Manual
Locations and transfers
Locations
A location is a place stock is kept: a store, a shop, a warehouse. Stock is counted and valued at each location separately. Locations (under Setups) has, for each, a Code, a Description and Use As In-Transit.
| Location at Passion Bakery | Description | Use As In-Transit |
|---|---|---|
| BAKERY | Bakery and store, Namanve | No |
| SHOP | Passion Bakery shop, Ntinda | No |
| VAN | Delivery van | Yes |
Inventory Setup’s Default Location is used wherever a location is left blank: on a document, on its lines, and in journals. At the bakery it is BAKERY.
An in-transit location holds stock on its way between two others. It can’t be used on sales, purchases or journals: only transfer orders move stock in and out of it.
Each location needs a line on Inventory Posting Setup for each inventory posting group it holds, naming its Inventory Account: see Costing and the general ledger.
Transfer orders
A Transfer Order moves stock from one location to another, through an in-transit location. Open Transfer Orders and choose + New; it is numbered from Transfer Order Nos. on Inventory Setup (TO… at the bakery).
| Field | What it is for |
|---|---|
| Transfer-from | The location the stock leaves. |
| Transfer-to | The location it goes to. |
| In-Transit Code | The in-transit location it is in between. |
| Posting Date | The date it is shipped and received on. |
| Description, External Document No | What it is, and any reference. |
Its lines:
| Field | What it is for |
|---|---|
| Item No, Description | The item. |
| Quantity, Unit of Measure | How much to move. |
| Qty. to Ship, Quantity Shipped | What the next Ship takes out of the transfer-from location, and what has left. |
| Qty. to Receive, Quantity Received | What the next Receive puts into the transfer-to location, and what has arrived. |
Transfer-from and transfer-to must be different locations, neither of them in-transit, and the in-transit code must be an in-transit location.
Shipping and receiving
- Ship posts a Posted Transfer Shipment (TS… at the bakery). The stock leaves the transfer-from location at its cost and is put into the in-transit location at the same cost. The lines’ Qty. to Receive becomes what was shipped. A message says the stock is now in transit.
- Receive posts a Posted Transfer Receipt (TR…). The stock leaves the in-transit location and comes into the transfer-to location. When nothing is left to receive, the posted receipt opens.
The transfer order is deleted once everything on it has been received. Both postings have a preview. A line can be shipped or received in parts; its locations and item can’t change once some of it has been shipped.
Shipments and Receipts on the order list what was posted; Transfer Order, Transfer Shipment and Transfer Receipt print them.
At Passion Bakery, the van takes the shop’s share to Ntinda on Mondays, Wednesdays and Fridays: a transfer order from BAKERY to SHOP through VAN, shipped in the morning and received when the van arrives.
What a transfer posts
Each line makes two Transfer item ledger entries on shipping (out of the transfer-from location, into in-transit) and two on receiving (out of in-transit, into the transfer-to location), each pair at the same cost. In the general ledger, the value moves between the locations’ inventory accounts and nowhere else. At the bakery every location uses the same inventory accounts, so a transfer changes no G/L balance; a company whose locations have accounts of their own would see the value move.