Setup Example – Transfer Issued
- Transfer Issued (transactions) are only needed if your inventory is stored in multiple locations and you keep counts for each location.
- For example, a Transfer Issued (transaction) is created at head office to transfer stock to a branch. The branch counts the stock and approves or edits the Transfer Received (transaction), which is copied from the Transfer Issued (transaction).
- In this example, the Transfer Issued is set to Sent when the stock is dispatched. It is then copied to a Transfer Received from the Actions menu, and the Transfer Issued is set to Complete.
💡This page provides an example of a Transaction Type setup for Transfer Issued transactions.
In this example, stock movement transactions are not posted to the ledger.
Header
- Description: Transfer Issued
- Code: TRF ISS
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Transfer Issued transactions.
- Settings with Default as part of the name can be changed when capturing a transaction.
- In this example, no accounting settings are added, so transfers are not posted to the ledger. The Issue resolve records the stock leaving storage.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Pricing | Select a pricing option from the dropdown list:
| Cost Price | Always |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type. The options are:
| Select an option from the dropdown list. | The default filter is:
|
| General > Add Items from the following Categories | Limits the items that can be added to those in the selected categories. Click Edit in the Value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added. |
| General > Enable Staff | Select how transactions are assigned:
| Select the applicable option from the dropdown list. | If you want to allocate the transaction to a staff member. |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column and enter the lookup entries, one per line. Check the Auto Height box to show the full lookup list. | If you want staff to select a reference from a lookup list instead of entering one. |
| Inventory > Default – From Inventory Location | Select the location that is filled in under From when a new transaction is created. Only applies if Inventory > Enable Transfer Issue is checked. | Select a location. | If stock is usually transferred from the same location, for example, when stock always goes from head office to the branches, or from the factory to the warehouse. |
| Inventory > Default – Inventory Location (Transactions) | Select a default inventory location for the Transaction Type. (Inventory locations are created under Entities.) | Select a location from the dropdown list. | If you want to specify a default location. |
| Inventory > Default – To Inventory Location | Select the location that is filled in under To when a new transaction is created. Only applies if Inventory > Enable Transfer Issue is checked. | Select a location. | If stock is usually transferred to the same location, for example, when stock always goes from the factory to the warehouse. |
| Inventory > Enable Resolves | Specify what must happen to inventory items. The options are:
| Issue | Always |
| Mobile > Enable in Mobile App | Checkbox. If checked, the transaction can be accessed from the mobile app. | Check the box. | If you want to manage the transactions from the mobile app. |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | Items | Always (Custom items are not tracked as inventory items.) |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
This example has no categories. If you want to sort your Transfer Issued transactions (e.g. by type of transfer, such as branch replenishment or returns to the main warehouse), create your own categories. Transfer Received transactions are copied from Transfer Issued transactions, so create the same categories on the Transfer Received Transaction Type. See Transaction Categories Tutorials.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although the copy involves two transactions, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
