Who Is This For?
Merchants, store managers, and outlet teams who send or receive stock between stores and need accurate stock records in BackOffice.
Overview
This article covers creating and sending stock transfers from a source store to a destination store: choosing source and destination, adding items (including by CSV and for serialized products), and saving as draft, sending, or marking as shipped.
It also covers the setting that controls whether outgoing stock transfers are allowed when product quantity is zero or negative. Ensure inventory tracking is set up per store; see here if needed.
Before You Begin
You have BackOffice access to Stock Management.
You have employee access for Stock Transfer.
Source and destination stores are set up, and products have stock and tracking enabled at the source store.
A stable internet connection.
Step-by-Step Guide
Create and Send a Stock Transfer
1. In your BackOffice, go to 'Stock Management', then open 'Stock Transfer'.
2. Tap '+ New Stock Transfer'.
3. Select the source store (where stock is leaving) and the destination store (where stock is going).
4. Add items to the transfer: tap 'Add Item' and choose products and quantities, or use 'Import by CSV' if available.
5. For serialized products, add or select the serial numbers for each item as required by your setup.
6. Save the transfer using one of the options:
Save | The items on the Stock Transfer Order are saved but inventory will not be deducted. |
Save and Send | Stock Transfer Orders are Saved and Stock Transfer email is sent, but inventory will not be deducted. |
Save and Mark Shipped | Stock transfer is saved, and inventory will be deducted from the source store. State the shipping date and click Confirm. |
Allow or Block Outgoing Stock Transfers When Quantity Is Zero or Negative
You can control whether a store can create or send a stock transfer for a product when its quantity is zero or negative.
1. In your BackOffice, go to 'Settings'.
2. Locate the option for outgoing stock transfer when quantity is zero or less ("Allow outgoing stock transfer/return when quantity is 0 or Less").
3. Turn the option 'Yes' to allow, or 'No' to block, then save.
Notes:
When settings are disabled, users cannot create or send a stock transfer for that product from that store if the quantity is zero or negative.
Items that are out of stock will appear greyed out. You won't be able to select the item on the Stock Transfer Page.
Troubleshooting
Issue | Solution |
I cannot create a stock transfer | Check that the source store has the product with stock and that inventory tracking is enabled. Confirm your role has Stock Transfer permission. |
I see validation error on accepted quantity | Accepted quantity cannot be negative and cannot exceed outstanding quantity. |
I cannot complete stock transfer | Check whether there are pending return shipments from issue actions and complete required follow-up steps. |
Cost values are hidden | Cost visibility depends on product cost permission settings for your user profile. |
I cannot open linked action records | Your role may not have access to the related modules such as stock transfer or wastage. |
Outgoing transfer is disabled when I have stock | Verify the "Allow outgoing stock transfer when quantity is 0 or negative" (or similar) setting for the store; if the product quantity is zero or negative, the setting must be on to allow the transfer. |
FAQs
1. Who can create a stock transfer?
Any user with BackOffice access to Stock Management and employee permission for Stock Transfer can create and send a transfer from a store they have access to.
2. Can I edit or cancel a stock transfer after I create it?
Draft transfers can usually be edited or cancelled from the stock transfer detail page. Once a transfer is confirmed or marked as shipped, options may be limited; check the actions on the transfer or contact support if you need to reverse it.
3. What is the difference between Save, Save and Send, and Save and Mark Shipped?
'Save' keeps the transfer as a draft. 'Save and Send' confirms the transfer and notifies the destination so they can receive it. 'Save and Mark Shipped' confirms and records that the goods have already been sent.
4. Can I transfer serialized products between stores?
Yes. When you add serialized products to a stock transfer, you must select or enter the serial numbers for each unit. The steps are the same as for non-serialized items, with an extra serial selection step.
5. Why can’t I create an outgoing stock transfer for a product?
Check that the product has stock at the source store and that inventory tracking is enabled. If your store has the setting to block outgoing transfers when quantity is zero or negative, you cannot create a transfer for that product when its quantity is 0 or below.
6. Do I need to do anything at the destination store for the transfer to complete?
Yes. The destination store must receive the transfer (for example using Stock Transfer Receipt, if your account uses it) so that their inventory is updated. Until then, stock remains in transit.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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