About Transfers

Use the I/C Transfers screen to record stock transfers between physical inventory locations, if you store inventory items at more than one location.

Transfers change item quantities at locations without changing the total number of items in inventory, or the total inventory valuation.

When you post transfers, the program generates journal entries to track the movement of stock because costing is done by location.

Note: Before you can post transfers, you must allow the items being transferred to be stocked at the locations to which you are transferring them.

Types of Transfers

Inventory Control provides two ways to transfer goods between locations:

• Directly (and immediately) to the destination location.
• Via a goods-in-transit location to the destination location, specifying a transfer number to track the shipment.

  Goods in transit are transferred first to a goods-in-transit location (usually marked as a logical inventory location). When they reach their destination, they must be received from the goods-in-transit location.

  In other words, goods in transit:

  • Exist between locations as in the real world.
  • Can travel on different trucks and be received in separate lots.

  Note: When you ship via a goods-in-transit location, all goods must be received separately at the destination location.

Information Entered with Transfers

For each transaction, you enter the following general information:

• Document number. Each transfer is assigned a unique number to distinguish it from other transfers for audit control purposes.

• Document type. Specify whether the document is a transfer, transit transfer, or transit receipt. A transfer goes immediately between two locations. Transit transfers and transit receipts move goods in and out of a goods-in-transit location.
• Transfer number. Use this field to specify an additional transit transfer or receipt.
• Document Date. Specify the document date for the transfer.

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

• Posting Date. This is the date to which the transaction will be posted in the general ledger.
• Year/Period. The year and period to which the transfer is posted in the general ledger are determined by the posting date you enter. You cannot change this field directly.
• Expected Arrival. This is the specified date of expected arrival of the transfer.
• Additional Cost. Include any additional costs incurred because of the item transfers.
• Proration Method. Specify how to prorate the additional cost to the items in the transfer (by quantity, by weight, by cost, equally or manually).
• Description and Reference. You can add any information you want about the transfer (for example, the reason for making the stock transfer).
• Optional fields. If optional fields are set up to use in transfer transactions, you can click the Add/Edit link from the menu beside the field to add transfer optional fields, or edit any automatically inserted optional fields.

Information Entered for Transfer Details

For each numbered detail line on a transaction, you enter the following information:

• Item number. Specify the stock item for which you are transferring units.
• Description. Inventory Control displays the description from the item record.
• From location. Specify the location from which you are transferring stock. The program displays the location description from the location record.

  Note: If you are entering a transit receipt (receiving goods from a goods-in-transit location), you cannot change this field.

• GIT Location. If you are entering a transit transfer, enter the code for the goods-in-transit inventory location.

  If you are entering a transit receipt (receiving goods from a goods-in-transit location), you cannot change this field.

• To location. Specify the location to which you are transferring stock. The program displays the description is supplied from the location record.

  Note: If you did not select the Allow Items At All Locations option on the I/C Options screen, you must have previously specified that the item be allowed at the inventory location to which you are transferring stock.

• Requested Quantity. This field appears only if you are using a goods-in-transit location, and is useful when you are adding to a transfer over some period of time (for example, loading several trucks over a period of days). When you enter an amount in this field, the same amount appears automatically in the Transfer Quantity field.

  The transfer quantity cannot exceed the amount requested.

• Unit of Measure. Enter the unit of measure for the quantity being transferred. You can post transfers in any unit of measure defined for the item.

  Example: If you specified Each and Dozen as the units of measure for an item, you can post transfers using either unit of measure.

• Outstanding Quantity. This is the amount still required to meet the requested quantity.
• Transfer Quantity. Specify the number of units to transfer between locations. The requested quantity appears as the default in this field.

  Note: You can transfer more items than are in stock at locations if the Allow Negative Inventory Levels option is selected on the I/C Options screen.

• Transfer Unit. Use this field to change the unit of measure of the transfer, if necessary. Inventory Control automatically displays the stocking unit for the items being transferred.
• Transferred to Date. This is the number of units previously entered for this transfer to the GIT location.
• Manual Proration. This is a dollar amount to cover the item's portion of the additional costs of the transfer. You can enter an amount only if you selected Prorate Manually as the proration method.
• Received to Date. This is the number of units received from the GIT location for this transfer.
• Unit Weight, Extended Weight. Make sure that you enter this information when transferring items that use cost proration by weight.
• Unit Cost, Extended Cost. These fields are used for transferring items that use the user-specified costing method.

  If you enter a unit cost, the program calculates the extended cost. If you enter an extended cost, the program calculates the unit cost.

  If you use multicurrency accounting, enter costs in your functional (home) currency.

• Completed. Select the completed field if you want to complete the transaction.

  Note: Generally, you complete a line for a GIT transfer on receipt of all goods. If you complete it before all goods are received, the unreceived items will remain in the GIT location, and you will have to create a new transfer to move them to the destination location.

• Comments. Add any comments you want to appear on the Transfers Posting Journal regarding the detail line. (Optional)
• Optional Fields. If optional fields are set up for use in transfer details, you can enter information in the detail optional fields by selecting the detail line, and then clicking the Optional Fields column heading in the Detail table.

There are no restrictions on the number of detail lines you can enter on stock transfer transactions.