and the item will be highlighted in red.

To be able to send the transfer, the sending shop needs to address this by reducing their Send quantity or investigating if there is a stock discrepancy between Retail POS inventory and what they physically have on hand. Often, these discrepancies can be solved by receiving outstanding purchase orders or by adjusting the item inventory manually.

Reporting on In Transit items

To help you track and manage your In Transit items, there are two transfer reports that you can run. Navigate to Reports and select either:

• In Transit: Provides a list of all In Transit items on Sent 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.

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