Inventory Transfers

Transfers are essential for managing inventory across locations, ensuring stock is allocated efficiently to meet demand. All transfer requests are initially directed to the central admin, who oversees the approval and assignment process. Below, the process is divided into two scenarios: store-to-store transfers and direct transfers from the main warehouse.

Store-to-Store transfers

When one store requires inventory that another store possesses, store-to-store transfers are the solution. This guide will walk through each step of the process for all involved parties.

Creating a transfer

This involves identifying a need for additional inventory and initiating a transfer request through the POS system, marking the beginning of the inventory-sharing process between stores.

1. Initiate the transfer process: Begin by going to your POS admin. Navigate to the Inventory section, locate Transfers, and click Create.

2. Select store: On the transfer creation page, choose the From and To stores. You can only create transfers where the current store is shipping or receiving.

3. Add products to the transfer: You can add products directly from your store using the Bulk Add button or upload a .xlsx file through the Import Product button.

4. Specify product quantities: After choosing Bulk Add, use the search bar to quickly find and select products by SKU, title, or label. You can also filter the search results using the dropdown menu to narrow your search by specific criteria. After selecting your products, review the current inventory levels displayed in the Physical inventory column. Once you’ve confirmed your selections, click Confirm to proceed. In the next step, you’ll be able to enter the requested quantities and add any relevant notes.

5. Verify transfer request: Review the transfer details after entering the product quantities and notes. Once confirmed, click Verify. The status will update to Awaiting shipment, indicating the request is ready for the next step.

6. Monitor transfer status: After verification, the status will be Awaiting shipment. Navigate to the Transfers section, where you can either Complete shipment or Recall the transfer using the options in the Action column.

Completing transfers

Once the transfer is verified and ready for shipment, follow these steps:

1. Access transfers: Navigate to the Transfers section under Inventory in your Shoplazza POS. Find the transfer you wish to complete, and click on the Complete shipment link next to it in the Action column.

2. Review transfer details: Once in the transfer details, review all information, including the Basic information (e.g., shipping and receiving store locations), Product information (e.g., SKU, requested and shipped quantities), and any Notes added to the transfer. Ensure all details are correct before proceeding. After confirming all the details, click the Complete shipment button at the top right.

3. Complete the shipment: A confirmation dialog will appear asking if you are sure the products have been shipped. Click OK to finalize the transfer.

Confirming transfers

When receiving inventory from another store, you need to confirm the transfer:

1. Access the transfer to confirm: Go to the Transfers section under Inventory in your Shoplazza POS. Locate the transfer you need to confirm and click on Confirm receipt in the Action column.

2. Review transfer details: On the transfer details page, review the Basic information, such as the shipping and receiving store locations, Product information, including the SKU, requested and shipped quantities, and ensure that the received quantity matches what was shipped. If needed, you can also update the Notes section. Once you have verified all the details, click the Confirm receipt button at the top right.

3. Confirm receipt: A confirmation dialog will appear asking if you are sure the products have been received. Click OK to finalize the receipt of the transfer.

Transfers through the Center admin

1. View all transfers: As a main center admin, you can access and monitor all store-to-store transfers. Navigate to the Transfers section under Inventory to view the complete list of transfer requests, including those initiated by individual stores. This allows you to track the movement of products across all locations.

2. Create a transfer from the main warehouse: To initiate a transfer from the main warehouse to any available locations, click Create in the Transfers section.

3. Set up transfer details: In the Transfer details screen, select the Transfer type from the dropdown menu, such as "Centralized stock replenishment" or "Store-initiated transfer." Choose the Ship from and Ship to locations.

4. Add products to the transfer: Click on Add product or Import product (XLSX file) to include the items you wish to transfer. Use the search bar to find products by SKU, name, or other identifiers, and select the relevant products. After selecting, click Confirm to add them to the transfer.

5. Enter product and lot details: Once the products are added, review the product details, such as SKU and quantity. If the transfer type is set to Centralized stock replenishment, you'll see a + symbol in the Action column next to each product. This symbol allows you to assign a lot number to the product.

• Assign a Lot Number: Click the + symbol to open a dialog box, where you'll be prompted to select the appropriate lot number from a dropdown menu. If multiple lot numbers are associated with a product, ensure you choose the correct one. Once selected, click Confirm to finalize the lot number assignment.

6. Save and verify transfer: After entering all details, click Save or Finalize to complete the transfer. This action records the transfer request and moves it forward for processing.

7. Monitoring transfer status: The transfer will now appear in the list under the Transfers section, where you can monitor its status. You can view or recall transfers to ensure smooth operations across all locations.

Managing lot numbers

To reference lot numbers during inventory transfers, they must first be recorded during the inbound process. Here's how to do it:

1. Access the inbound section: Go to Center admin Inventory Inbound and click on Create to start a new inbound process.

2. Add products and confirm: Add the products you receive and confirm your selection.

3. Enter lot numbers: After confirming the products, click on the + icon (add batch) in the Action column. This will open a pop-up window where you can enter the lot number and expiration date. Both fields are mandatory to complete the inbound process. This ensures that the lot numbers are properly recorded and can be referenced in future transfers.

• Lot Number: This field is used to track the specific batch of products being received. This is important for inventory management, particularly for products with multiple batches or those subject to recall.
• Expiration Date: This field is essential for perishable goods or products with a limited shelf life. Enter the date the product will no longer be considered viable for sale. If the product has no expiration date, you should still input a placeholder date based on company policy or standard practice to proceed.

4. Review and finalize: Once the lot number and expiration date have been entered, review the details to ensure everything is accurate. The lot number, expiration date, and quantity should all be correctly displayed in the Product information section. If everything is correct, click Save and Verify to finalize the inbound process. This action will confirm the inbound inventory, making it available for use in transfers and other inventory management activities.

Managing inventory adjustments is important for operational efficiency. Whether addressing transfer orders or replenishing stock, these procedures ensure your inventory levels remain accurate and responsive to your store's needs.