Transfers

What a transfer is

A transfer moves stock from one warehouse to another, for example from the main store to a branch, or from the store to the fridge. The sending warehouse sends it, and the receiving warehouse confirms what arrived, so both sides always agree.

Sending stock

1. Click New transfer (or Transfer on a stock line, or Transfer stock on an item page).
2. Choose From Warehouse (where the stock is now) and To Warehouse (where it is going).
3. Add the items and quantities. Under each item you can see how much is available in the source warehouse.
4. Save. The transfer opens.
5. Click Send now. Kashef takes the stock out of the source warehouse, oldest expiry first. If one lot is not enough, it uses several lots and shows each lot on its own line.

The transfer is now In Transit and appears in the receiving warehouse's To do list.

If your role cannot approve transfers, you will see Submit transfer instead of Send now. A manager then approves it (under More) and it is sent.

Receiving stock

1. Open the transfer from To do > Transfers to receive, or the In Transit / Awaiting Receipt tab.
2. Click Receive transfer. Each line shows what was sent, with Received now already filled in.
3. If something arrived damaged, missing, or wrong, enter it in Rejected now with the condition, what happens to it (returned to source, quarantined, destroyed, or supplier claim), and a short reason. A photo and a follow-up reference are optional.
4. Save. Accepted stock is added to your warehouse with the same lot and expiry date. Stock returned to source goes back to the sending warehouse automatically.

If only part arrived, the transfer stays Partially Received until the rest is received or rejected.

Stopping a transfer

Before it is sent, a transfer can be rejected from More > Reject transfer with a reason. Any reserved stock is released. After it is sent, it must be received (or the missing quantity rejected) so the records match what really happened.

Branch view

In a branch workspace you only see transfers to or from your branch. Use the Incoming, Outgoing, and Awaiting Receipt tabs. The sending branch sends; the receiving branch receives.

Common questions

Why does the item appear on more than one line after sending? The quantity came from more than one lot. Each line shows its own lot and expiry date so the receiving warehouse stores them correctly.

I see a message that the quantity is not available. The source warehouse has less available than requested, or part of it has expired or is reserved. Lower the quantity or check Stock on Hand for the source warehouse.

I sent the transfer to the wrong warehouse. If it has not been received yet, the receiving warehouse can reject the full quantity with Returned to source; the stock goes back to the sending warehouse automatically. Then create a new transfer to the right place.