Creating a Transfer

Last Updated:  November 12, 2025

 

Creating a Transfer

To begin creating a Transfer, navigate to Stock then select Transfer. 

From the Transfer window, click New.

If you’re working at the Corporate level, you’ll first be prompted to select which outlet the transfer should originate from.

If you’re already in the lowest outlet, the origin will default to the current outlet.

You can now complete the transfer details from the Create Transfer window, where you can enter key details:

Transfer Detail	Description
Destination	Choose where the stock will be sent.
Transfer date	Set the date for the transfer.
Proportion of cost (optional)	Manually control how transfer costs are shared or adjusted between items  (available only when Cost Proportion Can Be Adjusted is enabled in Admin > Settings > Transfer).
Notes	Add any relevant notes for the transfer as a whole.

You can then click the Add button to start selecting the items you want to transfer.

Simply select the items as required and click Select to add them to the transfer.

After the selected items are added to the transfer, you’ll need to update the quantities for each item as needed. You can also add item specific notes if needed.

Once you’ve added all your items and entered your required quantities, choose one of the following actions:

• Save - saves the transfer as a draft.
• Deliver - completes and delivers the transfer immediately.

Once the transfer is delivered, its Status on the Transfers page will update to Sent.

Submit for Review (if required)

If you don’t have the Can Deliver Transfers authority, the Deliver button will be replaced by a Submit for Review button. Instead, you’ll need to click Submit for Review, then confirm by selecting Yes to submit the transfer.

For partial cost transfers, you must have the Can Deliver Partial Cost Transfers authority to complete the delivery. Otherwise, the Deliver button will also appear as Submit for Review.

Transfers submitted for review will appear in the Status section on the Transfer page with a Review status. 

Users with the Can Deliver Transfers authority can review and finalise any transfer with a Review status on the Transfer page. Simply double-click the transfer (or select the record and click Edit) and select Deliver.

Once the Transfer is delivered, its Status on the Transfer page will update to Sent.

Proportion of Cost

The Proportion of Cost setting allows you to manually adjust how the total cost of a transfer is distributed between the items included in it.

By default, each item retains its original cost when transferred. However, there may be cases where you want to adjust this ratio. For example:

• To account for promotional or subsidised stock, say if one outlet receives items at a lower cost for a special event.
• To correct historical cost inaccuracies or rebalance margins between outlets.

This option gives businesses greater flexibility and accuracy in how transfer costs are distributed and reported.

There are two ways to handle this that will be decided by the Proportion of cost on individual items checkbox.

If disabled: you can set the cost proportion percentage in the Proportion of Cost header field to alter the proportion for the whole record. This will automatically update the Cost Proportion on items within the transfer.

If enabled: You can set the cost proportion percentage beside each individual line on the record under the Cost Proportion column. This will automatically update the Proportion of Cost field in the header