Stock Transfers

Section 7.11 - Moving Stock Between Locations

Chapter 7: Advanced Features | 10 min read | Essential

Overview

Stock Transfers allow you to move inventory between your Shop and Store locations. This is essential for restocking your selling floor from the warehouse, or returning excess display items to storage.

💡 Key Point: Transfers move stock from one location to another - they don't add or remove total inventory. Your overall stock count stays the same.

Types of Transfers

🏪

Store → Shop

Move items from warehouse to selling floor. Most common transfer.

Use when: Restocking shelves, running low on display items

📦

Shop → Store

Move items from selling floor back to warehouse.

Use when: End of season, excess display stock, reorganizing

🚚

General Out

Remove items from inventory entirely (external transfer).

Use when: Sending to another branch, samples, donations

Accessing Stock Transfer

There are two ways to access the Stock Transfer feature:

Method 1: From Main Menu

  1. Click Operations or Stock Management in the menu
  2. Select Stock Transfer or Transfer Stock
  3. Transfer interface opens

Method 2: From Transfer Sheet Button

  1. On the main POS screen, look for the Transfer Sheet button
  2. Click it to open a quick transfer dialog
  3. Select transfer direction, then proceed

Making a Transfer: Step by Step

1 Select Transfer Direction

Choose one of the transfer types:

  • Store → Shop
  • Shop → Store
  • General Out (external)

2 Select Product

Search for the product you want to transfer. You can type the name or scan a barcode. The system will show current stock levels for both Shop and Store.

3 Enter Quantity

Specify how many units to transfer. Enter the quantity in the appropriate measurement unit (pieces, boxes, cartons, etc.). The system prevents over-transferring.

4 Add Notes (Optional)

You can add a note explaining why the transfer is being made. This helps with record-keeping and audits.

5 Submit Transfer

Click the Transfer button to complete the operation. Stock levels update immediately in both locations.

✅ Transfer Complete!
The system will:
  • Deduct stock from source location
  • Add stock to destination location
  • Record the transfer in history
  • Log who made the transfer and when

Transfer Interface

The Stock Transfer screen shows:

Element Description
Direction Buttons Store→Shop, Shop→Store, General Out selection
Product Search Search by name or scan barcode
Current Stock Display Shows Shop and Store quantities before transfer
Quantity Fields Enter amounts per measurement unit
Notes Field Optional reason/comment for the transfer
Recent Transfers List of last 20 transfers made

Transfer Examples

📦 Example 1: Restocking Shelves

Scenario: Your shop shelf has 5 pieces of "Coca Cola 500ml" but you have 50 in the store.

  1. Select Store → Shop
  2. Search for "Coca Cola 500ml"
  3. Enter quantity: 20 pieces
  4. Click Transfer

Result: Shop now has 25 pieces, Store has 30 pieces.

🔙 Example 2: Returning Excess Stock

Scenario: End of promotion, too many items on display. Return some to store.

  1. Select Shop → Store
  2. Search for the promotional product
  3. Enter quantity to return
  4. Add note: "End of promotion - returning to storage"
  5. Click Transfer

🚚 Example 3: Branch Transfer

Scenario: Sending 10 cartons of rice to another branch location.

  1. Select General Out
  2. Search for "Rice 25kg"
  3. Enter quantity: 10 cartons
  4. Add note: "Transfer to Nakawa Branch"
  5. Click Transfer

Note: General Out removes from your total inventory - the other branch should record this as a purchase.

Important Rules

⚠️ Transfer Restrictions:
  • Cannot transfer more than available - If Store has 10, you can't transfer 15 to Shop
  • Transfers are immediate - Stock updates right away
  • Transfers are logged - All transfers are recorded with who, when, what, and why
  • Cannot undo easily - To reverse, make another transfer in the opposite direction

Best Practices

Troubleshooting

Transfer button not working?

Ensure you've selected a transfer direction and entered a valid quantity. Check that the source location has enough stock.

Can't find the product?

Try searching by barcode if available. Ensure the product is registered in the system and hasn't been deleted.

Stock not updating after transfer?

Refresh the page (F5). If still not updated, check the transfer reports to confirm the transfer was recorded.

Track Your Transfers

Learn how to view transfer history and run transfer reports.

Transfer Reports