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How to Create a Stock Transfer

Overview​

Creating a Stock Transfer moves goods from one of your sites to another — for example, from your Pune plant to your Nashik warehouse. You fill in where the goods leave from, where they are headed, and which items and quantities are going. When you dispatch, the goods leave the source shelf and become in transit until the receiving side confirms they have arrived.

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Availability depends on your plan and your role.

Prerequisites​

  • You have permission to create stock transfers.
  • Both sites — the one you are sending from and the one you are sending to — already exist.
  • The items you want to move already exist and are stocked at the source site.
  • The quantity you want to send is free at the source — not already reserved for an order. If it is reserved, release that reservation first, or the transfer will be refused.

Step-by-Step Guide​

Step 1: Open the Stock Transfer form​

From the left sidebar, open Stores & Inventory and choose Stock Transfer.

On the Stock Transfer list, click + Add Stock Transfer. A new transfer opens in Draft with a reference number and today's date filled in.

Step 2: Choose where the goods leave from​

Source Location (Required)

  • The site the goods are travelling from — the place that currently holds them.
  • Pick it from the dropdown of your sites.
  • Choose this first: it decides which items and quantities are available to send.

Source Store (Optional)

  • The specific store within the source site the goods are picked from.
  • Leave it blank to draw from the site's unassigned stock, or pick a store if you want the goods taken from one particular place.

Step 3: Choose where the goods are going​

Destination Location (Required)

  • The site the goods are travelling to.
  • Must be a different site from the source — a transfer is only for site-to-site moves.

Destination Store (Optional)

  • The store at the destination where the goods will be put away on arrival.
  • Leave it blank to receive the goods as unassigned at the destination site, and place them on a shelf later.

Step 4: Add the items to move​

For each item you want to send, add a line:

Item (Required)

  • Pick the item from the dropdown. Search by name or code.
  • Only items available at the source site can be transferred.

Quantity (Required)

  • How much of the item to send.
  • Must be greater than zero, and cannot exceed the free quantity at the source. If you try to send stock that is reserved for an order, the transfer is refused until that reservation is released.

Adding more items

  • Click the (+) icon to add another line, and repeat.
  • Add as many item lines as the shipment needs.

Step 5: Set the dispatch date and notes​

Dispatch Date (Optional)

  • The date the goods leave the source site.
  • Defaults to today; adjust it if the goods left on a different day.

Notes (Optional)

  • A free-text note for anything the receiving side should know — vehicle details, a reference, handling instructions.

Step 6: Save or dispatch​

Save as Draft

  • Keeps the transfer as a Draft. Nothing has moved yet — you can come back and edit it.

Dispatch

  • Sends the goods. They leave the source shelf and become in transit. The transfer moves to Dispatched.
  • The goods stay on your books the whole time they travel — they are simply "on the way" until the receiving side confirms them.

Once dispatched, the receiving side completes the move with the receive step, covered in View and receive a Stock Transfer.

Field Definitions​

FieldRequired?What it means
Source LocationRequiredThe site the goods travel from — the place that holds them now.
Source StoreOptionalThe specific store at the source the goods are picked from.
Destination LocationRequiredThe site the goods travel to. Must differ from the source.
Destination StoreOptionalThe store at the destination where goods are put away on arrival.
ItemRequiredThe item being moved. Only source-site items are available.
QuantityRequiredHow much to send. Limited to the free quantity at the source.
Dispatch DateOptionalThe date goods leave the source site. Defaults to today.
NotesOptionalFree text for the receiving side — reference, vehicle, instructions.

Common Issues & Solutions​

Issue: The item or quantity I want isn't available to send

  • Solution: Check the Source Location is the site that actually holds the stock. An item only appears if it is stocked at the chosen source.

Issue: The transfer is refused because the stock is reserved

  • Solution: The quantity you are sending is already spoken-for by an order at the source site. A transfer only moves free stock. Release that reservation first, then dispatch.

Issue: I can't pick the same site for source and destination

  • Solution: That is correct — a transfer is only for site-to-site moves. To move goods between two stores of the same site, use a simple internal store move instead.

Issue: I dispatched but the goods aren't showing at the destination

  • Solution: That is expected. Dispatched goods are in transit until the receiving side confirms arrival. Complete the receive step to place them at the destination.

Verification Checklist​

  • The transfer appears in the list with the right source and destination sites.
  • All item lines and quantities are correct.
  • After dispatch, the status shows Dispatched and the goods show as in transit.
  • The source site's available stock has dropped by the dispatched quantity.
  • The receiving side can see the transfer waiting to be received.

Need help? Contact support at support@bizconnekt.com