An Inventory Transfer moves stock from one center to another — between warehouses, stores, or factory locations. When the transfer is approved, stock leaves the source center and is added to the destination center in a single step. Inventory Transfers move stock only; they do not post to your accounts.
The Inventory Transfers list shows every transfer with its id, date, from center, to center, employee, received by, and status. Use the quick filter tabs to switch between views, and Advanced Filters to narrow the list further. From the list you can create a new transfer, open an existing one, edit a draft, or delete a draft.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Transfer reference number. |
| Date | Transfer date and time. |
| From Center | Source center stock is moving out of. |
| To Center | Destination center stock is moving into. |
| Employee | Employee in charge of the transfer. |
| Received By | Employee receiving stock at the destination. |
| Status | Current status of the transfer. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All transfers except cancelled ones. |
| Approved | Transfers that have been approved. |
| Draft | Transfers saved but not yet approved. |
| Cancelled | Transfers that have been cancelled. |
Advanced Filters
Id, Source Center, Destination Center, In Charge, Received By, Notes, Status, QC Status, Date, and Created date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |
Quick Start — Create an Inventory Transfer
1. Navigate
Go to Inventory → Inventory Transfers from the left menu.
2. Create new transfer
Click New to open the transfer entry screen.
3. Fill in details
Set the Date.
Choose the From Center * (source) and To Center * (destination). The two centers must be different.
Optionally set Employee and Received By.
Add item lines with Item, Quantity, and Unit. Use Batch and Serial Numbers where the item requires them.
4. Save
Save — keeps the transfer as a Draft.
Save And Approve — approves the transfer in one step and moves the stock.
Reset / Cancel — clears or closes the form without saving.
5. Move the stock
Approve the transfer to move stock out of the source center and into the destination center. After approval you can optionally create a Delivery Challan or a Weighment for the dispatch.
Header Fields Reference
| **Field** | **Description** |
|-----------|-----------------|
| Date * | Date and time of the transfer. |
| From Center * | Source center stock is moving out of. Required. |
| From Inv Bin | Source bin within the center. Shown when bin tracking is enabled. |
| To Center * | Destination center stock is moving into. Required and must differ from the source center. |
| To Inv Bin | Destination bin within the center. Shown when bin tracking is enabled. |
| Employee | Employee in charge of the transfer. |
| Received By | Employee receiving the stock at the destination. |
| Notes | Remarks about the transfer. |
> A transfer can also be created automatically from an approved Material Request or from an Inventory Conversion. When created this way, item lines are pre-filled from the source document.
Item Lines — ITEMS
| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Line serial number. Auto-numbered. |
| Item | Item being transferred. Stock and consumable items only. |
| Variant | Item variant, where the item has variants. |
| Description | Optional line description. |
| Quantity | Quantity to transfer. |
| Unit | Unit of measure. Defaults from the item. |
| Batch | Batch being moved. Shown for batch-tracked items; lists batches available in the source center. |
| Serial Numbers | Serial numbers being moved. Shown for serial-tracked items. |
| QC | Quality inspection result for the line. Shown when quality inspection applies to the transfer. |
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Approves the transfer and moves the stock. | Draft |
| Start Quality Inspection | Begins quality inspection on the transferred items. Shown when quality inspection applies. | Draft |
| Edit | Opens the transfer for editing. | Draft |
| Delete | Permanently removes the transfer. | Draft |
| Clone | Creates a copy of the transfer. | All (if permitted) |
| Print | Prints the transfer. | All |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Create Delivery Challan | Opens a new Delivery Challan for dispatching the transferred goods. | Approved, Closed |
| Create Weightment | Opens a new Weighment entry for the transferred goods. The transfer is linked automatically, and you can add more inventory transfers to the same weighment. | Approved, Closed |
| Cancel | Cancels the transfer and reverses the stock movement. | Approved |
| Add/Update Note | Adds or edits a note on the transfer. | All |
| Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Closed |
| Export Items | Exports the item lines to a spreadsheet. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. No stock has moved. |
| Approved | Finalized. Stock has moved from the source center to the destination center. |
| Closed | Transfer is closed — typically once it has been fully processed by a linked downstream document. |
| Cancelled | Transfer has been cancelled and its stock movement reversed. |
> Quality inspection: when the transfer requires quality inspection, items carry a QC status of QC Pending, QC Passed, or QC Failed. Use Start Quality Inspection on a draft to begin the check, and filter by QC Status from Advanced Filters.
Stock Posting
When you approve a transfer:
Stock is reduced at the From Center for each item line.
The same quantity is added at the To Center, carrying its existing cost value across.
An Inventory Transfer moves stock only — it does not create any accounting journal. Cancelling an approved transfer reverses both stock movements.
Master Update
Master Update lets you change selected header fields on an approved transfer without editing the full document or item lines. Open the three-dot menu on the transfer and select Master Update.
| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Date * | Yes | Cannot be set before the accounts closing date. The stock movement date is updated to match. |
| Employee In charge | Yes | |
| Centers, bins, item lines, quantities | No | Cancel the transfer and create a new one to change these. |
Click Confirm to save changes or Cancel to close without saving.
View Tabs & Side Panels
When you open a transfer in full view, the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Documents linked to this transfer, such as delivery challans and weighments. |
| RP | Returnable packaging (RP) center transfer linked to this inventory transfer — record In and Out per RP Item when loading crates onto a vehicle center. Shown on Approved or Closed transfers when returnable packaging is enabled. See RP Center Transfer. |
RP tab — returnable packaging
Use the RP tab on an approved Inventory Transfer to move returnable packaging between centers together with product stock.
Example: Load 200 milk crates from Main Store onto Vehicle 1 — approve the Inventory Transfer, open the RP tab, enter Out 200 / In 200 on Milk Crate, click Save and Approve. This creates an RP Center Transfer linked to the transfer.
Also available in the Field Sale App via RP Center Transfer. Full documentation: Returnable Packaging (RP).
Bottom panel
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the transfer and when. |
| Attachments | Files uploaded to this transfer. |
Best Practices
Confirm the From Center actually holds the stock — approval reduces stock there and fails if the quantity is not available.
Select Batch and Serial Numbers for tracked items so the right units move and remain traceable.
Record the Received By employee so the destination team knows who is accountable for the incoming stock.
Use Create Delivery Challan when goods physically leave on a vehicle and you need a dispatch document.
Approve transfers promptly — stock only moves on approval, so a draft transfer does not affect availability at either center.
FAQ
Does saving a draft transfer move any stock?
No. Stock moves only when the transfer is approved (or saved with Save And Approve).
Why can't I select the same center for source and destination?
A transfer must move stock between two different centers. The From Center and To Center cannot be the same.
Can I edit a transfer after it is approved?
No. Use Master Update for the allowed header fields, or Cancel the transfer and create a new one.
What happens to stock value when I transfer between centers?
The existing cost of the items carries across to the destination center. A transfer does not change inventory value or post to your accounts.
Why is my transfer waiting on quality inspection?
When quality inspection applies, items must pass inspection before they are cleared. Use Start Quality Inspection and review the QC status on each line.
Can I create a transfer from another document?
Yes. Approved Material Requests and Inventory Conversions can generate a transfer with item lines pre-filled.
Why won't my transfer approve?
Insufficient available stock at the source center (including active reservations), failed quality inspection, or linked material request is closed when your settings block approval on closed requests.
Does the system allow negative stock on transfer?
No, by default. Approve is blocked when source available quantity is insufficient unless your company explicitly allows negative stock.
Why can't I cancel my transfer?
Cancel is blocked while a linked RP center transfer exists. Cancel the RP transfer first.
What happens to the linked material request when I cancel a transfer?
The linked Material Request may return to Approved so you can fulfil it another way.
Which header fields can I change with Master Update?
Date, Employee In charge, Branch, Brand, and Project. Centers and item lines cannot be changed through Master Update.
Related Topics & Videos
Related documentation
Material Request — request stock that can be fulfilled with a transfer.
