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Goods Transfer

Overview

Goods Transfer enables seamless movement of inventory between different locations within your warehouse network. This function supports both internal relocations within a single facility and transfers between multiple warehouses, providing complete visibility and control over stock movements while maintaining accurate inventory records.

Goods Transfer

To access Goods Transfer:

  1. Click Inventory in the left sidebar menu
  2. Click Goods Transfer
  3. Or use direct URL: https://main.smartb.co/action?name=pick_internal

Key Features

Action Buttons

  • New Goods Transfer - Create a new internal stock transfer
  • Import - Import transfer data from external systems or files
  • List - Switch to list view of all transfers
  • Calendar - View transfers in calendar format

Status Management

The system tracks transfers through multiple status levels:

  • All - View all transfers regardless of status
  • Draft - Transfers being prepared but not finalized
  • Planned - Scheduled transfers for future execution
  • Approved - Transfers approved for execution
  • Completed - Fully processed transfers

Bulk Operations Toolbar

  • To Draft - Convert selected transfers back to draft status
  • Repost Journal Entry - Regenerate accounting entries
  • Validate - Process and approve selected transfers
  • Validate (fast) - Quick validation without detailed checks
  • Copy To Product Transform - Convert to product transformation

Column Descriptions

Column Description
Journal Document type (typically "Goods Transfers")
Number Unique transfer reference number (e.g., GT-25050001)
Date Transfer transaction date and time
Ref External reference or note
Status Current transfer status (Draft, Completed, etc.)

Creating Goods Transfers

Basic Transfer Process

  1. Click New Goods Transfer
  2. Fill in header information:
  3. Date - Transfer date (required)
  4. Reference - External reference number
  5. Notes - Transfer purpose or instructions
  6. Add product lines with source and destination details
  7. Specify quantities to transfer
  8. Assign lot/serial numbers if applicable
  9. Validate and execute the transfer

Transfer Line Details

For each product line, specify:

  • Product - Item being transferred
  • Quantity - Amount to transfer with unit of measure
  • From Location - Source warehouse location
  • To Location - Destination warehouse location
  • Lot/Serial Number - Traceability information
  • Container - Current storage container
  • Secondary Container - Additional container reference

Transfer Types

Internal Warehouse Transfers

Zone-to-Zone Movement: - Transfer between different zones within same warehouse - Optimize storage location based on product velocity - Balance load across storage areas - Improve picking efficiency

Bin-to-Bin Relocation: - Move products between specific bin locations - Consolidate partial quantities - Optimize storage density - Improve inventory organization

Inter-Warehouse Transfers

Branch-to-Branch Transfer: - Move stock between different warehouse locations - Support multi-location businesses - Balance inventory levels across facilities - Optimize distribution network

Hub-to-Spoke Distribution: - Central distribution to regional warehouses - Maintain optimal stock levels per location - Support seasonal demand patterns - Reduce transportation costs

Specialized Transfers

Quality Control Transfers: - Move items to/from inspection areas - Segregate products pending quality approval - Support quarantine processes - Track quality workflow

Production Transfers: - Move raw materials to production areas - Transfer finished goods to storage - Support work-in-process movements - Track manufacturing workflow

Common Use Cases

Inventory Optimization

  1. Identify slow-moving items in prime locations
  2. Create transfer to move to secondary storage
  3. Relocate fast-moving items to accessible areas
  4. Monitor transfer completion and results

Stock Balancing

  1. Review inventory levels across locations
  2. Identify imbalanced stock distribution
  3. Create transfers to balance inventory
  4. Track movement completion and accuracy

Seasonal Preparation

  1. Anticipate seasonal demand changes
  2. Transfer seasonal items to front locations
  3. Move off-season products to back storage
  4. Prepare locations for peak periods

Damage and Returns Processing

  1. Transfer damaged goods to inspection area
  2. Move returned items for processing
  3. Relocate refurbished products to sales stock
  4. Track product status changes

Advanced Features

Batch Transfer Processing

Multi-Product Transfers: - Process multiple products in single document - Maintain transfer integrity across items - Reduce administrative overhead - Improve processing efficiency

Template-Based Transfers: - Create standard transfer templates - Speed up routine transfer processes - Ensure consistent procedures - Reduce data entry errors

Container and Packaging Management

Container Transfers: - Move entire containers between locations - Maintain container integrity - Track container utilization - Optimize space allocation

Packaging Considerations: - Track packaging requirements for transfers - Calculate transfer costs - Optimize container loading - Monitor packaging efficiency

Integration Features

Purchase Order Integration: - Create transfers based on PO requirements - Support drop-ship scenarios - Manage direct deliveries - Coordinate supplier deliveries

Sales Order Integration: - Transfer stock to fulfill orders - Support customer-specific requirements - Optimize order fulfillment - Reduce delivery times

Best Practices

Transfer Planning

  • Location Analysis - Review current and target locations carefully
  • Quantity Verification - Confirm available quantities before transfer
  • Timing Coordination - Schedule transfers during low-activity periods
  • Resource Planning - Ensure adequate labor and equipment availability

Documentation Standards

  • Clear References - Use meaningful reference numbers and descriptions
  • Complete Information - Fill all relevant fields for tracking
  • Status Updates - Maintain current transfer status
  • Audit Trail - Keep complete transfer records

Quality Control

  • Pre-Transfer Inspection - Verify product condition before transfer
  • Transit Protection - Use appropriate packaging and handling
  • Destination Verification - Confirm receipt at destination location
  • Exception Handling - Document and resolve transfer discrepancies

Troubleshooting

Transfer Creation Issues

Location Problems: - Verify source location has sufficient stock - Check destination location capacity - Ensure location access permissions - Confirm location status is active

Product Issues: - Verify product is available at source location - Check product restrictions for destination - Ensure lot/serial number availability - Review product status and conditions

Processing Delays

Validation Errors: - Check all required fields completion - Verify quantities don't exceed available stock - Ensure proper location sequences - Review system validation rules

Performance Issues: - Process transfers in smaller batches - Schedule during off-peak hours - Monitor system resource usage - Contact administrator for assistance

Data Accuracy Problems

Quantity Discrepancies: - Verify physical quantities match system - Check for concurrent transactions - Review recent stock movements - Perform location balance verification

Location Mismatches: - Confirm physical location matches system - Verify location codes and descriptions - Check for duplicate location entries - Review location hierarchy setup

Tips

  • Batch Processing - Group similar transfers for efficiency
  • Pre-Planning - Plan transfers in advance for optimal timing
  • Mobile Support - Use mobile devices for warehouse floor execution
  • Report Generation - Create transfer reports for tracking and analysis
  • Integration - Connect with warehouse management systems for automation