Transfer stock between warehouses

Why this matters

When goods leave the depot for a shop without being recorded, the depot thinks it still has them and the shop cannot sell them. A transfer moves the stock from one warehouse to another, keeps its batches and purchase price, and leaves a document to print.

Summary

A transfer moves goods from one warehouse to another: from the central depot to a shop, or from one shop to another. It can be prepared in advance, but the stock only moves when the transfer reaches the Completed status.

Prerequisites

• The stocks.create permission to create a transfer, stocks.update to edit it or set it to Completed, stocks.delete to delete it, stocks.view to see the list.
• Two different warehouses your account can access.
• Available stock in the source warehouse.

Steps

1. Catalog › Inventory & Stocks (/stocks), arrow next to Stock entry › Transfer between warehouses. From the transfers list, the button is called New transfer.
2. From warehouse: the warehouse the goods leave.
3. To warehouse: the destination warehouse.
4. Stocks lines: search for each item (Enter a stock name) and enter the quantity to move (at least 1). The Group by menu changes what the search offers:
   • No grouping: each variant separately;
   • Product: a product, then the quantity of each of its variants;
   • Batch number: the search covers the batch numbers of the source warehouse. Picking a batch shows the items it contains, with the quantity available in that batch; each line added carries the mention Lot … and only takes from that batch.
5. Fill in the Description of movement and the Expected date of movement.
6. Choose the Movement status:
   • Scheduled (default) or In Progress: the transfer is saved, the stock does not move yet;
   • Completed: the stock is moved immediately.
7. Attach a delivery note or a photo in Media if needed.
8. Click Save.

To complete a scheduled transfer later, open it, set its status to Completed and save.

What a completed transfer does

• Genuka takes the available batches of the source warehouse, from the oldest to the newest by receipt date. A line added by Batch number only takes from its batch.
• Each quantity taken arrives in the destination warehouse with the same batch number, the same production date, the same expiry date and the same purchase price. If the destination warehouse already has that batch (same number, same dates), the units are added to it and its purchase price becomes the weighted average of the two.
• The product is attached to the shops of the destination warehouse: it becomes sellable in those shops, even if it was not there before.
• The Stock movements ledger records a Transfer out in the source warehouse and a Transfer in in the destination warehouse, both linked to the transfer.
• The transfer reference looks like MVT-….

Following and printing your transfers

Inventory & Stocks › More options › Transfers (/stocks/movement) lists the transfers with their Reference, their Status, the two warehouses and the Due date.

• Clicking a reference opens a preview: Moved by, Items moved, Total quantity, Total cost, Total sale value.
• From this preview, Print stock movement downloads the transfer as a PDF, and Open detail page opens the editor.

Edge cases and common mistakes

• Transfer refused for insufficient quantity. The source warehouse does not have enough units of this item. The check happens on saving, then again when moving to Completed.
• Damaged or held-aside batches do not travel. Only Available batches are transferred. If the available quantity is not enough when you complete, the transfer is refused.
• Line tied to a batch: no fallback on other batches. If that batch no longer has enough available units when you complete, the transfer is refused, even if other batches of the same item do.
• A completed transfer can no longer be edited. The save button disappears.
• Deleting a completed transfer does not put the stock back. To cancel a transfer already done, create a reverse transfer.
• Batch with no purchase price at the source. It arrives with no purchase price: its cost value falls back to the product's supplier price, if there is one. If it completes a batch already present at the destination, that batch keeps its own purchase price.
• A completed transfer moves only once. Setting it to Completed again, or back to Scheduled, is refused.
• Same warehouse at the source and the destination: refused.
• No validation by the destination warehouse. The transfer has no separate receiving step: moving to Completed is what moves the stock.

FAQ

How do I send stock from my depot to a shop? Create a transfer From warehouse the depot To warehouse the one linked to the shop, with the Completed status if the goods leave now.

Can I choose which batch to transfer? Yes. In the transfer, set Group by to Batch number, search for the number and enter the quantities: these lines only take from that batch. Without this choice, Genuka takes the available batches from the oldest to the newest.

See also

• Create and manage warehouses, and link them to shops
• Understanding stock — warehouses, batches, stock tracking and stockouts
• Batches, expiry dates and exit order
• View the stock movements ledger