Last Updated: November 12, 2025
Approving a Transfer
When you click Deliver on a Transfer, a Transfer record (marked with a blue icon) will appear on the Receiving Orders page of the destination outlet.
To review it, double-click the transfer record to open the Review Transfer page.
On this page, you can approve items by ticking the boxes in the Approve column. Once all items are ticked, the Approve Transfer button will become active. Click this button to approve the entire transfer.
Once the transfer is approved, the corresponding record in the origin outlet will update to a status of Approved, and the movement of those items will be reflected in the Variance Report.
Note: Users must have the Can approve transfers authority to approve or reject transfers.
Rejecting and Re-sending a Transfer
If at least one item is left unticked in the Approve column, you will only be able to select Reject Transfer or Cancel.
Choosing Reject Transfer will display a Rejection Note section, where you can optionally enter a reason for the rejection before confirming by clicking Reject Transfer.
Note: Items that were ticked in the Approve column will still be treated as approved, even when the transfer is rejected.
When a transfer is rejected, an email will automatically be sent to the transfer raiser. This email includes the rejected items, the transfer details, and any notes provided.
The transfer record in the origin outlet will update to Rejected and move to the Action section on the Transfer page.
Users in the origin outlet can then double-click the rejected record to open the Edit Transfer page, review or update the details, and click Resend to send it again.
Once resent, the status will update to Sent in the origin outlet, and the record will move to the Others section of the Transfer page.
The destination outlet can then process the resent transfer by following the Approving a Transfer steps above.
Editing an Approved Transfer Record
To amend approved transfers, a user must have the “Can Adjust Approved Transfers” authority enabled.
If a user has this authority, they can edit an approved Transfer Record if they are at the Corporate level, or at a mid level with access to both outlets involved in the transfer.
To edit an approved transfer, navigate to Stock and select Transfer. Then, select the approved record and click Edit to open the Edit Transfer page.
The user can then add or delete stock items, adjust the quantity of existing items, and add or update notes for the transfer or individual items.
Once you’ve made your changes, click Save to apply the updates and exit the window.
Understanding Transfer Action History
The Action History button provides a detailed record of all activities that have occurred for a specific Transfer. This includes edits, rejections, approvals, and any notes left by users - giving you full visibility over the lifecycle of a Transfer!
To check the action history of a Transfer record, navigate to Stock, then select Transfer. Locate and double-click the relevant Transfer record to open the Transfer Detail page.
Select the Action History tab to view all logged actions.
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Column |
Content |
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Date |
Displays the exact date and time when the action occurred. |
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Action |
Describes the type of action taken (e.g. “Sent a Transfer Record,” “Edited a Transfer Record,” “Rejected a Transfer Record”). This serves as an audit trail of all events. |
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Description |
Provides additional context for the action:
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By |
Identifies the user who performed the action. |