Overview
The Transfer Orders module is used to move stock from one location to another inside your business (for example, from warehouse to store).
A transfer order records:
Where the stock is coming from (source location)
Where it is going (destination location)
When it is being transferred
Which items and quantities are included
The status of the transfer (Pending Dispatch, In‑Transit, Delivered, Received, or Rejected)
This module sits under:
Inventory Management → Transfer Orders
Key Features
From the wireframe and repository structure, the Transfer Orders module includes:
Transfer Orders list
Filter by date field (e.g., Created Date) and date range
See columns for:
Transfer Order #
Supplier Procurement (Yes/No)
PO Number
Date Created / Date Received
Source Location / Destination Location
Status (Pending Dispatch, Received, etc.)
Quantity
Actions (view, share, status updates)
Toolbar icons to download/export or print the list
Create new Transfer Order
Transfer Type (e.g., Standard Transfer)
Source Location and Destination Location
Date of Transfer
Notes
Checkbox Requires Procurement from Supplier
Optional Upload Official Receipt section
Price Type (e.g., Retail Price)
Items section with “Select Products” and “Bulk Add Items”
Transfer Order detail page
Header with main actions: Reject, Mark In‑Transit, Mark Delivered, Receive
Basic info (transfer number, dates, transfer type, locations, notes, price type)
Tracking timeline:
Pending Dispatch
In‑Transit
Delivered
Received
Dispatch Details (dispatch date, driver name, tracking number, auto‑close after receipt)
Quantity Reconciliation (Requested, Dispatched, Received, Discrepancy)
Items list (Item, Quantity, Price per Quantity, Total Amount)
Row Actions in list
Quick actions per order, such as:
Mark In‑Transit
Mark Delivered
Receive
Reject
Share and view icons
RFQ integration trigger
A Create RFQs button on the list page for cases where supplier procurement is involved.
Getting Started
1. Open the Transfer Orders module
On the left navigation, click Inventory Management.
Click Transfer Orders.
You’ll land on the Transfer Orders list page.
2. Understand the list view
At the top you’ll see:
Filter Date By – choose which date to use (e.g., Created Date).
Date – pick a date range to show transfer orders.
Export/print icons.
+ Add Transfer Order button.
Create RFQs button.
The table below shows each transfer order with its key details and status.
How to Use
A. Filter and view existing transfer orders
Filter by date
Use Filter Date By (for example, Created Date).
Select a date range using the Date field.
Review the table
Scan Transfer Order #, locations, status, and quantity.
Use status (e.g., Pending Dispatch vs Received) to see which transfers still need action.
Open a transfer order
Click the eye (view) icon in the Actions column, or click the row if enabled.
This opens the Transfer Order detail page.
B. Create a new transfer order
On the list page, click + Add Transfer Order.
In the New Transfer Order page, fill in:
Transfer Type
Keep as Standard Transfer (other types are not shown in the wireframe).
Source Location
Select the location where stock will be taken from.
Destination Location
Select the location where stock will be sent to.
Date of Transfer
Choose the date you plan to move the goods.
Notes (optional)
Enter any instructions (e.g., “Send with afternoon truck”).
Requires Procurement from Supplier (optional checkbox)
Turn on if this transfer also needs extra procurement from a supplier.
This is shown in the list as Supplier Procurement: Yes/No.
Official Receipt (optional)
In the Upload Official Receipt section, you can attach a copy of an official receipt using the Upload Official Receipt button.
Price Type
Choose how prices should be displayed for items (for example, Retail Price).
Under Items, add the products:
Click Select Products to pick items one by one, or
Click Bulk Add Items to add multiple items at once.
For each item, the grid can display:
Item name
Source Location Stock
Destination Location Stock
Price
Quantity
When you are done:
Click Create to create the transfer order, or
Click Create and Receive if you want to immediately create the transfer and mark it as received in a single step (for example, if the stock movement has already happened).
The new order now appears in the Transfer Orders list, usually with status Pending Dispatch.
C. Track and update transfer order status
There are two main places to update status:
From the Actions menu in the list
From the buttons at the top of the detail page
Typical status flow:
Pending Dispatch
The order has been created but not yet dispatched.
In‑Transit
Use Mark In‑Transit when goods have left the source location.
Delivered
Use Mark Delivered when goods reach the destination but have not yet been fully checked in.
Received
Use Receive when the destination location has confirmed and accepted the stock.
Rejected
Use Reject if the transfer should not go ahead (for example, wrong items or cancelled request).
Update status from the list
In the Transfer Orders list, go to the relevant row.
Click the three‑dot (⋯) menu in the Actions column.
Choose one of:
Mark In‑Transit
Mark Delivered
Receive
Reject
Update status from the detail page
Open the transfer order.
At the top, click the appropriate button:
Reject
Mark In‑Transit
Mark Delivered
Receive
As the status changes, the Tracking section will highlight:
Pending Dispatch
In‑Transit
Delivered
Received
D. Enter dispatch details
When a transfer is dispatched:
Open the transfer order detail page.
In the Dispatch Details section, enter:
Dispatch Date
Driver Name
Tracking Number (if applicable)
Auto‑close after receipt setting, if visible
Save the changes (in many layouts this happens automatically when you change status to In‑Transit).
These details help the receiving location and your team track the shipment.
E. Check quantity reconciliation
Once the goods are received:
Open the transfer order.
Scroll to the Quantity Reconciliation section.
For each item, review:
Requested quantity
Dispatched quantity
Received quantity
Discrepancy (e.g., “Matched”)
If there is a difference, you can see it here and decide whether further action or a stock adjustment is needed.
Troubleshooting
“I can’t create a transfer order”
Check:
Source Location and Destination Location are both selected.
You have added at least one item in the Items section.
If any optional fields (like date) are marked required in your setup, make sure they are filled in.
“The Source and Destination seem wrong”
Remember:
Source Location is where the stock is leaving.
Destination Location is where the stock is going.
If they are flipped, edit the order or cancel and recreate it with the correct locations.
“I don’t see the order I just created”
Adjust the Date range at the top of the list.
Check that Filter Date By is set to a field that matches when the order was created (e.g., Created Date).
Scroll or change pages if there are many results.
“I cannot click ‘Receive’”
Some actions may only show when the transfer is at the correct stage (for example, you might need to mark it In‑Transit or Delivered first).
Confirm that the order is not already in Received or Rejected status.
If it is already received, the button may be disabled or replaced.
“Quantities do not match”
Look at Quantity Reconciliation to see Requested, Dispatched, and Received quantities.
If a mistake was made, you may need to:
Adjust the transfer (where allowed), or
Use Adjust Stock to correct inventory at the location after the transfer.
Connected Modules
The Transfer Orders module connects with several parts of the system:
Inventory Management → Stock Requisitions
Approved stock requisitions can be fulfilled by creating Transfer Orders.
A requisition and its transfer orders usually refer to each other for tracking.
Inventory Management → Adjust Stock
If physical stock after a transfer does not match the recorded quantities, you use Adjust Stock to correct it.
Inventory Management → Stock Receive History
Receipts from transfer orders appear in stock receive logs for audit and review.
Inventory Management → Inventory History & Inventory Dashboard
Each transfer order changes stock on hand between locations, which appears in inventory history and dashboard summaries.
Products & Services → Items List
Items and their prices used in transfer orders come from your main product catalog.
Suppliers / RFQs (Request for Quotes)
The Requires Procurement from Supplier option and Create RFQs button indicate cases where a transfer needs external supplier involvement or quotation before stock can actually be moved or replenished.
Together, these modules give you a full picture of how goods move inside your business and help keep inventory in each location accurate and up to date.