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Setting Up Inventory Transfer in SHOPLINE Admin Panel

Effective inventory transfer is crucial in Point of Sale (POS) store management. By dynamically adjusting inventory quantities across locations, it optimizes store inventory utilization and maximizes order placement rates. This strategic approach ensures efficient product distribution, meeting customer demand, and enhancing overall operational efficiency for a seamless POS experience.

Note: To manage inventory transfers for POS operations, please install the Smart Inventory Management app from the SHOPLINE App Store.

 

 

Creating Transfer Forms

To create a transfer form, you can choose between a transfer-in order and a transfer-out order based on your location's specific requirements.

  • Creating Transfer-In Orders: To increase inventory at your location, select "Create a transfer-in order."
  • Creating Transfer-Out Orders: To reduce inventory at your location, select "Create a transfer-out order."

Both order types share the same creation process:

  1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management. Install the app if you haven’t already.
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  2. Within the app, proceed to Inventory > Inventory transfer. Click Create a transfer form and select a transfer form based on your needs.
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  3. Fill in the transfer form as required, providing basic information and adding products.
  • Basic information: Enter relevant details such as transfer-in/out order name, transfer-out location, transfer-in location, estimated delivery time, contact, and note.
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Note: After submitting the transfer form, modifications to the basic information are not permitted. Therefore, please fill in the information with caution.
  • Adding products: Choose products from the available list that considers both transfer-in and transfer-out locations. Add products using three methods:
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    • Bulk import: "Bulk import" facilitates mass product transfer.  Download the template, fill in the SKU, product name, transferred amount, etc., then upload the file and click Confirm.
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    • Select products: "Select products" enables the choice of individual products by searching or filtering by searching or filtering by name, SKU, brand, category, tag, or supplier. Click Select after choosing.
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    • Add products from recommendation: This option allows you to select transfer products based on recommendations from the following three referral sources:
      • Negative inventory replenishment: Products with negative inventory.
      • Minimum inventory: Products whose inventory is below the lowest limit of the inventory alert value.
      • Average daily sales volume: Products whose inventory is lower than the daily average sales.

Click Confirm after selecting.

  1. After selecting products, fill in the Cost and Transferred amount fields, then click Save and submit.
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  2. Check the statuses of the created forms to ensure proper generation.
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    • Transfer-in orders will display the Pending status and require approval from the staff at the transfer-out location.
    • Transfer-out orders will exhibit Not received status and necessitate staff at the transfer-in location to receive the products.

Notes: 

  • If information is incomplete while creating the form, click Save draft to temporarily save it. You can locate the draft in the Not submitted tab for later editing.
  • When a transfer-out form is submitted and in the Not received status, inventory at the transfer-out location is deducted based on the transferred amount.

 

If a contact email is provided in the form, the system will send an email notification to the designated contact person upon the creation of the transfer form.
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Processing Transfer-in Orders

After a transfer-in order is created, approval must be obtained from staff at the transfer-out location to confirm the feasibility of transferring the requested products. This ensures minimal disruption to the regular operations of the transfer-out location. To process a transfer-in order, staff at the transfer-out location should follow these steps:

  1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management.
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  2. Within the app, proceed to Inventory > Inventory transfer > Pending.
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  3. Locate the transfer-in order requiring processing and click Process. Utilize the filters for quick identification if necessary.
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  4. On the details page of the transfer-in order, verify the products and quantities intended for transfer-out and decide whether to approve this transfer request.
    • To approve the transfer request, click Agree and fulfill the order. The status of the transfer-in order will change to "Not received," awaiting confirmation of receipt by the staff at the transfer-in location.
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    • To reject the transfer, click Deny. The status of the transfer-in order will then change to "Rejected."
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Simultaneously, the contact who submitted the transfer-in order will receive an email regarding the processing status of the order.
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Receiving Transfers and Approvals

After receiving a transfer-out order or approval for a transfer-in, staff at the transfer-in location should confirm the receipt by following these steps:

  1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management.
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  2. Within the app, proceed to Inventory > Inventory transfer > Not received.
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  3. Locate the order requiring receipt confirmation and click Receive. Utilize the filters for quick identification if necessary.
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  4. Verify the product quantities and click Mark as completed to finalize the transfer.
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Note: When the transfer forms are confirmed and marked as "Completed," the inventory quantity (SKU) at the transfer-in location will increase based on the transferred amount.

 

 

Managing Transfer Forms

Efficient management of transfer forms is pivotal for maintaining a well-organized inventory system. Whether exporting forms for documentation or voiding drafts, these steps ensure a seamless process.

Exporting a Transfer Form

For forms in the "Pending," "Not received," or "Completed" status, you can export them for record-keeping and tracking purposes. Follow the steps below:

  1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management.
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  2. Within the app, proceed to Inventory > Inventory transfer > Pending / Not received / Completed. Locate and click on the form you want to export.
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  3. On the transfer details page, click Export in the upper right corner to export the transfer form as an Excel sheet for offline verification.
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Voiding a Transfer Form

If you no longer need to keep a draft form that is in a "Not submitted" status, you can void it to ensure the smooth processing of transfer forms in other statuses. Follow these steps to void a transfer form:

  1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management.
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  2. Within the app, proceed to Inventory > Inventory transfer > Not submitted. Locate the form you want to void and click Void in the Operate column.
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    Alternatively, click on the form to access the details page and double-check. Then, click Void in the upper right corner to invalidate the draft.
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    After the form is voided, its status will change to "Voided."
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Managing Inventory Transfer with SHOPLINE POS App

To streamline your on-site inventory transfer process, use the SHOPLINE POS App. The integrated Inventory Transfer feature in the app allows you to easily initiate and complete simple inventory transfer processes directly from your POS device.

For detailed instructions, please refer to the "Inventory Transfer Using the SHOPLINE POS App" guide.