Transferring Product Inventory Between Locations

This topic describes how to transfer inventory between locations to track the actual movement of product among various warehouses. When product moves between inventory locations, you need to mirror this movement within Aptify so the inventory counts remain correct. Aptify provides three methods to record the transfer of inventory between various locations:

• Manually by creating two transfer records: one to remove the desired quantity of a product from a warehouse, and another to add the same quantity of the same product to a different warehouse.
• Perform a manual transfer procedure on the Purchases/Adjustments sub-tab of the Inventory tab of the Products record.
• Use the Bulk Inventory Transfer wizard from the Products service.

All three options create two Product Inventory Ledger Entries records, but the second and third options are more efficient and are documented below in the following sections:

• Transferring Product Inventory Manually
• Using the Bulk Inventory Transfer Wizard

Transferring Product Inventory Manually

Follow these steps to move inventory between two Inventory Locations using the Purchases/Adjustments sub-tab on a Products record's Inventory tab.

In the instructions below, the location that product is being moved from is referred to as the source location and the location that product is being moved to is referred to as the destination location.

1. Open the Products record for the product to be transferred between locations.
2. Click the Inventory tab.
3. Click the Purchases/Adjustments sub-tab.
   
   • The left panel displays a hierarchical tree of organizations and their corresponding inventory locations. Note that the left panel does not show all organizations but only those inventory locations that have a Product Inventory Ledger record with the product. Organizations appear with the blue building icon and inventory locations have the product icon.
   • The right panel displays the Products in the Warehouse window, which reports inventory information for the product at the selected location.
     • If you select a specific inventory location, then only the product inventory ledger information for that particular product/location appears.
     • If you select an organization that has multiple locations or is the parent for an organization that has multiple locations, then data from all of the relevant product inventory ledgers appear in this window.

   

4. Confirm that the source location appears in the Products in the Warehouse window. This is the location that you want to transfer inventory out of.
   • If it does not appear, select the appropriate organization or location from the left panel so the source location appears in the Products in the Warehouse window.
5. Select the source location in the Products in the Warehouse window.
6. Hold down the left mouse button and drag the cursor to the destination location in the left panel. This should be the location to which you want to move inventory.
   • In the example in the figure below, the Backup Warehouse is the source location and the Widget Warehouse is the destination location. 
     
     
7. Release the left mouse button.
   • The Inventory Transfer dialog appears.
8. Enter the quantity you want to move from the source location to the destination location in the Quantity to Transfer field.
   
   
9. Click OK to execute the transfer. Then, click OK again when prompted that the transfer is complete. 
   • The quantity listed in the Quantity Available column on the Purchases/Adjustments tab for the inventory locations involved in the transfer now reflect the transferred amount.
   • During the transfer process, Aptify automatically creates two Product Inventory Ledger Entries (PILEs) with Type set to Transfer: the entry for the source location is a negative quantity (as shown in figure) and the entry for the destination location is a positive quantity.
   • Note that the Unit Cost for the transfer is zero for both PILEs since this operation does not impact the cost of the units (the cost data from the initial Purchase PILE is still used by the system).

Using the Bulk Inventory Transfer Wizard

Another way to transfer inventory between locations is to run the Product Inventory Transfer wizard from the Products service. The wizard allows the user to transfer inventory for more than one product at a time. All products and their inventory locations can be evaluated at the same time when transferring inventory with the wizard.

The wizard allows the user to readily identify which locations need inventory without opening each Products record to determine if the quantity on hand for a warehouse is below the replenish level. The wizard creates two new Product Inventory Ledger Entries (PILE) records for each transaction to document the transfer.

Follow these steps to run the wizard:

1. Open or create a view of the Products service that contains the products whose inventory you want to review.
   • If you run the wizard from a view, the wizard evaluates only the products in the view. If you run the wizard from the Products service browser, the wizard evaluates all products.
     
     
2. Click the Bulk Inventory Transfer Wizard icon in the toolbar to launch the wizard.
   
   
3. Select a viewing option for the product location.
   • By default, the Show Locations where the Quantity Available < Product Min. Stock Level option is selected. In this case, the wizard displays only the inventory locations for the products in the view that have a Quantity Available that is less than the product's Minimum Stock level (as specified on the Products record's Inventory > General sub-tab).
   • Select the Show All Locations option to display all inventory locations for all of the products in the view.
     
     
   • The wizard displays the following information for each location:
   1. • ID: The Inventory Location ID.
      • Name: Inventory Location's name.
      • Product: The product stored in the location.
      • On Hand: The number of units currently on hand of the product at the specified location.
      • Reserved: The number of units of the product that are reserved for pending shipment at the specified location.
      • Min. Stock: The product's minimum stock level. This value is defined on the Products record's Inventory > General sub-tab.
      • Re-Order Qty: The product's re-order quantity. This value is defined on the Products record's Inventory > General sub-tab.
        
        
4. Select one or more inventory locations to which you want to move inventory.
   • To select all of the displayed locations, click the Select All button.
   • To remove your current selections, click the Deselect All button.
   • To select multiple locations, hold down the CTRL key.
     
     
5. Click Next to continue.
   
   
6. If necessary, modify the default Re-Order Qty for each location to specify the actual number of units you want to transfer to this location.
   • If you changed one or more quantities and want to revert to the original default value, click the Reset Quantities button.
     
     
7. For each destination location, double-click within the Source column to display a drop-down list of available source locations. Select a transfer source from the list.
   • The wizard displays the following information for each possible source location:
   1. • ID: The Inventory Location ID.
      • Name: The name of the inventory location.
      • Available: The Quantity Available for the product at that location. This is the Quantity On Hand minus the Quantity Reserved.
      • Reserved: The Quantity Reserved for the product at that location. This reflects units that have been ordered but not yet shipped.
      • OnHand: The Quantity On Hand for the product at that location.
        
        
8. Click Next to continue.
   
   
9. Click Finish to complete the transfer.
   • When the transfer process is finished, the wizard displays a confirmation of the transactions.
   • Click Print if you want to print out the confirmation message to your default printer.
   • Click Save if you want to save the confirmation message as a text file.
     
     
     
     
10. Click Finish to close the inventory transfer wizard.
    • For each location you selected, the wizard automatically creates two PILEs with Type set to Transfer: the entry for the source location is a negative quantity and the entry for the destination location is a positive quantity.
    • Note that the Unit Cost for the transfer is zero for both PILEs since this operation does not impact the cost of the units (the cost data from the initial Purchase PILE is still used by the system).