Stock Transfer

Introduction

Stock transfer is the process of moving inventory from one location to another within the same organization. This practice is essential for balancing inventory levels, meeting customer demand, optimizing storage space, and managing costs effectively. It involves planning, authorizing, preparing, executing, and recording the transfer to ensure accuracy and efficiency in the supply chain. Proper stock transfers help maintain smooth operations and align inventory with demand across various locations.

Definition of Terms

• Stock Request. A stock request is a process used to ask for inventory items or materials needed for specific purposes.
• Issuances. The issuance process often involves documentation, such as issuance forms or records, that track what items are distributed, to whom, and in what quantities. This helps maintain accurate inventory records and ensures accountability.
• Delivery Receipts. These documents are used to confirm the receipt of goods or materials delivered to a recipient. They serve as proof that the delivery has occurred and the items have been received in satisfactory condition.
• Receiving Receipts. These documents are used to confirm the receipt of goods or materials delivered to a recipient. They serve as proof that the items were received, often including details about their condition and the quantities delivered.

Roles and Permissions

Features

Stock Requests

Introduction to Stock Requests Page

This page enables users to create, decline and approve Stock Requests.

To access this page, users should navigate to Inventory and click on the Stock Request, as shown in the image below:

Once redirected, a range of features will be discussed in detail in the following section.

Features in Stock Requests Page

The image below shows a high-level view of the Stock Request page along with its built-in features.

Click star to add the Stock Request Page to the quick links.

Searching Stock Request

1. Stock Request can be searched by their request number or requestor name.
2. Filter by status
   • Draft
   • Submitted
   • Approved
   • Closed
   • Cancelled
   
3. Filter by Destination

Creating Stock Request

To begin creating a Stock Request, follow the procedure below:

1. Click plus to create a Stock Request.
2. Users are required to fill in the necessary fields.
3. Click Save as Draft to save as draft the Stock Request.
4. Click Submit to submit the Stock Request, and a confirmation will appear.
5. Upon successful submission, a notification will display, and the Stock Request will be listed in the Application table.
   Stock request created successfully

Approving Stock Request

To begin approving a Stock Request, follow the procedure below:

1. Click like to approve a Stock Request.
2. Click Approve to approve Stock Request, and a confirmation will appear.
3. Once "Yes" is selected, the Stock Request will be marked as Approved.

Declining Stock Request

To decline a Stock Request, follow the procedure below:

1. Click like to decline a Receiving Receipt.
2. Click Decline to decline the Stock Request, and a confirmation will appear.
3. Once "Yes" is selected, the Stock Request will be marked as Cancelled.

Closing Stock Request

The status of the stock request will be marked as closed once the Issuances have been approved.

Viewing Stock Request PDF

Click file-text to view the Stock Request PDF.

Issuances

Introduction to Issuances Page

This page enables users to create, decline and approve Issuances.

To access this page, users should navigate to Inventory and click on the Issuances, as shown in the image below:

Once redirected, a range of features will be discussed in detail in the following section.

Features in Issuances Page

The image below shows a high-level view of the Issuances page along with its built-in features.

Click star to add the Issuances Page to the quick links.

Searching Issuance

1. Issuance can be searched by their Issuance number, location name, or request number.
2. Filter by status
   • Open
   • Approved
   • Closed
   • Declined
   
3. Filter by Destination

Creating Issuance

To begin creating Issuance, follow the procedure below:

1. Click plus to create an Issuance.
2. Users are required to fill in the necessary fields.
3. Click Submit to submit the Issuance, and a confirmation will appear.
4. Upon successful submission, a notification will display, and the new Issuance will be listed in the Application table.

Approving Issuance

To begin approving Issuance, follow the procedure below:

1. Click like to approve an Issuance.
2. Click Approve to approve an Issuance, and a confirmation will appear.
3. Once "Yes" is selected, the Issuance will be marked as Approved.

Declining Issuance

To begin declining Issuance, follow the procedure below:

1. Click like to decline an Issuance.
2. Click Decline to decline an Issuance, and a confirmation will appear.
3. Once "Yes" is selected, the Issuance will be marked as Declined.

Viewing Issuance PDF

Click file-text to view the Issuance PDF.

Delivery Receipts

Introduction to Delivery Receipts Page

This page enables users to view and approve Delivery Receipt.

To access this page, users should navigate to Inventory and click on the Delivery Receipts, as shown in the image below:

Once redirected, a range of features will be discussed in detail in the following section.

Features in Delivery Receipts Page

The image below shows a high-level view of the Delivery Receipts page along with its built-in features.

Click star to add the Delivery Receipt Page to the quick links.

Searching Delivery Receipt

1. Delivery Receipts can be searched by their Delivery Receipt number.
2. Filter by status
   • Open
   • In Transit
   • Closed
   
3. Filter by Location

Approving Delivery Receipt

To begin approving a Delivery Receipt, follow the procedure below:

1. Click like to approve a Delivery Receipt.
2. Click Approve to approve a Delivery Receipt, and a confirmation will appear.
3. Once "Yes" is selected, the Delivery Receipt will be marked as In Transit.

Closing Delivery Receipt

The status of the Delivery Receipt will be marked as closed once the Receiving Receipts have been approved.

Viewing Delivery Receipt

Click eye to view the Delivery Receipts.

Viewing Delivery Receipt PDF

Click file-text to view the Delivery Receipt PDF.

Downloading Delivery Receipt PDF

Click floppy-disk to download the Delivery Receipt PDF.

Receiving Receipts

Introduction to Receiving Receipts Page

This page enables users to view, approve, and decline Receiving Receipt.

To access this page, users should navigate to Inventory and click on the Receiving Receipts, as shown in the image below:

Once redirected, a range of features will be discussed in detail in the following section.

Features in Receiving Receipts Page

The image below shows a high-level view of the Receiving Receipts page along with its built-in features.

Click star to add the Receiving Receipts Page to the quick links.

Searching Receiving Receipt

1. Receiving Receipts can be searched by their Receiving Receipt number or Delivery Receipt number.
2. Filter by status
   • Open
   • Partial
   • Completed
   • Declined
   
3. Filter by Source Location
4. Filter by Destination Location

Receiving Receipt

To receive a Receiving Receipt, follow the procedure below:

1. Click like to receive a Receiving Receipt.
2. Click Receive to receive a Receiving Receipt, and a confirmation will appear.
3. Once "Yes" is selected, the Receiving Receipt will be marked as Completed.

Declining Receiving Receipt

To decline a Receiving Receipt, follow the procedure below:

1. Click like to decline a Receiving Receipt.
2. Click Decline to decline a Receiving Receipt, and a confirmation will appear.
3. Once "Decline" is selected, the Receiving Receipt will be marked as Declined.

Viewing Receiving Receipt

Click eye to view the Receiving Receipts.

Viewing Receiving Receipt PDF

Click file-text to view the Receiving Receipt PDF.

Downloading Receiving Receipt PDF

Click floppy-disk to download the Receiving Receipt PDF.