Stock Transfer Workflow

Stock Transfer Workflow

The Stock Transfer workflow in EquiBillBook guides you through the complete process of moving inventory from one location to another, from creation to completion. Understanding this workflow ensures smooth operations and accurate inventory management.

Overview of Stock Transfer Workflow

The stock transfer workflow consists of several stages:

1. Initiation: Creating the transfer request
2. Preparation: Adding items and quantities
3. Approval: Getting necessary approvals (if required)
4. Processing: Executing the transfer
5. Transit: Stock movement between locations
6. Receipt: Confirming receipt at destination
7. Completion: Finalizing and updating stock

Stage 1: Transfer Initiation

This is where the transfer process begins:

• Create Transfer: Navigate to Inventory → Stock Transfer → Create
• Select Locations: Choose source and destination locations
• Enter Basic Details: Transfer date, reference number, expected delivery date
• Status: Transfer is created with "Draft" or "Pending" status
• Stock Impact: No stock changes occur at this stage

Stage 2: Item Selection and Preparation

Add items to be transferred:

• Add Items: Select items from source location inventory
• Enter Quantities: Specify transfer quantities for each item
• Stock Validation: System validates available stock at source
• Review Summary: Check total items, quantities, and projected stock levels
• Add Notes: Include transfer reason and special instructions

Stage 3: Approval Process (If Enabled)

If approval workflow is enabled:

• Submit for Approval: Transfer moves to "Pending Approval" status
• Approver Notification: Designated approvers are notified
• Review: Approvers review transfer details
• Decision: Approve or reject the transfer
• Status Update: Status changes to "Approved" or "Rejected"

If approval is not required, the transfer proceeds directly to processing.

Stage 4: Transfer Processing

Once approved (or if no approval needed):

• Stock Deduction: Stock is deducted from source location
• Status Change: Transfer status changes to "In Transit"
• Stock History: Entry created in stock movement history
• Source Update: Source location stock levels updated immediately
• Transfer Document: Transfer document can be printed or emailed

Stage 5: In Transit

While stock is being moved:

• Status: Transfer remains in "In Transit" status
• Stock Location: Stock is considered "in transit" (not at source or destination)
• Tracking: Track transfer progress and expected delivery
• Updates: Update transit status if needed
• Destination Preparation: Destination location can prepare for receipt

Stage 6: Receipt Confirmation

When stock arrives at destination:

• Receive Transfer: Destination location confirms receipt
• Quantity Verification: Verify received quantities match transfer
• Condition Check: Check item condition and quality
• Status Update: Update transfer status to "Received"
• Stock Addition: Stock is added to destination location

Stage 7: Transfer Completion

Finalizing the transfer:

• Stock Update: Destination location stock levels updated
• Status: Transfer status changes to "Completed"
• History Update: Complete transfer history recorded
• Reports: Transfer appears in all relevant reports
• Documentation: Transfer document finalized

Workflow Variations

Different workflow paths based on settings:

Simple Workflow (No Approval)

• Draft → In Transit → Received → Completed
• Faster processing for routine transfers
• Suitable for trusted users and regular transfers

Approval Workflow

• Draft → Pending Approval → Approved → In Transit → Received → Completed
• Additional control for high-value or sensitive transfers
• Requires approver action before processing

Direct Transfer (Immediate)

• Draft → Completed (immediate)
• For same-day or internal transfers
• Stock updated immediately at both locations

Status Transitions

Understanding status changes:

• Draft → Pending: Transfer submitted for processing
• Pending → Approved: Approval granted (if required)
• Approved → In Transit: Stock deducted, transfer initiated
• In Transit → Received: Stock confirmed at destination
• Received → Completed: Transfer finalized
• Any Status → Cancelled: Transfer cancelled (stock restored if already deducted)

Stock Movement During Workflow

How stock changes at each stage:

• Draft/Pending: No stock changes
• Approved/In Transit: Stock deducted from source
• Received: Stock added to destination
• Completed: Both locations updated, transfer closed
• Cancelled: Stock restored to source (if deducted)

Workflow Best Practices

• Complete all required information before submitting
• Verify stock availability before creating transfers
• Set realistic expected delivery dates
• Update transfer status promptly as it progresses
• Confirm receipt immediately upon delivery
• Document any discrepancies or issues
• Review completed transfers for process improvement
• Use appropriate statuses for accurate tracking

Handling Workflow Issues

Transfer stuck in pending status?

• Check if approval is required and approver is notified
• Verify approver permissions and availability
• Review approval workflow settings
• Contact approver if transfer is urgent

Stock deducted but not received?

• Check transfer status - should be "In Transit"
• Confirm receipt at destination location
• Update status to "Received" when stock arrives
• Investigate if stock is lost or damaged in transit

Need to modify transfer after approval?

• Cancel the current transfer if not yet in transit
• Create a new transfer with corrected details
• Document the reason for cancellation
• Follow proper authorization for modifications

Workflow Automation

EquiBillBook supports workflow automation:

• Auto-approval: Automatic approval for transfers below threshold
• Status Updates: Automatic status progression based on rules
• Notifications: Email/SMS notifications at workflow stages
• Reminders: Automatic reminders for pending actions

Integration with Reporting

The workflow integrates with reporting:

• Transfer Reports: Track transfers by status and stage
• Workflow Analytics: Analyze workflow efficiency and bottlenecks
• Status Reports: View transfers by current status
• Performance Metrics: Measure transfer processing times

Understanding the stock transfer workflow ensures efficient inventory movement between locations. Following the workflow stages properly maintains accurate inventory records and provides clear audit trails for all stock movements.