How to Navigate, Create and Read Stock Transfer

Guide to managing stock transfers between warehouses.

1. Accessing the Stock Transfers Page

  • In the left sidebar, find “MOTORSHOP MAIN”.
  • Click “Warehousing” (warehouse icon) to expand the menu.
  • Click “Stock Transfers” (highlighted in blue when active).

2. Understanding the Stock Transfers Page Layout

The Stock Transfers page includes:

  • Action Button (top): Create Transfer
  • Filter Section (top): From, To, Status filters
  • Display Dropdown (top-right): Customize visible columns
  • Transfers Table (main area): List of all transfers
  • Pagination (bottom): Navigate through pages

3. Understanding the Transfers Table

Column Descriptions:

1. Trans No.

  • Unique transfer identifier (e.g., WT25-29, WT25-28, WT25-27)
  • Format: WT[Year]-[Number]

2. Source Warehouse

  • Warehouse where products are transferred from
  • Example: Amuntay Warehouse

3. Destination Warehouse

  • Warehouse where products are transferred to
  • Examples: LRG, warehouse 3, warehouse2, warehouse1, House Warehouse

4. Created By

  • User who created the transfer
  • Example: carlos, Jelo Pasiolan

5. Created Date

  • Date when the transfer was created
  • Format: MM/DD/YYYY (e.g., 12/16/2025)

6. Received By

  • User who received the transfer (empty if not yet received)
  • Example: Jelo Pasiolan, carlos

7. Received Date

  • Date when the transfer was received (empty if not yet received)
  • Format: MM/DD/YYYY (e.g., 12/16/2025)

8. Status

  • Current state of the transfer:
  • Pending (light blue badge): Created but not yet received
  • Completed (green badge): Received and completed
  • Cancelled (yellow/orange badge): Transfer was cancelled

9. Action

  • Folder icon (blue): View transfer details/slip

4. Using the Filters

From Filter

  • Click the “From” dropdown
  • Select the source warehouse:
  • Amuntay Warehouse (Motorshop Main)
  • House Warehouse (Motorshop Main)
  • LRG (Motorshop Main)
  • warehouse 3 (Motorshop Main)
  • warehouse1 (Motorshop Main)
  • warehouse2 (Motorshop Main)
  • Or leave as “Select” to show all

To Filter

  • Click the “To” dropdown
  • Select the destination warehouse (same options as From)
  • Or leave as “Select” to show all

Status Filter

  • Click the “Status” dropdown
  • Options:
  • All (default): Shows all transfers
  • PENDING: Shows only pending transfers
  • COMPLETED: Shows only completed transfers
  • CANCELLED: Shows only cancelled transfers

Applying Filters

  • After setting filters, click the blue “Search” button to refresh results

5. Creating a New Stock Transfer

Step 1: Open Create Transfer Modal

  1. Click the green “+ Create Transfer” button
  2. The “Create Transfer Slip” modal opens

Step 2: Fill Transfer Information

1. Source Warehouse (required):

  • Click the dropdown
  • Select the source warehouse (e.g., Amuntay Warehouse)
  • Marked with asterisk ()

2. Destination Warehouse (required):

  • Click the dropdown
  • Select the destination warehouse (e.g., LRG)
  • Marked with asterisk ()
  • Must be different from Source Warehouse

3. Notes (optional):

  • Enter any notes about the transfer
  • Example: “Stock Transfer”, “Restocking warehouse”, etc.

Step 3: Create Draft
Click “Create Draft” (green button)
The transfer slip is created with status “Pending”
You’ll be redirected to the transfer details page

6. Adding Products to a Transfer

Step 1: Open Add Product Modal

1. On the transfer details page, click the blue “Add Product To Transfer” button

2. A modal opens showing the source warehouse name (e.g., “Amuntay Warehouse”)

Step 2: Search for Products

1. Match Type: Select search algorithm

  • Fuzzy: Flexible matching (default)

2. Search Field: Select what to search

  • ProductName: Search by product name (default)
  • SKU: Search by SKU
  • Barcode: Search by barcode
  • Specification: Search in product specifications

3. Search Keyword: Type at least 1 character

  • Product list filters as you type
  • Format: “PRODUCT NAME | STOCKS:XX | SKU_NUMBER”
  • Example: “6301 BEARING KAO | STOCKS:66 | 455881”

Step 3: Select Product and Quantity

  1. Click a product from the filtered list
  2. Enter Transfer Qty (quantity to transfer)
  • Use up/down arrows or type directly
  • Cannot exceed Source Stocks

Click Add to Successfully add Stocks to the Transfer Slip

7. Understanding the Transfer Slip (Details Page)

When viewing a transfer (click the folder icon), you’ll see:

Header Information:

  • Transfer #: Unique identifier (e.g., WT25-29)
  • Created Date: When transfer was created
  • Transfer Status: Pending, Completed, or Cancelled

Warehouse Information:

  • From Warehouse: Source warehouse name
  • To Warehouse: Destination warehouse name

Product Transfer Table:

Columns:

  • #: Item number
  • Source Product: Product name and SKU from source warehouse
  • Source Stocks: Available quantity in source warehouse
  • Destination Product: Product name and SKU (usually same as source)
  • Transfer Qty: Quantity being transferred (editable)
  • U/M: Unit of Measure (e.g., PCS)
  • Action: Icons for edit, delete, view

Transfer Note:

  • Notes entered when creating the transfer
  • Can be edited if transfer is still Pending

Prepared By:

  • Name of user who created the transfer
  • Date when transfer was created

Received By (if completed):

  • Name of user who received the transfer
  • Date and time when transfer was received

8. Managing Transfer Products

Edit Transfer Quantity

  1. Click the pencil icon (blue) in the Action column
  2. Modify the Transfer Qty value
  3. Click save icon (green floppy disk) to save
  4. Click cancel icon (red X) to cancel

Delete Product from Transfer

  1. Click the trash icon (red) in the Action column
  2. Confirm deletion
  3. Product is removed from the transfer

View Product Details

  1. Click the folder icon (blue) in the Action column
  2. Opens product details page

9. Completing a Transfer

Mark Transfer as Received

  1. On the transfer details page, click the green “Received” button
  2. System processes the transfer:
  • Shows “Transferring Stocks..” message
  • Updates stock levels in both warehouses
  • Changes status to “Completed”
  • Records “Received By” and “Received Date”

Cancel a Transfer

  1. On the transfer details page, click the orange “Cancel” button
  2. Confirm cancellation
  3. Transfer status changes to “Cancelled”
  4. Stock levels remain unchanged

10. Printing Transfer Slips

  1. On the transfer details page, click the printer icon (dark grey button)
  2. Print dialog opens
  3. Select printer, number of copies, layout (Portrait/Landscape)
  4. Click “Print” to print the transfer slip

Video Tutorial

Tips for Effective Transfer Management

  1. Verify Stock Availability: Check Source Stocks before adding products
  2. Use Notes: Add notes for context (e.g., “Restocking”, “Customer order”)
  3. Review Before Receiving: Verify all products and quantities before marking as received
  4. Print for Records: Print completed transfers for physical documentation
  5. Filter Regularly: Use filters to find specific transfers quickly
  6. Monitor Pending: Regularly check pending transfers to ensure timely completion
  7. Check Dates: Review Created Date and Received Date to track transfer timelines

Troubleshooting

  • Can’t create transfer?
  • Ensure Source and Destination warehouses are different
  • Verify both warehouses are selected (required fields)
  • Can’t add products?
  • Check if Source Stocks > 0
  • Ensure transfer status is “Pending” (can’t modify Completed/Cancelled)
  • Transfer not showing?
  • Check filter settings (From, To, Status)
  • Try setting all filters to “All” or “Select”
  • Check pagination (may be on another page)
  • Can’t mark as received?
  • Verify transfer status is “Pending”
  • Ensure you have proper permissions
  • Check if all products have valid quantities