Transferring Goods between Two Inventory Locations

Inventory Control provides two ways to transfer goods between inventory locations:

• Directly (and immediately) to the destination location.
• Via a goods-in-transit location to the destination location. More...

  When you ship via a goods-in-transit location, all goods must be separately received at the destination location. Goods can travel on different trucks and be received in separate lots.

This topic contains instructions for direct transfers. For instructions on using a goods-in-transit location, see Transferring Goods Using a Goods-In-Transit Location.

To transfer goods directly to another inventory location:

1. Open Inventory Control > I/C Transactions >  Transfers.

2. Accept "***NEW***" in the Document Number field to start a new transfer.

   Tip: If "***NEW***" does not appear, click the Create New button.

   The program automatically assigns a document number when you save or post the transaction.

   Alternatively, you can enter a new transaction number yourself, and then press .

3. In the Document Type field, select Transfer (to move goods directly and instantly between two locations, without using a goods-in-transit location or receiving goods at the destination location).
4. If you are completing a previously entered transfer (say, to add to the number of items transferred):
   1. In the Transfer Number field, specify the number of the incomplete transfer.
   2. In the detail table, select the outstanding items that can now be transferred.
   3. Enter the additional amounts being transferred.
   4. Skip the remaining steps, and post or save the transaction (as in step 12).

   Example: If the original transfer request included 10 pallets of fertilizer, but you could only fit 5 in the truck, you can select the previous transfer, and transfer the remaining 5 pallets.

5. In the Document Date field, specify the date of the transfer.

   Inventory Control automatically displays the session date as the default date, but you can change it. (The session date is the date that you entered when you started Sage 300).

   You can also enter a separate posting date, which determines the fiscal year and period to which a transaction is posted in the general ledger.

   You can change the document date and the posting date, but you cannot directly change the fiscal period.

6. In the Posting Date field, enter the date to which to post the transaction in the general ledger.
7. If there are additional costs associated with the transfer (for example, shipping charges):
   1. Enter the amount of the additional costs in the Additional Cost field.
   2. Select a proration method. More...

      You can prorate by quantity, by weight, by cost, equally, or manually. Selecting Manually allows you to enter each item's share of the additional cost in the Manual Proration field. All other options cause the program to automatically calculate amounts, and you cannot use the Manual Proration field.

8. Enter a description and reference for the transaction.
9. In the Expected Arrival field, enter the date that you expect the goods to arrive at the destination location.
10. If you use optional fields, click the Add/Edit link from beside the Optional Fields check box to display the Optional Fields screen, where you can view or edit the optional fields assigned to this transaction.
11. For each item detail line on the receipt, in the table:
    1. Specify the item number, from and to locations, requested quantity and unit of measure, and transfer quantity.

       If the transfer quantity is less than the requested quantity, the program fills in the Outstanding Quantity when you save or post the transaction. You can create a new transfer transaction at a later time, specifying this transaction number, to complete the transfer.

    2. If you are prorating additional costs manually, enter an amount in the Manual Proration field.

    3. If the items use the user-specified costing method, type the unit cost and extended cost.

    4. If you received all items, mark the detail line as completed in the Completed field.

       Note:

       If you received the full requested quantity, the program automatically marks the detail Completed when you post the transaction.

       If you mark a detail Complete before all goods are received, the unreceived items remain in the goods-in-transit location, and you will have to create a new transfer to move them to the destination location.

    5. Enter any comments you want to add.
    6. If you use optional fields, click the Optional Fields column heading to view or edit optional field information for a selected detail.
12. When you are finished, click Post or Save.
    • If you click Save, Inventory Control saves the transaction so you can edit and post it later.
    • If you click Post, Inventory Control posts the transaction immediately.

      Important! When you click Post, if the Prompt to Delete During Posting option is selected (on the Processing tab of the I/C Options screen), the program asks you if you want to delete the transaction. Click No unless your company always deletes posted transactions. If you delete the posted transaction, you will not be able to drill down to the transaction details from General Ledger.

13. Make a note of the transfer number.

Published: September 11, 2020
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