Inventory Transfer

You can register item/product transfers in between stores in the Inventory Transfer function.

A transfer will effect the inventory balance in a similar way than a withdrawal or a delivery registration. The inventory balance will decrease in the store, from which you are taking the products and the inventory balance will increase in the store to which you are transferring the products.

The product transfers and other stock events are displayed in the stock cards store-specifically.

In addition to this, you can have versatile reports on the inventory transfers in the Stock Events Report function.

The Inventory Transfer function is useful also when you are using the Food Bank functionality of the JAMIX Kitchen Intelligence System, and you are transferring food from the Production Sheet into the storage. This enables you to transfer food to another store, register it as an inventory transfer in the system and monitor, for example, how much the commissary kitchen has delivered food to certain service kitchens.

This article covers the following topics:

• Registering Inventory Transfers for Products
• Browsing the Inventory Transfers
• Editing Inventory Transfers
• Printing Inventory Transfers
• Deleting Inventory Transfers

1. Choose STOCK - Inventory Transfer
2. Choose Add on the top of the window
3. Select the delivery date for the inventory transfer
4. The system uses the default store of the basic user in the ’ From store’ field. The default store is defined in the user ID. The administrator and the unit administrator are able to change the store, if needed, in the right top corner of the Inventory Transfer window. When you are creating a new inventory transfer, this selection will be automatically derived from the previous window into the ’From store’ field. You can change the store for the new transfer, as well, in the right top corner of the window.
5. Select the store to which the product will be transferred in the ’ To store’ field.
6. Add a reference, if needed.

Adding items/products into the Inventory Transfer

1. Add the items/products into the Inventory Transfer from the Stock Cards tab. You can search products by name and filter the stock cards list with different filter options. First select the filtering option from the drop-down menu in the Filter field and then select the filter from the field next to it. The system will display the product name, price and inventory balance on the list. You can see additional information on the product by choosing Show under the list. You can hide the additional information by choosing Hide.
2. Add the item/product by double-clicking on it or by dragging it into the inventory transfer list.

Adding transfer information to the products selected

Once you have added all the products into the transfer, you need to go through the transfer information and make the adjustments needed.

• Open the product row by double-clicking on it or by selecting Edit from the drop-down menu that opens up when you click on the row with the right mouse button.
• Enter the quantity to be transferred and select the unit of measure. The stock card’s basic unit of measure is selected as default.
• The system will automatically get the price from the stock card into the price field. You can enter a new price for the product to be transferred, if needed.
• The balance field shows the current inventory balance for the product to be transferred.
• The name of the product is shown in the Product field. You can change the product be selecting a new one from the drop-down menu. Remember to check the information you have entered earlier on the product.
• You can add a new stock card through the + button, without the need to go separately into the Stock Cards function (user right for adding stock cards required). Give the information needed in the stock card and save it by choosing Save on the top of the window. Select the product added from the drop-down menu into the Product field.
• You can open the stock card selected for editing through the Edit button next the the + button (user right for editing stock cards required). Make the changes needed to the stock card and save it.
• The system will automatically get the bar code and the product code from the stock card.
• You can move in between the products selected in the transfer list with the Previous and Next buttons.
• You can delete a product row by choosing Delete.
• Close the product information window by choosing Close. Information added will be saved at the same time.

General tab

You can add additional information to the inventory transfer and it will be displayed in the Inventory Transfer printout. You can mark the inventory transfer as checked by ticking the Checked box. The system will automatically register the user as the auditor of the transfer.

Accounting codes tab

Add the accounting codes needed, related to the store from which the transfer is made and related to the store to which the transfer is made.

The administrator and the unit administrator are able to manage accounting codes in the BASIC DATA – Accounting Codes function.

Printing the Inventory Transfer

You can print the inventory transfer by choosing Print on the top of the window.

Deleting the Inventory Transfer

You can delete the inventory transfer by choosing Delete on the top of the window.

Saving the Inventory Transfer

You can save the inventory transfer by choosing Save on the top of the window.

The system will save the event and takes the inventory transfer registration into the Stock Cards – Stock Events tab of the stores selected in the Inventory Transfer function. In addition, the system will update the inventory balance for the stock cards according to the current situation, in the Stock Cards – Units and Prices tab and in the Balance column in the bottom of the Stock Cards window.

The inventory balance will decrease in the store, from which you are taking the products and the inventory balance will increase in the store to which you are transferring the products.

In the Inventory Transfers function you can browse the inventory transfers that have been saved in the system.

You can search for an inventory transfer by the name of the store. You can use the ’From store’ and ’To store’ search fields either together or separately.

You can filter inventory transfers by delivery dates, as well.

The system will display the products for the inventory transfer selected on the list on the right side of the window.

Open the inventory transfer for editing from the list in the Inventory Transfer window either by double-clicking on it or by choosing Open on the top of the window when the row is selected on the list.

You can edit the information for the event, for example change the date, select another store in the ’To store’ field, and add, delete or edit product information.

If an inventory take has been registered for the stores after the original inventory transfer date, the system will show a notification in the bottom of the window and there will be a new notification when saving the changes, as the editing will effect the inventory take. The system will still allow editing the information.

Editing a product row

• You can open a product row for editing by double-clicking on it or by selecting Edit from the drop-down menu that opens us when clicking on the row with the right mouse button.
• Make the changes needed.
• You can move in between the products selected in the transfer list with the Previous and Next buttons.
• You can delete a product row by choosing Delete.
• Close the product information window by choosing Close.

Saving the changes

Once you have made all the changes needed, save the inventory transfer by choosing Save on the top of the window.

The system will save the event and takes the inventory transfer registration into the Stock Cards – Stock Events tab of the stores selected in the Inventory Transfer function. In addition, the system will update the inventory balance for the stock cards according to the current situation, in the Stock Cards – Units and Prices tab and in the Balance column in the bottom of the Stock Cards window.

You can print a single inventory transfer by choosing the inventory transfer row from the list in the Inventory Transfer window and then choosing Print on the top of the window.

You can print the Inventory Transfer list into an Excel file. You can first filter the information in the Inventory Transfer window, if needed. Then choose Excel on the top of the window.

You can print more versatile and detailed reports on inventory transfers in the Stock – Stock Events Report function.

You can delete an inventory transfer, if needed.

First select the inventory transfer from the list in the Inventory Transfer window and then choose Delete on the top of the window.

The system will delete the event and the transfer registration in the Stock Cards – Stock Events tab for the stores included in the inventory transfer.

In addition, the system will update the inventory balance for the stock cards according to the current situation in the Stock Cards – Units and Prices tab and in the Balance column in the bottom of the Stock Cards window.

If an inventory take has been registered for the stores after the inventory transfer date, the system will provide a notification, as the deletion will effect the inventory take. The system will still allow deleting the event.