Overview
Stock transfers allow you to move inventory between different locations (warehouses, stores, branches) while maintaining accurate stock levels. This guide covers the complete transfer workflow from initiation to completion.
When to Use Stock Transfers
SCENARIO 1: STORE TO STORE
Store A (High Stock) ───────→ Store B (Low Stock)
100 units 5 units
(Overstock) (Needs restock)
SCENARIO 2: WAREHOUSE TO RETAIL
Main Warehouse ───────────────→ Retail Store
1000 units 50 units
(Bulk storage) (Sales floor)
SCENARIO 3: RETURNS TO WAREHOUSE
Retail Store ─────────────────→ Main Warehouse
Defective items (Return to supplier)
SCENARIO 4: POP-UP/EVENT STOCK
Main Store ─────────────────→ Event Location
Temporary transfer (Pop-up shop/stock)
Understanding the Transfer Process
Transfer Lifecycle
┌─────────────┐ ┌─────────────┐ ┌─────────────┐ ┌─────────────┐
│ DRAFT │────→│ SENT │────→│ IN TRANSIT │────→│ RECEIVED │
│ (Created) │ │ (Shipped) │ │ (Moving) │ │ (Complete) │
└─────────────┘ └─────────────┘ └─────────────┘ └─────────────┘
│
└────────────────→┌─────────────┐
(Can cancel) │ CANCELLED │
└─────────────┘
Stock Impact:
• DRAFT: No stock change
• SENT: Deducted from source location
• IN TRANSIT: In limbo (not available anywhere)
• RECEIVED: Added to destination location
Prerequisites
Before creating transfers:
- ✅ Multiple locations/stores set up in NinoPOS
- ✅ Products exist in source location with sufficient stock
- ✅ User permissions for both source and destination locations
- ✅ Transfer authorization (if required by your organization)
ℹ️ Setting Up Locations
If you haven't set up multiple locations yet, go to Settings → Locations to add your warehouses, stores, or branches first.
Step-by-Step Transfer Process
1
Initiate New Transfer
Inventory → Stock Transfers → New Transfer
Navigation
Main Menu
│
└── 📦 Inventory
│
├── Products
├── Categories
├── Stock Levels
└── 🚚 Stock Transfers ←── Click here
│
└── [+ New Transfer] Button
Click "+ New Transfer" to open the transfer creation form.
2
Select Source and Destination
Define where stock is moving from and to
Transfer Form - Location Selection
┌─────────────────────────────────────────────────────────────┐ │ NEW STOCK TRANSFER │ │ │ │ From (Source): To (Destination): │ │ ┌──────────────────┐ ┌──────────────────┐ │ │ │ ▼ Main Warehouse │ │ ▼ Store Branch A │ │ │ └──────────────────┘ └──────────────────┘ │ │ │ │ Transfer Date: [ 11 Apr 2024 ] │ │ │ │ Reference #: [ TR-2024-001 ] (Auto-generated) │ │ │ │ Notes: │ │ ┌──────────────────────────────────────────────────────┐ │ │ │ Weekly restock for Store A - Electronics & │ │ │ │ Accessories │ │ │ └──────────────────────────────────────────────────────┘ │ │ │ └─────────────────────────────────────────────────────────────┘
Field Descriptions:
| Field | Required | Description |
|---|---|---|
| From (Source) | ✅ Yes | Location sending the stock |
| To (Destination) | ✅ Yes | Location receiving the stock |
| Transfer Date | ✅ Yes | When transfer is initiated |
| Reference # | ✅ Yes | Unique identifier for tracking |
| Notes | ❌ No | Internal notes about transfer |
⚠️ Important
Source and destination cannot be the same location. If you only see one location, go to Settings → Locations to add more.
3
Add Products to Transfer
Select items and quantities to move
Product Selection Interface
┌─────────────────────────────────────────────────────────────┐ │ ADD PRODUCTS TO TRANSFER │ │ │ │ Search: [ Wireless Mouse____________ ] [+ Add] │ │ │ │ ┌───────────────────────────────────────────────────────┐ │ │ │ PRODUCT | AVAILABLE | TRANSFER | │ │ │ ├───────────────────────────────────────────────────────┤ │ │ │ 🖱️ Wireless Mouse | 100 | 20 | [🗑️] │ │ │ │ ⌨️ Keyboard | 50 | 10 | [🗑️] │ │ │ │ 🎧 Headphones | 75 | 15 | [🗑️] │ │ │ │ 📱 Phone Case | 200 | 50 | [🗑️] │ │ │ └───────────────────────────────────────────────────────┘ │ │ │ │ Total Items: 95 units │ │ │ └─────────────────────────────────────────────────────────────┘
How to Add Products:
- Type product name in the Search box
- Select product from dropdown
- Enter transfer quantity (must be ≤ available stock)
- Click + Add or press Enter
- Repeat for additional products
💡 Quick Add
Use the barcode scanner for faster product entry! Just scan each item and enter quantity.
Stock Availability Check
┌─────────────────────────────────────────────────────────┐ │ ⚠️ INSUFFICIENT STOCK WARNING │ │ │ │ You requested: 150 units of "Wireless Mouse" │ │ Available at source: 100 units │ │ │ │ Options: │ │ ○ Transfer available quantity (100) │ │ ○ Cancel and check other locations │ │ ○ Create purchase order to restock │ │ │ └─────────────────────────────────────────────────────────┘
4
Review and Send Transfer
Final check before dispatching
Transfer Summary
┌─────────────────────────────────────────────────────────────┐ │ TRANSFER SUMMARY │ │ │ │ Reference: TR-2024-001 │ │ From: Main Warehouse │ │ To: Store Branch A │ │ Date: 11 Apr 2024 │ │ │ │ ITEMS TO TRANSFER: │ │ ┌───────────────────────────────────────────────────────┐ │ │ │ Product | Qty | Unit Cost | Total Value │ │ │ ├───────────────────────────────────────────────────────┤ │ │ │ Wireless Mouse | 20 | $15.00 | $300.00 │ │ │ │ Keyboard | 10 | $25.00 | $250.00 │ │ │ │ Headphones | 15 | $30.00 | $450.00 │ │ │ │ Phone Case | 50 | $5.00 | $250.00 │ │ │ ├───────────────────────────────────────────────────────┤ │ │ │ TOTAL | 95 | | $1,250.00 │ │ │ └───────────────────────────────────────────────────────┘ │ │ │ │ [💾 Save Draft] [📤 Send Transfer] │ │ │ └─────────────────────────────────────────────────────────────┘
Action Options:
| Action | When to Use | Result |
|---|---|---|
| 💾 Save Draft | Not ready to ship yet | Saved, no stock changes |
| 📤 Send Transfer | Stock is being shipped now | Deducts from source |
5
Track Transfer Status
Monitor movement between locations
Draft
11 Apr, 09:00
11 Apr, 09:00
Sent
11 Apr, 14:30
11 Apr, 14:30
In Transit
Est. 12 Apr
Est. 12 Apr
Received
Pending
Pending
Track transfers in real-time:
- Draft: Created but not yet sent
- Sent: Stock deducted from source
- In Transit: Physical movement in progress
- Received: Destination confirmed receipt
6
Receive at Destination
Confirm receipt and update inventory
When stock arrives at destination:
Receiving Process
┌─────────────────────────────────────────────────────────────┐ │ RECEIVE TRANSFER - TR-2024-001 │ │ │ │ Incoming from: Main Warehouse │ │ Expected items: 95 units │ │ │ │ RECEIVING CHECKLIST: │ │ ┌───────────────────────────────────────────────────────┐ │ │ │ ☑️ Wireless Mouse Expected: 20 | Received: 20 │ │ │ │ ☑️ Keyboard Expected: 10 | Received: 10 │ │ │ │ ☑️ Headphones Expected: 15 | Received: 15 │ │ │ │ ☑️ Phone Case Expected: 50 | Received: 50 │ │ │ └───────────────────────────────────────────────────────┘ │ │ │ │ Condition: ● All Good ○ Some Damaged ○ Partial │ │ │ │ Notes: ________________________________________________ │ │ │ │ [✅ Confirm Receipt] │ │ │ └─────────────────────────────────────────────────────────────┘
Receiving Options:
- Full Receipt: All items received as expected
- Partial Receipt: Some items missing or damaged
- Reject: Stock damaged/unacceptable (returns to source)
💡 Partial Receipts
If you receive partial quantities, enter actual received amounts. The system will track discrepancies for investigation.
Special Transfer Scenarios
1. Handling Damaged Goods
Damaged Stock Workflow
Transfer Sent (100 units)
│
▼
┌──────────────────┐
│ Goods Received │
│ Inspection │
└────────┬─────────┘
│
┌────┴────┐
│ │
▼ ▼
┌───────┐ ┌──────────┐
│Good │ │ Damaged │
│90 pcs │ │ 10 pcs │
└───┬───┘ └────┬─────┘
│ │
▼ ▼
Stock In Create Return
to Source
2. Inter-Store Transfers
For retail chains with multiple stores:
- Store A sends excess stock to Store B
- Both stores maintain independent inventory
- Transfer costs can be tracked
- Sales data remains separate by location
3. Return to Warehouse
Send unsold/seasonal stock back to main warehouse:
- Create transfer from store to warehouse
- Mark as "Return - End of Season" in notes
- Warehouse receives and consolidates
- Can redistribute to other stores later
Transfer Reports & Analytics
Available Transfer Reports
📊 TRANSFER ANALYTICS 1. TRANSFER HISTORY • All transfers by date range • Filter by source/destination • Export to Excel/PDF 2. TRANSFER SUMMARY • Total units transferred (month/year) • Value of transferred goods • Most transferred products 3. IN-TRANSIT REPORT • Currently pending receipts • Aging analysis (how long in transit) • Overdue transfers 4. LOCATION BALANCE • Net transfers per location • In vs Out comparison • Trend analysis
Common Issues & Solutions
| Issue | Cause | Solution |
|---|---|---|
| "Insufficient stock" error | Source location has less than requested | Check actual stock or reduce quantity |
| Can't find destination | Location not set up or inactive | Go to Settings → Locations |
| Transfer stuck in transit | Destination hasn't confirmed receipt | Check with receiving location |
| Wrong quantities received | Physical count doesn't match | Use partial receipt, investigate discrepancy |
| Need to cancel sent transfer | Transfer already dispatched | Create reverse transfer back to source |