Window CREATE INTERNAL TRANSFER

General Description

The window Create Internal Transfer is the module where shipments of merchandise from the current cost center to other cost centers (warehouses, branches, stores) of the same company are formalized. This window serves three functions depending on the document status: create new transfers from scratch, edit existing transfers that have not been finished, or view already closed transfers in read-only mode.

This window has the same form, structure, and procedure as the Warehouse Consumptions window, following the same design pattern as all the document creation windows in Kardex Tauro. However, it presents a fundamental difference: instead of identifying a third party who receives the product, the Destination Cost Center to which the merchandise will be sent.

What is an Internal Transfer?

An Internal Transfer is the document that formalizes the shipment of products from the current cost center to another cost center of the same company. It represents an inventory movement between different locations of the organization, without there being a commercial transaction with an external third party.

Key features:

  • When finalizing it, automatically deducts the stock on hand from the origin cost center.
  • Generates the corresponding entries in the Kardex as an outbound transfer.
  • It does not generate accounts receivable or payable (it is an internal movement).
  • It validates that there are products available in inventory before allowing the transfer.
  • It can only be printed when it is closed/finalized.
  • If the products use serial numbers, these remain linked to the transfer.
  • The destination is always another internal cost center (warehouse, branch, store).
  • The destination warehouse must receive the transfer through the "Receipts by Transfer" window of the Inbound module.

Document statuses:

  • Open: Document in editing process, products can be added or modified.
  • Closed: Finished document, it can no longer be edited, it can be printed, the stock on hand is deducted from the origin.
  • Deleted: Document voided, visible only as a historical record.

Typical use cases:

  • Distribution of merchandise from the central warehouse to branches
  • Inventory rebalancing between stores of a chain
  • Sending products to temporary warehouses for events or fairs
  • Transfer of merchandise between cost centers due to operational needs
  • Movement of products to exhibition areas or display cases

Window Structure

The window is organized into several clearly differentiated zones:

Upper Zone - Third Party Selectors

At the top there is a double selector that identifies the parties involved in the transfer:

Destination Cost Center selector:

It allows selecting the warehouse, branch, or store to which the merchandise is going to be sent. The selector works in three complementary ways:

  • Text field: The cost center code can be typed directly.
  • Search button: When you click the button with the magnifying glass icon, a dialog box opens where you can search for and select the destination cost center from a complete list.
  • Name label: It automatically displays the name of the selected cost center.

Requester Selector:

It allows identifying which person or area is requesting this transfer. It works in the same way as the previous selector, with a text field, a magnifying glass button, and a name label.

Real-time validation:

If a nonexistent cost center or requester code is typed in either of the two selectors, the field turns red background color, immediately indicating that this code does not exist in the database. This validation also runs before saving the document, guaranteeing that both third parties really exist.

Mandatory requirement:

Both selectors are required to be able to carry out the transfer: the destination cost center and the requester. Without both, the system will not allow saving the document.

Upper Zone - Document Information

Document number:

  • When a new transfer is being created, the word appears in this field "NEW", indicating that the document has not yet been saved and therefore has no assigned number.
  • After saving the document, the system automatically assigns a unique consecutive number.

Date selector:

It allows setting the transfer date. By default it takes the current date, but it can be modified if necessary.

Save Document Button:

At the top right there is a large, prominent button that says "Save document". This button starts the process of saving and finalizing the document.

Central Product Grid

Central Zone - List of Products to Transfer

In the center of the window there is a grid that shows the products that are going to be sent. The columns of the grid are:

  • Code: Unique identifier of the product.
  • Name: Product description.
  • Quantity: Number of units being transferred.
  • Amount: Unit value of the product.
  • Total IVA: IVA amount in money.
  • Total: Total value of the product including IVA.
  • Subtotal: Value of the product before IVA.

By default, this grid appears empty when a new transfer is created. Products are added using the controls located at the bottom.

Add Products to the Transfer

Bottom Left Zone - Product Selector

To add products to the transfer, the controls located in the lower left are used:

Product selector:

  • Text field: The product code can be typed directly.
  • Magnifier button: Clicking the button with the magnifying glass icon opens a dialog box where the product can be searched for and selected from a complete drop-down list.

Units field:

Numeric field where you type the number of units that you want to transfer of the selected product.

Add button:

A button with the "+" symbol that transfers the selected product with the specified quantity to the central product grid.

Adding process:

  1. Select the product in the selector (by code or with the magnifying glass).
  2. You type the number of units to transfer.
  3. Click the "+" button.
  4. The product is automatically added to the central grid.
  5. As many products as necessary can be added.

Stock on hand validation:

The system automatically validates that there are products available in the inventory of the current cost center. If you try to type a quantity greater than the stock on hand available, the control turns red, indicating that you cannot transfer more than what you have. This validation prevents transfers of unavailable products.

Existing product validation:

If the code of a nonexistent product is entered in the selector, the control turns red, indicating that this product does not exist in inventory. This visual aid prevents typing errors.

Editing Products in the Grid

Once the products have been added to the central grid, it is possible to modify their information before finalizing the document:

Quantity editing:

To modify the quantity of a product already added:

  1. Select the product by clicking on it in the grid.
  2. Double-click the "Quantity" column.
  3. A small window is displayed where the new number can be written.
  4. The system validates that the new quantity does not exceed the available stock on hand.
  5. Totals are recalculated automatically.

Amount and IVA editing:

The unit value and the IVA percentage of each product can be modified by double-clicking the corresponding columns. When any of these values is changed, the system automatically recalculates the subtotals, IVA and totals of the product and of the entire document.

Financial Information of the Transfer

Lower Right Zone - Financial Summary

To the right of the product selector, the consolidated financial information of the transfer is displayed. This information is simple and direct:

  • SubTotal: Total value of the products to be transferred before IVA.
  • Transfer Total: Final value of the transfer including IVA.

Differences with other windows:

The transfer does NOT show:

  • Detailed taxable base.
  • Discount information.
  • Payment information, cash, credit or change (there is no financial transaction with external third parties).

These totals are automatically recalculated every time the quantities, values or IVA of the products in the grid are modified.

Saving and Finalizing the Document

The saving process is similar to that of other windows: when clicking the button "Save document", the system shows a confirmation pop-up window that allows deciding the status of the document.

Window "Finish Internal Transfer"

This pop-up window presents the following options:

Information displayed:

  • The Transfer Total for informational purposes.
  • NO payment information is displayed (cash, credit, change) because a transfer is an internal movement with no financial transaction.

Main question:

"Do you want to finish now or do you prefer to leave the document open to finish it later?"

Available options:

Finalize now:

  • The document is completely finished and closed.
  • It can no longer be edited.
  • The document can be printed.
  • The stock on hand of the source cost center is deducted automatically.
  • The corresponding entries are generated in the Kardex.
  • The document is ready to accompany the physical shipment of the merchandise.
  • The destination warehouse must receive the transfer through "Receipts by Transfer".

Finalize later:

  • The document remains in draft or "open" status.
  • It can continue to be edited at any future time.
  • Products can be added, modified or deleted later.
  • It cannot be printed.
  • It does not affect inventory or Kardex yet.
  • Useful when the transfer is incomplete or confirmation from the destination warehouse is being awaited.

Critical implications of the choice:

The decision between finishing now or later is fundamental because it determines whether the inventory and the Kardex are updated:

  • If it is finished later, the document remains editable but has no effect on the inventory or the Kardex. The products are not deducted until it is finalized.
  • If it is finalized now, the document is locked for editing and the inventory and the Kardex are updated automatically. The products are deducted from the source cost center and remain recorded as sent.

Recommendation:

You should only choose "Finalize now" when you are completely sure that all the products to be transferred are correctly recorded, the physical inventory matches what is going to be recorded, and the destination warehouse is ready to receive the merchandise.

System Validations

The window implements several validations to guarantee data integrity:

Real-time third party validation:

  • If a non-existent destination cost center code or requester is entered, the field immediately gets a red background.
  • This validation also runs before saving the document.

Product validation:

  • Only products that exist in inventory can be added.
  • If a nonexistent product code is typed, the control turns red.
  • The product selector with the magnifying glass only shows valid products.

Stock on hand validation:

  • The available quantities in the inventory of the current cost center are validated.
  • You cannot transfer more units than are available.
  • If an attempt is made to type a quantity greater than the stock on hand, the control turns red.
  • This validation prevents transfers of unavailable products.

Quantity validation:

  • Quantities must be positive numbers.
  • The system does not allow negative or zero quantities.

Amount validation:

  • Unit values must be valid numbers.
  • IVA percentages must be within valid ranges.

Validation on finalizing:

  • The system verifies that there is at least one product in the transfer before allowing it to be finalized.
  • All totals are recalculated to guarantee consistency.
  • It is validated that the two required selectors have been captured (destination cost center and requester).

Typical Workflow

The complete process of creating an internal transfer follows these steps:

Step 1: Identify the destination and requester

  • Open the window "Create Internal Transfer".
  • Select the destination cost center using the text field or the magnifying glass button.
  • Verify that the name appears correctly (field without a red background).
  • Select who requests the transfer.
  • Verify that both selectors are correctly identified.

Step 2: Add products

  • For each product to transfer:
    • Select the product in the bottom selector (by code or with the magnifying glass).
    • Verify that the code is valid (no red background).
    • Enter the number of units to transfer.
    • Verify that the quantity does not exceed the available stock on hand (no red background).
    • Click the "+" button to add it to the central grid.
  • Repeat for all the required products.

Step 3: Adjust information

  • Review the central product grid.
  • If necessary, double-click quantities, values or IVA to edit.
  • Verify that the totals (SubTotal and Transfer Total) are correct.

Step 4: Save the document

  • Click the "Save document" button at the top right.
  • The "Finalize Internal Transfer" window opens.

Step 5: Decide the document status

  • If the transfer is incomplete: Choose "Finish later" to continue editing later.
  • If the transfer is complete and you want to process it: Choose "Finish now" to close the document, deduct the inventory and generate the entries in the Kardex.

Step 6: Confirm effects

  • If "Finalize now" was chosen:
    • The document is closed and cannot be edited.
    • The inventory of the source cost center is updated automatically with the deduction of the transferred products.
    • The entries are generated in the Kardex.
    • The document can be printed to accompany the physical shipment.
    • The destination warehouse must receive the transfer through "Receipts by Transfer".

Step 7: Coordinate with the destination warehouse

  • Print the transfer document.
  • Physically send the merchandise accompanied by the printed document.
  • Coordinate with the destination warehouse so that they receive the transfer in their system.

Relationship with Other Windows

Internal Transfers List window:

Shows all the transfers created, allowing you to search, filter, view, print and delete transfers. It is the management center of the internal transfer process.

Receipts by Transfer Window (Inbound Module):

It is the complementary window where the destination warehouse receives the merchandise sent. When a transfer is finalized in this window, the destination warehouse must receive it through "Receipts by Transfer" so that the stock on hand is updated in that cost center.

Inventory Window:

It is updated automatically when a transfer is finalized, deducting the stock on hand from the source cost center. The stock on hand of the destination cost center is only updated when the transfer is received.

Kardex Window:

Automatically records the outbound movement when a transfer is finalized, maintaining the complete traceability of the products that are sent to other warehouses.

Window Cost Centers List:

Provides the list of warehouses, branches or locations that are used as destinations of the transfers.

Serial Numbers List Window:

If the transferred products use serial numbers, the serial numbers captured during the transfer are recorded and can be consulted from this window.

Received Internal Transfers Window (Inbound Module):

Shows, from the perspective of the destination warehouse, all the transfers that it has received from other warehouses. It is the counterpart of this window.

Usage Recommendations

Always verify the destination cost center

Before adding products, make sure that the destination cost center is correctly selected. Check that the field does not have a red background, which would indicate a non-existent code.

Use the magnifying glass search when you do not know the codes

If you do not remember the exact code of a cost center or product, use the magnifying glass button to search by name. It is more practical and avoids typing errors.

Respect the stock on hand validations

If the control turns red when you type a quantity, it means that there is not enough stock on hand in the current cost center. Do not try to force the system; verify the real inventory or adjust the quantity.

Coordinate with the destination warehouse before transferring

Before finalizing the transfer, contact the destination warehouse to confirm that they are ready to receive the merchandise. This prevents the products from remaining in transit without reception.

Add products accurately

Carefully verify the quantities before adding each product. Although they can be edited later (if the document is not finalized), it is more efficient to do it correctly from the start.

Edit directly in the grid

Take advantage of the double-click functionality to edit quantities, values and IVA directly in the central grid. It is faster than deleting and re-adding products.

Review the totals before saving

Make sure that the SubTotal and Transfer Total correctly reflect the products to be sent. These values will be the ones recorded in the Kardex.

Carefully decide between finishing now or later

  • Choose "Finish later" only if you really need to continue editing later.
  • Choose "Finalize now" only when the transfer is complete and the destination warehouse is ready to receive.
  • Remember that the inventory of the source is only deducted upon finalization.

Print the document for shipment

Once finalized, print the transfer to physically accompany the merchandise during transport. This serves as an internal delivery note and support for the movement.

Do not finalize prematurely

If you have doubts about any product, quantity or whether the destination warehouse is ready, it is better to save with "Finalize later" and review before definitively processing the transfer.

Keep traceability of serial numbers

If the transferred products use serial numbers, make sure to correctly capture the serial numbers during the transfer process to maintain the complete traceability of serialized products that move between warehouses.

Train warehouse staff

Make sure that all warehouse personnel understand how the transfer system works, the automatic validations and the importance of coordinating with the destination warehouse.

Monitor transfers pending receipt

Use the "Internal Transfers List" window to identify transfers that have been sent but have not yet been received by the destination warehouse. Follow up to ensure that they are received in a timely manner.

Document the reason for the transfer

Use the document notes to record why the merchandise is being transferred (restocking, rebalancing, special event, etc.). This information is valuable for logistics analysis.

Reconcile transfers between warehouses

Periodically compare the transfers sent from a warehouse with those received in the destination warehouse to detect discrepancies or delays in reception.

Optimize distribution

Use the transfer reports to identify patterns of merchandise movement between warehouses and optimize the initial inventory distribution, reducing the need for corrective transfers.

Establish transfer policies

Clearly define who can authorize transfers, especially for high-value products or transfers between distant warehouses.

Analyze transfer costs

Although transfers do not generate direct financial transactions, they have logistics costs (transport, time, handling). Use the transfer information to evaluate the efficiency of the inventory distribution.

Integrate transfers with audits

Transfers are critical movements in multi-warehouse inventory audits. Keep clear and documented records to facilitate the audit and reconciliation process between warehouses.

Kardex Tauro - Professional Inventory Management System

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