Documentation

# Transfers

Transfers are the operational record for inventory movement. They are used for internal movements and for warehouse fulfillment linked to sales or buyback workflows.

# Why transfers

  • Separate warehouse execution from sales/order data entry
  • Allocate by real inventory item and date code
  • Keep inventory updates auditable and reversible

# Transfer statuses

  1. Requested
    • Request details can be edited
    • No inventory movement is applied yet
  2. Allocating
    • Warehouse selects inventory items to fulfill requested quantities
    • Partial allocation is allowed
  3. Completed
    • Fulfillment is finalized
    • Inventory movement is fully applied
  4. Canceled
    • Transfer is retained for audit history
    • Inventory impact is removed and not re-applied

# Common transfer types

  • Internal: facility/location to facility/location
  • Order Pickup / Order Delivery: outbound fulfillment linked to sales
  • Distributor Buyback: inbound movement from external source

# Requested vs allocated items

  • Requested items describe what was asked for.
  • Allocated items connect those requests to specific inventory item IDs/date codes.
  • In completed mode, requested and fulfilled values are compared and highlighted if mismatched.

# Inventory exceptions

Inventory exceptions explain why a requested line was not fully fulfilled from tracked inventory. They are stored on the transfer because the transfer is the operational record for inventory execution.

Use an exception when demand is valid but tracked inventory is missing or insufficient. Examples include catch-up periods where opening inventory was incomplete, or rare cases that require a written explanation.

Available exception types:

  • Unrecorded opening inventory: use when the product was physically available but absent from recorded opening inventory.
  • Other: use when the cause does not fit a configured category. A note is required.

In allocation mode, under-allocated lines can be marked with an item-level exception. If a line is later fully allocated, the stale exception is removed when the movement is saved.

Taproom POS days can pre-seed exceptions in bulk, but the same exceptions can be reviewed and edited from the linked movement.

# Editing and correction workflow

  • Use Re-open allocation to make corrections after completion.
  • Save progress in allocating mode for partial work.
  • If a line request changes, allocation can be adjusted at line level.
  • Use item-level inventory exceptions when a requested quantity should remain visible but cannot be allocated from tracked inventory.
  • Canceling a transfer removes inventory impact while preserving the transfer record.

# Shipping documentation

Shipping docs can include BOL PDF handling, photos, and signatures in a collapsible documentation section on the transfer record.

# Best practices

  • Complete request edits before final fulfillment when possible.
  • Allocate specific inventory/date code intentionally for traceability.
  • Use cancellation instead of hard deletion when the movement should not proceed.

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