How do I Transfer Stock between Depots?

Summary

The following article describes the preferred and an alternative method for moving stock between multiple depots.

More Information

The preferred method is to use Purchase Ordering to ensure you have a paper trail to follow between the two depots.

Preferred Method - Purchase Ordering

Moving the stock out of Depot 1

• Create a negative purchase order under the first depot for the items you wish to move to the second depot. Create this order under the Supplier from where the goods were originally purchased.
• Process this order to remove the items out of your stock.
• Enter 'Depot Movement to <Depot Code>' as the "Notes" when receiving the items.
• Send the Goods Received Note with the goods to the second depot.
• If you have the "Invoice Received" flag turned on, Invoice Receive the items and enter 'Dep Move' as the Purchase Document.

Receiving the items at Depot 2

• Create a purchase order under the second depot for the items you have just removed from the first depot. Create this order under the Supplier from where the goods were originally purchased.
• Process this order to receive the items into stock.
• Use the Goods Received Note number sent with the items as the "Notes" when receiving the items.
• If you have the "Invoice Received" flag turned on, Invoice Receive the items and enter 'Dep Move' as the Purchase Document.

Alternative Method - Depot Movements

This option allows you to specify the depot to take stock from and the depot to move stock to.

You are able to select the items and quantity to move but the system will use the cost price for this transfer based on your system cost basis, usually FIFO.

You are advised to ensure the option to "Print movement report" is enabled in the " Reports & Settings Maintenance Options System Administrator Platinum Settings".

Depot Movement

Go to " Stock Control Stock Movements"

• Enter 'D' and press <Enter>.
• At "From Depot" specify the depot the stock is being moved From.
• At "To Depot" specify the depot the stock is being moved To.
  • You may use <F1> or <Shift+F1> to scroll through your depot codes. Please note: you may not create a depot from this screen.
• You may specify a "Stock Group" and/or a range of Stock Codes.
• At "History Notes" you may leave this blank and the system will generate a comment including the two depot codes else you may enter your own comment e.g. 'Re-stock Parts Van'.
• "Create at 'To Depot'" - If the items you are moving have not previously been linked to the chosen depot, you must set this flag to 'Y'.
• Press <F2>.
• The items within the range will be listed on screen.
• Move down the screen and enter the quantity to move out of the 'From Depot' (you can see the current stock level at the 'From Depot' in the top right of your screen.
• You may also set the "Reorder" and "Maximum" levels and the stock "Location" to use at the new depot. To create locations please see this article.
• Press <F2> to process the movement. Items with 0 in the quantity field will not be moved.

Press <Alt+P> and enter '92', prior to pressing <F2>, if you wish to save the movement report as a PDF document.

• A movement report will list all transfers.

See also

• Creating a purchase order
• Processing a Purchase Order
• How do I Create a New Stock Depot?
• Adding a stock/bin location to a stock code

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Keywords AND Misspellings

depot, movement, move, depots, purchase, order