Stock transfers in Sumtracker allow you to seamlessly move inventory from one warehouse to another, providing full visibility and tracking throughout the process.
What is a Stock Transfer?
A stock transfer is a record of moving products from one warehouse (source) to another (destination). This helps maintain an accurate inventory count in each location and ensures you stay updated on the movement and receipt of products.
Stock transfers in Sumtracker [Video]
How to Create a Stock Transfer: Step-by-Step
To create a stock transfer, follow these steps:
Navigate to the Stock Transfer section and click on the Create Stock Transfer button.
In the pop-up, select the source and destination warehouses and click Create Stock Transfer.
Click on Add Products and then Add Products from the dropdown.
Choose the products for the transfer. You can then input the quantities and the price per unit.
When the transfer is in the draft state, it won’t impact your inventory. Changes will only reflect when you mark the transfer as incoming or receive the products in the stock transfer form.
Stock transfer Fields Explained
Field | Description |
From Warehouse | The source location where the stock is moving from. |
To Warehouse | The destination location where the stock is moving to. |
Reference | Add any notes or references for unique identification. |
Ship By Date | Indicates the date by which the order is expected to be shipped from the source warehouse. |
Tracking Details | Input relevant shipping and tracking information for better access and record-keeping. |
Understanding Stock Transfer Statuses
Status | Description |
Draft | The initial state after creating a stock transfer. No inventory changes occur in this state. |
Incoming | Shows quantities as "incoming" in the destination warehouse and the inventory is deducted from the source warehouse. Can be reverted anytime before products are fully received. |
Closed | Automatically set when all products are received. It can be manually closed and reverted if necessary. |
Cancelled | Indicates the transfer has been cancelled, and inventory changes revert. Applicable when no products have been received. |
Adding Products
Products can only be added ore removed when the stock transfer is in the draft state. To add products:
Click Add Products to open the selection window. Use search and filters to find specific items.
Bundle components can be added by selecting Add Bundle Components. Choose the bundle, and the components will be automatically added based on the bundle quantity.
Use the Scan feature if your items have barcodes in Sumtracker to add them quickly.
To upload products in bulk, use the CSV upload feature with a prepared sample file containing product details and quantities.
Removing a Product
To remove a product, click the trash icon beside the item in the stock transfer form.
Exporting Products Added to a Stock Transfer
Export the list of products in the transfer by clicking on the three-dot menu in the stock transfer form and selecting Export.
This will create a CSV file with product details.
Printing a Stock Transfer
Printing a stock transfer ensures your receiving warehouse has a physical record. Click the print icon at the top right corner of the stock transfer form.
Once the PDF is generated, click on “Open PDF“ and a preview window will appear where you can confirm and print the document.
Receiving Products in a Stock Transfer
Ensure the stock transfer is in the incoming state to receive products. Mark it as incoming by clicking Mark Incoming within the transfer form.
Choose to receive products fully or partially:
To receive products, select Receive Products
Then to receive all the items, click on Receive all Products. This action will mark all items as received and close the transfer.
For partial receipts, select Receive Products Partially. Add the received products and quantities,
then click Mark as Received. A receive note is created for each partial receipt, viewable within the transfer.
Cancelling a Stock Transfer
To cancel, ensure the stock transfer is in the draft or incoming state. If it is incoming, no products should have been received, and any existing receive notes must be undone. To cancel, click the dropdown beside Mark Incoming/Mark Closed and select Mark Cancelled. The inventory will revert accordingly.
Undoing Mark Incoming
Reverting a stock transfer from incoming status requires all receive notes to be undone first. Once this is complete, click the dropdown next to Mark Closed and select Undo Mark Incoming. This reduces the incoming stock and returns the transfer to the draft state.
Deleting a Stock Transfer
Ensure the transfer is in the draft state for deletion. If products were received, undo all receive notes and change the transfer status back to draft. Click the three-dot menu at the top right of the stock transfer and select Delete.
