Transfer Orders

Transfer Orders

Transfer Orders are used to move inventory between locations within the organization while maintaining complete inventory traceability and valuation accuracy. They support transfers between warehouses, retail stores, production facilities, and other inventory locations managed in Numera.

When confirmed, a Transfer Order decreases inventory in the source location and increases inventory in the destination location, while preserving inventory history and auditability.

Transfer Orders allow businesses to:

• Move inventory between locations
• Rebalance stock levels
• Replenish retail stores
• Transfer inventory to production facilities
• Maintain inventory traceability
• Preserve inventory valuation
• Track inventory movements between locations

Where Transfer Orders Fit in Inventory Management

Inventory is reduced at the source location and increased at the destination location.

Navigation and Workflow

Transfer Orders follow the same workflow pattern used throughout Numera.

Users can:

• View existing transfers
• Search and filter transfers
• Create new transfers
• Review inventory movements
• Cancel transfers (if permitted)
• Create reverse transfers

Creating a Transfer Order

Header Information

When creating a Transfer Order, users must specify the source and destination locations.

From Location

The location from which inventory will be removed. Examples:

• Main Warehouse
• Retail Store A
• Production Warehouse

To Location

The location receiving the inventory. Examples:

• Retail Store B
• Distribution Center
• Production Facility

Adding Items

Users can add inventory items to the transfer. Only inventory available in the source location can be selected.

Requirements:

• Physical stock must be available
• Inventory quantity must be greater than zero
• Inventory must exist in the selected source location

Transfer Quantities

Users specify:

• Item
• Quantity
• Unit of Measure
• Batch Information (if applicable)

The system validates inventory availability before confirmation.

Batch Management

For items configured with Batch Management:

• Batch information can be entered during transfer creation
• Batch selection follows the same workflow used in other inventory transactions
• Batch traceability is preserved throughout the transfer

Batch Indicators

Batch-managed items display the same batch status indicators used throughout Numera.

Inventory Valuation During Transfers

Transfer Orders preserve inventory value while moving inventory between locations. Users can always view:

• Source inventory value
• Destination inventory value
• Transfer value
• Quantity being transferred

Transfers to Retail Locations

Special valuation rules apply when inventory is transferred into retail locations.

Retail Inventory Valuation

When the destination location is configured as a Retail Location, users may:

• Enter Retail Prices
• Enter Markup Percentages
• Review existing retail pricing
• Validate retail valuation

This allows inventory in the retail location to be valued according to retail inventory rules.

Retail Markup

Users may define a Retail Price or a Markup Percentage.

Transfers from Retail to Non-Retail Locations

When inventory is transferred from a retail location to a non-retail location:

• Retail markup is removed
• Retail VAT valuation is removed
• Inventory value is converted back to its cost-based value

Transfer Value Visibility

Users can review inventory values before confirming the transfer.

This visibility helps users understand the financial impact of inventory movements.

Saving and Confirming Transfers

Draft

Draft transfers are work-in-progress documents. Users may:

• Edit all fields
• Add or remove items
• Modify quantities
• Change locations
• Save incomplete information

No inventory transactions are created.

Confirmed

Confirmed transfers finalize the inventory movement. When confirmed:

• Inventory decreases at the source location
• Inventory increases at the destination location
• Batch balances are updated
• Inventory history is recorded
• Inventory valuation is updated

Editing Rules

Draft Transfers

Draft Transfer Orders can be freely edited. Users may:

• Change locations
• Modify items
• Update quantities
• Change batches
• Adjust retail valuation information

Confirmed Transfers

Confirmed Transfer Orders cannot be edited. This restriction protects inventory integrity and ensures inventory movement history remains accurate.

Correcting Transfer Orders

If a confirmed transfer requires correction, users have two options depending on permissions and company configuration.

Cancel Transfer

If cancellation is allowed:

• Inventory transactions are reversed
• Inventory balances return to their original state
• Transfer status becomes Cancelled

Create Reverse Transfer

A reverse transfer moves inventory back to the original location.

This approach provides a complete audit trail and is often preferred operationally.

Transfer Order Statuses

Status Definitions

• Draft — Transfer is being prepared and has not yet affected inventory.
• Confirmed — Inventory movement has been completed and inventory balances have been updated.
• Cancelled — The transfer has been reversed according to company rules and permissions.

Inventory Traceability

Transfer Orders contribute to inventory traceability. Users can determine:

• Where inventory originated
• Which location currently holds inventory
• Which batches were transferred
• Historical inventory movements

This information is available through inventory reports and transaction history.

Best Practices

Related Documentation

Key Concepts

• Transfer Orders move inventory between locations.
• Inventory Management must be active.
• Only available inventory can be transferred.
• Batch-managed items support batch selection and traceability.
• Inventory value is visible throughout the transfer process.
• Retail locations support markup and retail valuation adjustments.
• Transfers from retail to non-retail locations remove markup and VAT valuation components.
• Draft transfers do not affect inventory.
• Confirmed transfers create inventory transactions.
• Confirmed transfers cannot be edited.
• Corrections can be handled through cancellation or reverse transfers.