Performing Stock Transfers Between Outlets in Tagrain
The Stock Transfer feature is unlocked when you subscribe to and activate the Stock Transfers and Inventory Tracking plugin.
Introduction
Stock Transfers are used to transfer the goods from one store to another. It helps you improve the availability of goods especially when you are operating your retail business from multiple store outlets.
Prerequisites
Stock transfers in Tagrain is a two-step process that involves - Stock Transfer Shipment and Stock Transfer Receipt. In this guide we will focus on Stock Transfer Shipment. However, before using the Stock Transfer feature in Tagrain, it is advised that you create the following first:
Stores
Product
Steps To Create Stock Transfer Shipment
Navigate to Home > Inventory > Stock Transfer. This will open the Stock Transfer Shipment List View Screen. All the existing Stock Transfer Shipments are listed on this screen.
Use this Stock Transfer List View Screen to do the following:
View the receipts done for this shipment
Click on the Eye Icon to view the Stock Transfer Shipment document. This document will list all the products that were sent in the shipment. However, the document will NOT detail the status of individual products – whether they have been fully received or partially received.
Short Close the shipment
Click on the Trash Can Icon to short close the Stock Transfer Shipment. If you click the Yes button, the application will short close the stock transfer shipment and push the inventory back to the sender store. In our example if we short close the Stock Transfer Shipment the inventory will be returned to the Atlantic Store.
A Stock Transfer Shipment can be short closed only from the Stock Transfer Shipment Screen. Once successfully done, the Status will change to Short Closed.
The Status Column on the Stock Transfer Shipment Screen displays the Stock Transfer Shipment status which can be: Open, Pending, Received, or Short Closed.
Open:
This signifies that the shipment has been done but has not been received at the destination store.
Pending:
This signifies that the shipment has only been partially received at the destination store.
Received:
This signifies that the shipment has been received in entirety at the destination store.
Short Closed:
This signifies that the stock transfer shipment has been closed from the sender or destination store.
A shipment may be ‘short closed’ when the sender or destination store knows that the balance (or the entire shipment) will not be completed. In both the cases (and for both the views – Shipment and Receipt), the status of the Stock Transfer Shipment will be marked as ‘short closed’.
Click the Add Stock Transfer Shipment button to open the Create Stock Transfer Shipment Screen. The Create Stock Transfer screen is split into 3 sections: The Header, The Grid, and The Footer.
Fill in the required information including the mandatory fields such as From Store, To Store from the available valid values. The mandatory fields are marked with an (*) asterisk mark. The various fields in the Stock Transfer Shipment card are explained below:
Create Stock Transfer Shipment Screen - Header
From Store:
Click on the […] to pick a Store from where you want the inventory to be transferred. In this example, we have selected the From Store as Atlantic Store.
To Store:
Click on the […] to pick a Store that is the destination store (To Store). In this example, we have selected Marina Store as the To Store.
Code:
The application automatically generates a Stock Transfer Shipment Code. However, if you want to set your own custom code, click inside the box and then type in your Stock Transfer Shipment code.
Document Date
The application by default takes today’s date as the Stock Transfer Date. The date is displayed in the format specified in the General Settings.
Create Stock Transfer Shipment Screen - Grid
Product
Product(s) can be selected in the grid either by typing the product code or description.
You can either type in the name of the product or click on the […] to pick a product from the available list of products. This would be the product that you want to transfer from the store. In this example, we have selected the following products:
MS-1001 - Men's Dot Print Shirt
WB-1001 - Brook Large Zip Hobo
WD-1001 - Fit & Flare Midi Dress
Quantity:
Specify the Quantity to be transferred. Quantity is set to 1 by default. The application will validate that the Quantity should be less than or equal to Available Stock minus Reserved stock for delivery orders. In this example, we are transferring 15 pieces of MS-1001 - Men’s Dot Print Shirt, 10 pieces of WB-1001, and 25 pieces of WD-1001 - Fit & Flare Midi Dress from Atlantic Store to Marina Store.
Unit of Measure:
If the UOM plugin is activated, the purchase UOM will be defaulted. However, you have the option to change the UOM.
Price:
This field displays the cost of the product (as mentioned in the product master). This field will be disabled.
Tax Code:
This is an editable field and defaults the Tax Code that is applicable on the From Store.
Tax:
This field displays the Tax levied and depends on the Tax Code field explained above.
Comments:
This is an editable field. Specify the comments for this Stock Transfer Shipment.
Line Total:
The line total calculation takes into consideration the tax inclusive or tax exclusive pricing.
Actions:
The trash can icon can be used to delete the line in the shipment.
Create Stock Transfer Shipment Screen - Footer
Fill in the Required fields in the Stock Transfer Shipment Footer section. This section displays the Comments, Total Taxable Amount, Tax, and Total.
Comments
Specify the Comments for this Stock Transfer Shipment in the Comments field.
Once you have filled in the required fields on the Create Stock Transfer Shipment Screen, click the save button. This will open the Stock Transfer Shipment Receipt. You can print this receipt for your company records.
In our example we raised a Stock Transfer Shipment request for these products MS-1001 - Men's Dot Print Shirt, WB-1001 - Brook Large Zip Hobo, and WD-1001 - Fit & Flare Midi Dress with 15, 10, and 25 quantities respectively. This Stock Transfer Shipment can be seen under the Stock Transfer Receipt List View Screen.
Steps To Create Stock Transfer Receipt
Navigate to Home > Inventory > Stock Transfer > Stock Transfer Receipt. This will open the Stock Transfer Receipt List View Screen. All the existing Stock Transfer Shipments are listed on this screen.
In this List View you can to do the following:
-- View all the shipments and their status
-- View the receipts done against shipment
-- Receive the products mentioned under that shipment.
Clicking the arrow button, expands the shipment row to display the receipt(s) done against that shipment.
Further clicking on the Eye symbol for that Goods Receipt opens the View Goods Receipts Screen.
Clicking on the Eye symbol on the shipment row displays the Stock Transfer Shipment document. This document lists all the products that were sent in the shipment. However, the document will NOT detail the status of individual products – whether they have been fully received or partially received.
Clicking on the Cart symbol on the shipment row opens the Goods Receipt – Stock Transfer Screen. This screen lists the products that are to be received by the destination store. It lets you edit the Quantity that you are receiving in this transaction.
We raised a Stock Transfer Shipment request for these products MS-1001 - Men's Dot Print Shirt, WB-1001 - Brook Large Zip Hobo, and WD-1001 - Fit & Flare Midi Dress with 15, 10, and 25 quantities respectively. The receipts for this Stock Transfer Shipment can be seen under the Stock Transfer Receipt List View Screen. See: Stock Transfer Shipment
The fields in the Stock Transfer Receipt Screen are pre-filled based on the Stock Transfer Shipment raised. You just need to adjust the quantity that you are receiving now and click the save button to add the details in the Stock Transfer Receipt. You can print this Stock Transfer Receipt for your records.
In our example the Marina Store received the entire shipment from the Atlantic Store therefore the status type is Received.
However, there can be other status types too like Open, Pending, and Short Closed. (Please refer to the table below for other status types)
Talking about the stages, Stock Transfer Shipment and Stock Transfer Receipt can have any of the following statuses:
Open:
This signifies that the shipment has been done but has not been received at the destination store.
Pending:
This signifies that the shipment has only been partially received at the destination store.
Received:
This signifies that the shipment has been received in its entirety at the destination store.
Short Closed:
This signifies that the stock transfer shipment has been closed from the sender store.
Selection of batch and serial products for shipment and receipt is the same as selection of these products for Goods Issue / Goods Receipt transactions.
Stock In-Transit visibility
In our example we raised a Stock Transfer Shipment request for these products MS-1001 - Men's Dot Print Shirt, WB-1001 - Brook Large Zip Hobo, and WD-1001 - Fit & Flare Midi Dress with 15, 10, and 25 quantities respectively.
Until these products are received at the destination store that is Marina Store, these products will be in transit and would reflect in the Inventory Status Report under the in-transit quantity column.
Stock Transfer Shipment and Stock Transfer Receipt are two movement types available in the Inventory Movement Report. The in-transit quantity is appropriately listed in this report.
The in-transit quantity of a product is the quantity that has been shipped by the sender store but not yet received by the destination store.
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