A multi-center business often needs to transfer products from one center to another during shortages and demands. 

Or, one of the centers in the company, called the warehouse or corporate office (CO), procures products from a vendor and all other centers request products from the CO. Moreover, the company can have damaged/expired products from all centers to be stocked into one center. Zenoti caters to such inventory needs via transfer orders.

A transfer order is a form that a center uses to manage product inflows and outflows with other centers in the company. It can be used to transfer products between centers, to request products from the warehouse, or to move all damaged/expired products to a center.

Important: A company can also operate in a franchise model, wherein a franchisee is an individual operating unit. The transfer of products in this setup needs each franchise to raise a purchase order to another center or to the warehouse - the way it would purchase products from an external vendor.

Transfer Models

The process of transferring products involves two centers:

  • Source Center
    A center from where the products are moved to another center.
  • Destination Center
    A center that is receiving the products from another center.

In Zenoti, you can transfer products in two ways:

  1. Push: In this model, the source center initiates the transfer process by creating and raising the order to itself on behalf of the destination center. This is usually the case of the warehouse transferring stock to all the centers in the company.
  2. Pull: In this model, the destination center initiates the transfer process by creating and raising the order to the source center.

Lifecycle of a Transfer Order

Right from creating a form to receiving goods fully, a transfer order goes through various stages in its lifecycle. 

In Zenoti, each phase or stage is indicated by a status of the PO:

  1. Created: Order is created and saved as a draft.Note: In this status, you can continue to edit order details, add products that you want to request, or even remove products.
  2. Raised: Order is raised, but not sent to the vendor.
  3. InTransit: Order is dispatched to the destination center.
  4. Updated: Order is received partially (received quantities are updated) and saved but not marked as a partial delivery.
    Note: The current stock is not affected unless you mark the order as partial or full.
  5. Partially Delivered: Order is received partially and marked as partial.
    Note: The current stock increases by the quantity received as part of the order.
  6. Delivered: Order is fully received and closed.
    Note: The current stock increases by the quantity received as part of the order.

Prerequisites

Before centers can transfer products, the admin must do the following:

  1. Make products available in both, source and destination centers. If a product is not available in either the source center or the destination center, the product cannot be transferred. Navigate to Admin > Resources > Products and click the product name to edit it. In the Price tab, select the source and destination centers.
  2. Define transfer price and transfer tax for all the centers in the Price tab. This price and tax become the unit price and tax in the transfer order.
    Important: A transfer order always considers the transfer price and transfer tax of the source center.
  3. Configure settings at both org level and center level.
  4. Select the role permissions for the inventory managers or store supervisors to, for example, add, edit, delete, and raise orders. 

Org Level Settings

Navigate to Admin > Organizations > Manage Organizations > Settings > Inventory.

  1. Enable product transfers between centers
    Allow product transfers in your company

    If this option is not selected, the centers will not see the Add Transfer and Add Transfer (Auto) options in the I want to… list on the Manage Purchase Orders & Transfers page.
  2. Allow product checkout, transfer and conversion when stock is not available
    Allow the creation of transfer orders even when the stock is running low
  3. Enable auto checkouts from store to floor for product transfers
  4. Consider raised purchase orders/transfer orders for calculating Auto PO/TO quantity
    Deduct the raised transfer order quantity from the alert quantity while creating auto-transfer orders
  5. Restrict editing of transfer orders in the recipient center
    Do not allow editing of any field in the transfer order
  6. Restrict editing of price, discount & tax fields in the recipient center after the transfer order is raised
    Do not allow the order details to be updated after it is raised
  7. Restrict delivery of transfer orders in the source center
    Do not allow the source center to deliver products in its own center in case of push
  8. Allow delivered quantity to be more than ordered quantity in Transfer Order

Center Level Settings

Ensure you are at the org level and navigate to Admin > Centers > Manage Centers > Settings > Inventory.

  1. Cannot raise transfer
    Restrict a center from raising transfer orders
    . However, a center that is restricted to raise a transfer order can still create it. This is usually required in case of the warehouse or a single center in the company that is responsible to procure stock from the vendor.
    Note: If this option is selected, the centers will not see the Save & Raise button on the order page.
  2. Enable auto checkouts of transfers
    Allow stock checkouts automatically for transfers
  3. Center acting as a vendor
    Mark the center as a warehouse
  4. Use default warehouse centers for Transfer Orders
    Allow centers to receive products only from the default warehouses - defined separately for retail and professional supply.
    When the centers are creating a transfer order to receive products from the warehouse, only these two centers will be displayed in the Select Center list on the Manage Purchase Orders & Transfers page.
  5. Center acting as a franchise
    Mark the center to be an authorized independent entity to work individually. 
  6. Transfer Order Label
    Label to be used while printing or emailing the transfer order

Role Permissions

Ensure you are at the org level and navigate to Admin > Centers > Manage Centers > Settings > Inventory.

  1. Add
  2. Edit
  3. Delete

In addition to these permissions, you can enable settings like exporting data from Zenoti to Excel or CSV format.

See Also

Create a Transfer Order

Did this answer your question?