Setup Example – Transfer Received

  • Transfer Received 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).

💡This page provides an example of a Transaction Type setup for Transfer Received transactions.
In this example, stock movement transactions are not posted to the ledger.

  • Description: Transfer Received
  • Code: TRF REC
  • Entities: All

Settings (tab)

Info
  • This section lists the compulsory and optional settings that can be used to customise Transfer Received transactions.
  • Settings with Default as part of the name can be changed when capturing a transaction.
  • Items cannot be added (Transaction Items > Enable Adding Items is None) because the Transfer Received is copied from a Transfer Issued. The Receive resolve records the stock arriving at the destination.
Setting Description Value When Required
Accounting > Pricing

Select a pricing option from the dropdown list:

  • None
  • Cost Price
  • Sell Price
  • Supplier Price
  • Accounting
Cost PriceAlways
Defaults > Default – Data Filter

The default filter when you view a list of transactions for the Transaction Type.

The options are:

  • Today
  • This Month
  • Pending
  • Active
  • Pending & Active
Select an option from the dropdown list.

The default filter is:

  • Pending & Active.
  • Add the setting if you want a different default filter.
General > Enable Staff

Select how transactions are assigned:

  • None: Transactions are not assigned.
  • All: Transactions can be assigned to users, and a rep can be selected.
  • Rep: Transactions can only be linked to a rep.
  • Assign To: Transactions can only be assigned to a user.
Select the applicable option from the dropdown list.If you want to allocate the transaction to a staff member.
Inventory > Enable Resolves

Specify what must happen to inventory items.

The options are:

  • Purchase: The inventory must be purchased. This resolve is used for copying transactions and does not affect inventory.
  • Produce: The inventory must be produced. This resolve is used for copying transactions and does not affect inventory (e.g. Work Orders).
  • Reserve: The inventory is reserved for an order (e.g. Sales Orders).
  • Issue: The inventory is issued to a job or customer (e.g. Work Orders, Sales Orders, Customer Invoices).
  • On Order: The inventory is ordered, but not yet received (e.g. Purchase Orders, Work Orders).
  • Receive: The inventory is received (e.g. Supplier Invoices, Work Orders).
ReceiveAlways
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:

  • None: No items can be added; only the header information appears. Use this option sparingly, and not for accounting transactions, because it has no fields for amounts.
  • All: You may add items and custom items.
  • Custom: You may only add custom items. Typically used for ledger transactions.
  • Items: You may only add items. You may not add custom items. Typically used for invoicing, credit and debit notes.

All the buttons to add items still appear. A disabled feature shows an error message when clicked.

NoneAlways in this example (the items are copied from the Transfer Issued).
Settings tab of the example Transfer Received Transaction Type (TRF REC), with cost pricing, the Receive resolve and no items added
Settings tab – cost price, the Receive resolve and no items added

Statuses (tab)

Note
  • 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.
Statuses tab of the example Transfer Received Transaction Type (TRF REC), with the Pending, Complete / Received and Cancelled statuses
Statuses tab – Pending, Complete / Received (updates inventory) and Cancelled

Categories (tab)

Info
  • Categories 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. Transfer Received transactions are copied from Transfer Issued transactions, so they must have the same categories. If you create categories for Transfer Issued (e.g. by type of transfer, such as branch replenishment or returns to the main warehouse), create the same categories here. See Transaction Categories Tutorials.

Copy Rules (tab)

Info
  • 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.

No Copy Rules. Most inventory transactions end the transaction flow, so they are not copied to other transactions.

See Transfer Issued.

Output Templates (tab)

Info
  • 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.
Output Templates tab of the example Transfer Received Transaction Type (TRF REC), with the Transfer Received template
Output Templates tab – Transfer Received template

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