Transfer Order Basics

This article will provide you with basic information about how transfer orders can be used to move inventory between warehouses.

Transfer orders are used to move inventory between sites (i.e., warehouses), while keeping track of the inventory through all the steps  involved in the transfer. When a transfer order is created, the line item inventory is removed from the original site, put into an "in-transit" status, and then finally received into its intended destination.

Note: Transit sites are special kinds of sites used specifically for handling transfer orders. To learn more about how to configure a site to be transit site, please see the site documentation in the xTuple ERP Reference Guide.

To create a transfer order, go to Inventory > Transfer Order > New. The following screenshot shows the Transfer Order screen:


Transfer Order header screen

As you can see in the screenshot, the transfer order requires that you enter a ship from site (the origin), a transit site (the in-transit site), and a ship-to site (the destination).

The next step is to open the Line Items tab and enter the line item(s) you want to transfer, as shown in the following screenshot:


Transfer Order Item screen

Because each transferred item must have an item site in the target destination, you may be prompted at this point to create an item site (if one does not already exist). The following screenshot illustrates the Item Site window, with item number and target site pre-populated:


New Item Site for New Location

Once you've created all your transfer order items, you can begin issuing the stock to shipping by clicking the ISSUE STOCK button, as shown in the following screenshot:


Issuing transfer order quantity to shipping

Note: If you're unable to issue stock for aline item, you might have to release the transfer order. Transfer orders can be released in the List Open Transfer Orders window (Inventory > Transfer Order > List Open) by selecting the transfer order and clicking the RELEASE button. They can also be released using the Order Status option on the transfer order header.

Next, you need to ship the inventory from Inventory > Shipping > Issue to Shipping. This step removes the inventory from the originating site and places it into the transit site. Also note that an item site will automatically be created for the items in-transit and the item will be categorized as an in-transit item.

In the Issue to Shipping window, enter the order number of the transfer order you just created and press the TAB key. The transfer order's line items should appear in the list, and the quantity of the stock at shipping will be reflected in the At Shipping column. Should any changes need to be made to the quantity of stock or if stock needed to be returned, those changes can still be made here.


Transfer order quantity at shipping

Once all the items and their quanities are ready, select the SHIP button to begin shipping. The Ship Order window will open to finalize the shipping details, as shown in the following screenshot:


Ship Order screen

Notice the "Receive Immediately" option on the Ship Order screen. If this is selected, the inventory will be received automatically into the destination site, without you having to receive it in a separate step.

Now that the transfer order has been shipped, the inventory's stock is currently in-transit, meaning that its stock is located outside of the original location, but not yet in the intended destination. You can track the progress of your inventory using the Inventory History screen, located here: Inventory > Reports > History.

Once you are ready to receive the inventory into the destination site, go to Inventory > Receivables > New Receipt to open the Enter Order Receipts window:


Receiving transfer order at destination site

From here, enter in the transfer order number in the Order # field, select an order line item, and click the RECEIVE ALL button to receive the delivered stock into the receiving site. Once received, an item site will automatically be created for the transferred stock. Finally, select the POST button to post the receipt and confirm that the transfer order has been completed.