Inventory Transfers - One Step

This program is suited to firms that have separate locations using the software as individual divisions of the same store.
It is a "one-step" action and because the transfer is immediate it does not require separate shipping and receiving records to be entered.
The Post Inventory Transfers program needs to be run to complete the postings in the G/L for standard transfers.

For the "two-step transfer process use the Internal Transfer Console.
Refer to Inventory Transfer Methods Overview for details on other inventory transfer processing options.

This "one-step" transfer changes the quantity on the location record in the product file.
The postings to the General Ledger for the division changes can then be completed in Post Inventory Transfers.
If the ownership of the equipment remains unchanged at the Head Office, then adjusting posting entries for inventory location transfers are not required.

If the Enable Permanent Transfer Processing feature is activated in Company Inventory Parameters then the option is provided with the transfer of non-bulk rental products and bulk products with multiple tags, to also change the "Owning Division" on the Fixed Asset Tag and generate adjusting journal transactions to move the Inventory Cost and the Depreciation values to the new Division, which post to the G/L with the next Rental Journal Transaction Report in Daily Close 3.

When equipment is transferred between locations, a transfer slip may be required for the delivery staff at the first location to assemble the items to be transferred. The transfer slip can be printed from Print Inventory Transfers.
This same transfer slip can be initialled or signed by the receiving staff at the second location, to acknowledge receipt of the equipment.

Types of One-Step Transfers:
Packing Slips can be printed by transfer Type from the Print Inventory Transfers utility:

• An M Manual type transfer can be generated and reviewed in this Inventory Transfers menu option.
  This includes rental equipment transfers generated from Close Internal Work Orders to move equipment from the service area location back to the rental yard, and transfers generated to fill Contracts based on the regional availability sharing feature when configured in the Regions table.

• Inventory transfers can also be reviewed in this program, that were generated from the central purchasing and distribution process, when the internal transfers are closed from Receive Internal Transfers or from Receive Internal Transfers By Purchase Order.
  This is an I Internal Branch type of transfer.

• A transfer can be generated from Rental Returns, when inventory that is out on a contract from one location is returned to another location.
  This is a R Rental Return type of transfer, and can be reviewed in this program and printed from Print Inventory Transfers.

• An R Rental Return type of transfer can also be generated from Close Pickup Ticket when the 'Return Location' is updated in either the Create Pickup Ticket or the Close Pickup Ticket.

Note: The Permanent Transfer processing is not applied in the 'two-step' Internal Branch Transfers or when the transfers are triggered from a Rental Return or an Exchange.

The Inventory Transfer prompts are:

TRANSFER NUMBER

When adding a new transfer, accept the automatic transfer number.

A window is provided to lookup existing transfer transactions as outlined in Inventory Transfer Search.

DROPSHIP INFORMATION

The dropship feature can be used to charge the sale of inventory directly to the customer at the time of the transfer, when it is transferred out of another store or location.
The Inventory Drop Ship Processing can be enabled from the Support Application Parameters.

The prompts on the transfer include:

DROP SHIP

Uncheck this box if this is not a drop ship transaction and the inventory transfer should not be billed to any customer.

Check this box if this transfer should generate an A/R Invoice posting the cost of the products on the transfer to the drop ship G/L account defined in Default Accounts on the next the Daily Close.

CUST#

If this transfer is flagged as Drop Ship enter the customer number to be billed, or select one from the Accounting Customer Search window.

NAME

The customer's name is displayed for verification information.

The Inventory Quantity Changes reflects the quantities as being moved to the new location or store.

PERMANENT TRANSFER

This field is only accessible when the Enable Permanent Transfer Processing is activated in the Company Inventory Parameters, and a Dropship transfer is not being created.

Check this box to generate a Permanent Transfer.
Uncheck this box to generate a Dropship Transfer instead.

Note: This processing is not compatible with Inventory Drop Ship Processing and so only one of Dropship Information or Permanent Transfer can be selected per Transfer.

Standard Transfer

If neither the Dropship or Permanent Transfer options have been selected, a standard transfer is generated.

TRANSFER DATE

Accept today's date or enter the date of the transfer.
Manual Entry is displayed as the Source.

Transfer Sources:
There are four sources or types of inventory transfers that can be viewed here.

• Manual transfers entered through Inventory Transfers.
• Return transfers generated through Rental Returns.
• Return transfers generated through Close Pickup Ticket to the 'Return Location' reported on the Create Pickup Ticket or Close Pickup Ticket.
• Internal transfers generated through Internal Transfer Console.
• Transfers generated through in Close Internal Work Orders (included with Manual type).
• Automated transfers generated by location availability sharing of products on Contracts enabled by the Inventory Regions configuration (included with Manual type).

Date Range Control:
If the operator does not have the ability to over-ride the current date range, the transfer date will be checked to make sure the date is valid against the date ranges set as acceptable for module RSTH in Date Range Control.

FROM LOCATION

Enter the location code from which the inventory will be taken, or select the location from the drop-down list.

TO LOCATION

Enter the location where the inventory will be delivered, or select the location from the drop-down list.

TRANSFERRED BY

Accept the operator code currently signed into the session or select one from the drop-down list.

The clerk code prints on the transfer document.

The Prompt For Clerk on Inventory/Internal Transfer flag in the Company Security Parameters can be set which removes the default operator code to force the user to enter a valid clerk code.
A password requirement can also be set in the Company Security Parameters, to validate the clerk code.

TRANSFER NOTES

Record any transfer or delivery notes in the Inventory Transfer Comments window.

Product Transfer Details:

SEQ

A separate sequence # will be assigned for each product on this transfer.

PRODUCT #

Enter the product # to be transferred, or look it up in the search window.
The search options for the products include by Inventory Search or by Kit Search.

TRANSFER PROHIBITED

• If a rental product has been assigned a status code that does not allow transfers, a Product Availability warning is triggered and the product cannot be transferred until the Status Code is changed.

• Bulk rental products that allow only one Asset Tag cannot be transferred on a Permanent Transfer.
  If a transfer is required, enter a new transfer for this product as a Standard Transfer, or change the bulk product flag to allow multiple tags in order to create a Permanent Transfer.

KIT TRANSFERS

If the products to be transferred are selected using the Kit Search, the resulting list of the products within that kit are displayed, with the product number, description and kit quantity.
Products may be deleted from the list to be transferred.

If a Group is included in the Kit, all the products in the Group are listed with the Kit quantities. Delete any items from the Group that should not be transferred, before accepting the kit list.

Finished?

When the list of kit items is ready, click ACCEPT, or click CANCEL to abort adding these kit items.

• The prompt to Use the Quantities on the Kit? appears.
  Click NO to add the kit items with zero transfer quantity and then enter the correct quantities to be transferred, or click YES to accept the displayed Kit quantities for each product to be transferred.

• If there are any Kit listed as an item within the Kit, the operator is prompted Include Products on Kit ##?.
  Click NO to exclude the "kit within the kit" items from the transfer list, or click YES to add the Kit items to be transferred.

Note: If there are insufficient quantities at the transfer From Location, a warning is generated, and the product will be listed on the transfer with zero quantity.

Location quantities can be viewed on the transfer in the window on the Quantity field.

DESCRIPTION

The product description displays.

TYPE

R for Rental products displays.
S for Sales parts displays.

QUANTITY

Enter the quantity to be transferred.

The quantity must be available and must not exceed the quantity assigned to the From Location.
If there are insufficient quantities at the transfer From Location, the Availability Exceeded window is triggered.
A Location window is provided to view the product quantities at each location.

For Permanent Transfers the rental product must include an Fixed Asset Tag with this 'Owning Division'.

SERIAL #

If the product to be transferred is a serialized sale item, only enter a quantity of 1 for each item, and then select a serial # from the Serial Number Search window.
This serial number prints on the Transfer Ticket.

AVERAGE COST EACH

The cost per unit is displayed.

Expanded Record

Click EXP/CON to view any serial numbers for serialized sales part that are being transferred.

Finished?

Press ACCEPT Key twice to reach the bottom of the screen.

Note: Once products are entered on the transfer, they cannot be deleted.
If a product is entered, but should not be included in the transfer, change the quantity to zero, or click CANCEL at the bottom of the screen, to cancel to whole transfer record.

CONFIRMATION Screen

Select one of the following options:

• Select Process Details to accept the transfer information on the screen, exit the screen, and to proceed with the transfer.
• Select Return to Details to return to the details to make further changes.
• Select Abort Changes to abort and exit the transfer without making any changes.

PRINT TRANSFER

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

Click ACCEPT to begin printing the transfer slip, listing the products on the transfer with quantities.
This can be printed on plain paper or on your letterhead. It will also print on the Alternative Invoice formats that allow 1" at the top for your pre-printed company information.
Any serial numbers for serialized sales items are printed.
For transfers of Non-bulk rental equipment, the serial number from the Fixed Asset Tag is printed on the transfer ticket.

Click CANCEL to skip printing the transfer slip.

G/L Adjustment Posting:
The Inventory quantity has now been transferred to the new location.
Post Inventory Transfers must be run to complete the postings in the G/L for standard transfers, and Daily Close 3 must be run to complete the postings in the G/L for Permanent transfers.

Transfer transaction information can be viewed by product in the Inventory Transfers Inquiry window from the Inventory Information.