Before you read this knowledge article, please familiarize yourself with the Inventory Map.
Warehouse transfers are used in Accounting Seed to transfer inventoried Products from one Location within a Warehouse to another Location within that same Warehouse or from one Warehouse to another Warehouse. A Transfer is a specific type of Inventory Movement that is non-accounting, i.e. it only affects the Inventory Quantity Available balance and does not record any general ledger transactions. Transfers do not record any general ledger transactions as there are no financial impacts to the general ledger. The inventory account is not changing, the costs are not changing, nor is ownership changing (it is not being purchased or sold). Transfers are simply Warehouse or Location movements.
Note: A warehouse transfer (Type=Inventory Transfer) is the only non-accounting Inventory Movement that can be used by customers using Accounting Seed’s Weighted-Average Cost Inventory feature. Inventory Movements (“IIM” and “OIM”) with type=non-accounting will not be allowed when using the Weighted-Average Cost Inventory feature.
Transfers create simultaneously a non-accounting Outbound Inventory Movement (Type = Inventory Transfer) to move inventory out of the current Inventory Quantity Available record and a non-accounting Inbound Inventory Movement (Type = Inventory Transfer) to move inventory into the target Inventory Quantity Available record. Transfer Inventory Movements can not move zero or negative units.
- Transfers of non-serialized Products will create one (1) Inbound and one (1) Outbound Inventory Movement record.
- Transfers of serialized Products will create one (1) Inbound and one (1) Outbound Inventory Movement record for each specific serial number identified on the OIM.
Important: For serialized Products, quantities that do not have a specific serial number identified, will be aggregated into one (1) Inbound and one (1) Outbound inventory Movement record. (See examples below.)
Do you want to:
Perform a Warehouse Transfer
All transfers are initiated from the Inventory Quantity Available record that you are transferring out of.
- Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Inventory Quantity Available.
- Select the (Inventory Quantity Available) IQA record for which units will be transferred out of.
- Click on the drop-down arrow in the top right hand menu. From the drop-down select transfer.
Note: The Inventory Transfer panel displays. The display shows the Available Quantity that can be transferred. As noted above, you cannot transfer zero (0) or negative amounts.
Note: Required fields displays with a red asterisk (*).
Note: Click here to view the above image in full screen.
Note: As noted in the overview, if the inventory is serialized, you also have the option to enter the specific serial numbers to be transferred.
- Once all of the detail has been entered, click Transfer.
The system will display a banner showing that the transfer was successful. It will also show the Inbound and Outbound Inventory movement records. In this example, since the serial numbers were provided, each serial number had its own Inbound and Outbound Inventory Movement record.
- Below is a Transfer example, except the specific serial numbers to be transferred were not entered (they were left blank). This is, in essence, the same as transferring a non-serialized product. Once all of the detail has been entered, click Transfer.
- The system will display a banner showing that the transfer was successful. It will also show the Inbound and Outbound Inventory movement records. In this example, since there were no serial numbers provided, only one (1) Inbound and one (1) Outbound Inventory Movement record were created.
- As noted above, each Transfer will create Inbound and Outbound Inventory Movements (IIM & OIM). Each of the movement records is available for examination. The two screen captures below show the IIM and the OIM of one of the serialized Products. Note that each record identifies the Inventory Quantity Available record affected, the Quantity, the Serial Number (if one was assigned) and the associated Inventory Movement.
- To see all of the IIM or OIM that have impacted an inventory account, either navigate to the List View of the Inventory Quantity Available and select the desired inventory record or simply click on the Inventory Quantity Available link on any of the above screens. Both options will open the record. Click on the Related tab to view the related lists for the record. Here all of the IIM and OIM records will be shown.
Remove a Warehouse Transfer
To undo a transfer, both the IIM and OIM record(s) must be identified, as well as, the Inventory Quantity Available records that were affected.
Note: BOTH the IIM and the OIM records must be individually deleted. When Inventory Movements are deleted they are now automatically emptied from the Recycle Bin as a safeguard, preventing users from undeleting them.
- Start with the Inbound Inventory Movement.
- Navigate to Inventory Quantity Available (“IQA”) and select the IQA record that you are deleting the transfer from. Click on the Related tab to view the related lists for the record. Here all of the IIM and OIM records will be shown. Select the IIM of the transfer that is to be undone.
- Click Delete.
A message displays on the screen confirming that the delete was successful. You will also be returned to the IQA record. From the related list page, you will see that the IIM record is no longer listed.
- The next step is to delete the Outbound Inventory Movement.
- Navigate to Inventory Quantity Available (“IQA”) and select the IQA record that you are deleting the transfer from. Click on the Related tab to view the related lists for the record. Select the OIM of the transfer that is being deleted.
- To complete and confirm the deletion, repeat steps 3 & 4 above.