Stock transfers move inventory between your own locations without creating a sale or purchase. In Tracksales, a transfer is created with status In transit, then completed when you mark it as received.

1. Before you start

  • You need at least two accessible locations.
  • You need stock-adjustment permission to create, receive, or delete transfers.
  • Source and destination locations must be different.

If your organization has only one location, the transfer feature stays locked until you add another location.

2. Creating a stock transfer (status: In transit)

Go to Stock Transfers and click New Stock Transfer. You provide:

  1. Transfer date (optional; defaults to today).
  2. From and To locations.
  3. One or more item lines with quantity greater than zero.
  4. Optional notes.

Tracksales auto-generates a transfer reference like ST-000123 and sets status to In transit. Duplicate item lines are merged by item when saved.

Service items and serialized items are blocked in this workflow and cannot be transferred here.

3. Receiving a transfer (status: Completed)

To complete a transfer, open it and use Receive with a received date. Only transfers currently marked In transit can be received.

  • Source location stock is reduced by each transferred quantity.
  • Destination location stock is increased by each transferred quantity.
  • Transfer status changes to Completed.
  • If source stock is insufficient at receive time, completion is blocked.

4. Print, email, and list management

From the list/details view you can:

  • Search and sort by reference, from/to location, date, status, or creator.
  • Print a classic transfer document.
  • Email the transfer and optionally attach it as PDF.
  • Receive eligible transfers.

5. Deleting transfers

Transfers can be deleted by authorized users. Behavior depends on status:

  • If the transfer is Completed, inventory is reversed before delete.
  • If not completed, it is deleted without quantity reversal.
  • Deleted transfers are marked with status Deleted.

Summary

  • Create transfer -> status becomes In transit.
  • Receive transfer -> stock moves and status becomes Completed.
  • Deleting a completed transfer reverses inventory movement automatically.