Skip to main content

Orders and transfers

The Orders and transfers page is used for two different operations:

  • Delivery - when you restock a warehouse;
  • Transfer - when you move stock from one warehouse to another.

When to use a delivery​

Use a delivery when:

  • new stock is coming from a supplier;
  • you are loading a product into a warehouse that currently has no stock for it;
  • you want to enter cost, tax, discount, and sale price for the received quantities.

When to use a transfer​

Use a transfer when:

  • the product already exists in one warehouse and has to move to another;
  • you are not receiving new external stock, but only moving internal quantities;
  • you want the system to decrease the source warehouse and increase the target warehouse at the same time.

What you see in the list​

  • ID - local order number.
  • Type - delivery or transfer.
  • Warehouse - for transfers, the direction from source to target warehouse is shown.
  • Value - total value of the document.
  • Status - order status.
  • Created on - creation date and time.

How a delivery or transfer works​

  1. Create a new document with New order.
  2. Choose whether the document is a delivery or a transfer.
  3. Select the warehouses:
    • for a delivery, select the target warehouse;
    • for a transfer, select the source and target warehouse.
  4. Add products in Manage products for order or Manage products for transfer.
  5. While the document is in draft, you can edit the rows freely.
  6. Use Create order to move the document to ordered — for a transfer the button reads Create transfer.
  7. In ordered, enter the received quantity or use Autofill received quantities.
  8. Use Receive order and increase stock to complete the document — for a transfer the button reads Transfer products and update stock.

Only active warehouses are available during creation.

Working with rows​

The two document types show different columns, because they solve different tasks.

For a delivery you enter:

  • Order qty and Delivery price;
  • Tax, TO (the discount percentage) and Sale price;
  • a Supplier per row, if the product has linked suppliers.

For a transfer you only enter Transfer qty. A transfer is not a pricing operation, so Sale price, Tax and TO are not on the screen. The Unit cost column is read-only — it comes from the source warehouse and travels with the quantity.

For both types:

  • in ordered status you fill in Received qty, or Transferred qty for a transfer;
  • while the document is a draft, you can delete individual rows or all rows.

What you see when the source warehouse is short​

If a transfer would move more than the source warehouse holds, the screen warns you while you are still preparing the document:

  • the row itself shows a red X available, Y for transfer, Z left label;
  • above the table you see Not enough stock in the source location with a list of the affected products. Beyond five products an and N more line is added;
  • when you complete the document, the confirmation states how many rows will go negative.

The warning is advice, not a block — you can continue and the source warehouse goes negative. The number is a snapshot: if sales are made from that warehouse in the meantime, the real stock may be lower by the time you receive the transfer.

What a transfer does not do​

  • it does not change the product's sale price;
  • it does not apply tax or discount to the moved quantities;
  • it does not require payment — the Payments and Balance rows appear only if an existing document already carries a payment.

If you need to change a sale price or bring in new stock with tax, use a delivery, not a transfer.

Statuses​

  • Draft - the document is still being prepared and can be edited freely;
  • Ordered - the quantities are confirmed and the receiving stage starts;
  • Received - the document is completed.

What happens to stock​

  • A document in draft or ordered does not change final stock yet.
  • When a delivery is marked as received:
    • stock is added to the target warehouse;
    • the system records the actually received quantities;
    • for deliveries, the product sale prices are also updated according to the confirmed document.
  • When a transfer is completed:
    • stock is deducted from the source warehouse;
    • the same quantity is added to the target warehouse;
    • the unit cost from the source warehouse carries over to the target warehouse, and the product's sale prices stay unchanged.

If the actually received quantity is different from the ordered quantity, the app applies the received quantity when completing the document.

Practical examples​

  • You buy new stock from a distributor: create a delivery.
  • You move products from a main warehouse to another warehouse: create a transfer.
  • You only need to correct a difference between the system and a physical count: do not use this page, use Stocktakes.

Additional actions​

  • Edit - opens the document;
  • Download as Excel - exports the document;
  • Activity log - opens the history of actions;
  • Delete - deletes the document.

When to use this page​

  • when new stock is coming in from a supplier;
  • when stock needs to move between warehouses;
  • when you need to trace how and when stock was received for a product or warehouse.

The page supports search and filtering.

💡No business profile yet?

To use these features in Business, you need a business profile. Create one and continue with setup.