INTERNAL TRANSFERS LIST Window

General Description

The window Internal Transfers List it is the module where all merchandise shipments between different cost centers (warehouses, branches, stores) of the same company are managed. It works as a master-detail form that presents all the transfers made in a consolidated way, allowing you to view both the headers (general information of each transfer) and the details (products sent in each document).

This window is the control point from which all the business's internal transfers are created, consulted, printed and managed. It is a fundamental tool for inventory distribution among multiple locations, allowing you to keep control of what merchandise moves between warehouses and in what quantities.

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:

  • Automatically deducts the stock on hand from the origin cost center upon finishing.
  • Generates a record in the Kardex as an issue by transfer.
  • It can be in open (editable) or closed (finalized) status.
  • It can only be printed when it is closed/finalized.
  • If the products use serial numbers, these remain linked to the transfer.
  • Identifies the destination cost center to which the merchandise is sent.
  • The destination warehouse must receive the transfer through the "Receipts by Transfer" window of the Inbound module.

Window Structure

The window is organized into three clearly differentiated areas, following the master-detail pattern:

Top Area - Global Search Box

At the very top there is a real-time search text box. It allows typing any data (document number, name of the destination cost center, status, or any text contained in the transfers) and the system filters automatically, showing only the matching items. When the search box text is cleared, all the items are shown again.

Upper Central Area - Master Grid (Headers)

Below the search box a grid is presented with the headers of all the transfers. The main columns include:

  • Document: Consecutive transfer number.
  • Destination Cost Center: Name of the warehouse, branch or store to which the merchandise is sent.
  • Status: Current status of the document (open, closed, etc.).
  • Total: Total value of the transfer.
  • Date: Document creation date.

When clicking on a row, the transfer is selected and its details are shown in the lower area.

Lower Central Area - Detail Grid (Items)

At the bottom the detail of the transfer selected in the upper list is shown. Here the products sent appear with their code, name, quantity, unit value, VAT, subtotal and total.

Bottom Area - Action Buttons

Three main buttons that control the operations on the transfers:

New Transfer: Creates a new transfer document from scratch.

View Transfer: Opens the selected transfer. The behavior depends on the status:

  • If the transfer is open, it allows editing it.
  • If the transfer is closed, it opens only to be viewed or printed, with no possibility of editing.

Delete: Removes the transfer from the system. This button is automatically enabled and disabled depending on the status of the selected transfer. It is not possible to delete transfers that have already been finished, thus protecting the historical integrity of the operations.

Context Menu - Upper List (Headers)

When right-clicking on any transfer in the upper list, a menu with the following options is displayed:

Export to Excel

Generates an Excel file with the transfers currently visible in the list. If there are applied filters, only the transfers that meet those criteria are exported.

View Report

Shows a printable report with the transfers that appear in the list. If the list has applied filters, the report will reflect exactly those same criteria. This is a very powerful tool for generating specific reports of movements between warehouses.

Print

Generates the formal transfer document in standard format, ready to accompany the physical shipment of the merchandise. This document serves as an internal delivery note and support for the movement.

Important about printing: The print button it is only visible when the transfer is closed/finished. It is not possible to print transfers that are open or in the process of being edited, since the document must be finished to have validity as support for the movement.

Filters

Allows applying advanced filtering criteria on the transfer list:

  • By document
  • By destination cost center
  • By value greater than (transfers above an amount)
  • By value less than (transfers below an amount)
  • By date greater than
  • By date less than

The filters are stackable, which means that several can be combined simultaneously. For example, you can request to show all the transfers sent to the North Branch greater than one hundred thousand made in the month of January.

Remove Filters

Restores the full view by removing all applied filters, showing all the system's transfers again.

Convert Document

Opens a window that allows transforming the selected transfer into another type of document, keeping all the information. The conversion options are:

  • Supplier quotation
  • Customer quotation
  • Sales Invoice
  • Purchase Order
  • Warehouse consumption
  • Internal transfer (to duplicate the current document)

Edit Notes

Allows opening a window to edit the general notes of the selected transfer.

Configure Columns

Allows showing or hiding columns in the upper list of headers. It also allows modifying the width of the columns. The system remembers this configuration when closing and reopening the window.

Context Menu - Lower List (Items)

When you right-click on the products in the lower detail grid, a menu is displayed with three options specific to that item:

View Notes

Allows viewing and editing the specific notes of that single transfer item. Item notes are independent from the document's general notes.

View Serial Numbers

If the transferred product had the use of serial numbers configured, this option shows which specific serial numbers were sent in that transfer. It is essential for the traceability of serialized products that move between warehouses.

Configure Columns

Allows adding or removing columns from the lower grid, modifying the width and customizing the visualization. As in the upper list, this configuration is remembered when closing the window.

The Power of the Filter System

The filter menu at the top is an extremely powerful tool for inventory distribution analysis. Everything shown in the upper list after applying filters becomes directly a report when the "View Report" option is used.

Examples of practical use:

Transfer report by destination warehouse:

Apply a filter by destination cost center (select a specific warehouse) and a date filter for the desired period, then click "View Report". The result is a complete report of all the shipments received by that warehouse in the period.

High-value transfer analysis:

Apply a value greater than filter (a significant amount) to identify the most costly transfers and generate a report of the most important inventory movements.

Transfers between specific warehouses:

Combine date and cost center filters to analyze the flow of merchandise between two specific warehouses in a given period.

Transfers of specific products:

Filter by period and then review the details to identify which products move most frequently between warehouses.

This functionality turns the window into a tool for generating ad-hoc inventory distribution reports without the need for additional modules.

Differences from Other Document Windows

Although the structure is similar to other document list windows, there are important differences:

Document type:

  • Transfers: Internal movement documents between own warehouses.
  • Sales Invoices: Sales documents to external customers.
  • Quotations: Commercial offer documents.
  • Consumptions: Documents for internal use of products.

Inventory impact:

  • Transfers: They deduct stock on hand from the origin cost center and increase stock on hand of the destination cost center (when it is received).
  • Quotations: They do not affect inventory.
  • Invoices and Consumptions: They permanently deduct stock on hand.

Third party or destination involved:

  • Transfers: The destination is another internal cost center (warehouse, branch).
  • Invoices and Quotations: The third party is an external customer.
  • Consumptions: The third party is an employee, area or internal vehicle.

Two-stage flow:

  • Transfers: They require two steps: shipment from origin (this window) and receipt at destination (Receipts by Transfer window of the Inbound Module).
  • Other documents: They are generally single-stage.

Record Limit and Performance

The number of items that appear in this window is limited by default to the last two years, just like all the document list windows in Kardex Tauro. This configuration is implemented to guarantee:

  • Greater agility in navigation
  • Less data load in memory
  • Lower RAM consumption
  • Faster system responses

Limit configuration:

This parameter is fully modifiable from the Configuration window, where you can specify the number of years of records to display (two, three, five years, etc.).

Important consideration:

The more information loaded in the windows, the greater the consumption of system resources. For this reason, it is not advisable to have a lot of historical information visible in the windows by default. It is recommended to keep the limit in a reasonable range (2-3 years) and to query older periods using specific filters or reports when necessary.

Relationship with Other Windows

Create Internal Transfer Window:

It is the operational window where individual transfers are created and edited. From the list it is accessed through the "New Transfer" or "View Transfer" buttons.

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:

Finished transfers automatically deduct the stock on hand at the origin cost center. The stock on hand of the destination cost center is only updated when the transfer is received.

Kardex Window:

Each finished transfer generates an issue movement in the Kardex of the origin cost center. When the destination warehouse receives the transfer, a receipt movement is generated in its Kardex.

Window Cost Centers List:

Provides the information of the warehouses, branches or stores that appear as destinations of the transfers.

Serial Numbers List Window:

Allows consulting the specific serial numbers transferred in each document, useful for tracking serialized products that move between warehouses.

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.

Typical Workflow

Identify the transfer need:

It is detected that one warehouse has an excess of a certain product while another warehouse has low stock of the same product.

Create the transfer:

From the origin warehouse, "New Transfer" is opened, the destination cost center is selected and the products and quantities to send are added.

Finalize the transfer:

The document is closed, which deducts the stock on hand from the origin cost center and generates the record in the outbound Kardex.

Print the document:

The transfer is printed to physically accompany the merchandise during transport.

Transport of the merchandise:

The merchandise travels physically from the origin warehouse to the destination warehouse, accompanied by the printed document.

Receipt at destination:

The destination warehouse opens the "Receipts by Transfer" window (Inbound Module), selects the pending transfer and confirms the receipt, updating its stock on hand.

Usage Recommendations

Use the search box for quick location:

The real-time search box is the most efficient way to find specific transfers when some reference data is known, such as the name of the destination warehouse.

Take advantage of the stackable filters:

Combine multiple filters to generate specific transfer reports by destination warehouse, period or value. Filters are the key to accurate inventory distribution analysis.

Use "View Report" for logistics analysis:

After applying filters, use "View Report" to generate printable documents that reflect exactly the selected criteria. Ideal for distribution review meetings.

Finalize the transfers before printing:

Remember that only closed/finished transfers can be printed. Finish the document before trying to generate the document to accompany the shipment.

Coordinate with the destination warehouse:

Before sending merchandise, confirm with the destination warehouse that they are ready to receive it. The transfer remains pending at the destination until they receive it.

Print the document for transport:

Always print the finished transfer to physically accompany the merchandise during transport. This serves as a delivery note and support for the movement.

Customize the columns:

Configure the visible columns according to your role and work needs. The system remembers your preferences.

Analyze flows between warehouses:

Use the filters to identify patterns of merchandise movement between specific warehouses, allowing you to optimize distribution.

Keep the record limit reasonable:

Do not excessively increase the record display period from the Configuration, since it will affect the system's performance.

Respect the status of the transfers:

Remember that closed transfers cannot be edited. If you need to modify a finished transfer, you must create a new one.

Delete only transfers in an appropriate status:

The Delete button only works for transfers that have not been finished. Respect this restriction to maintain historical integrity.

Check stock on hand before transferring:

Make sure that the origin cost center has enough stock on hand before creating the transfer.

Track serialized products:

If you transfer products with serial numbers, verify that the captured serial numbers physically correspond to the units sent.

Monitor pending transfers:

Use filters to identify sent transfers that have not yet been received by the destination warehouse, and 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.).

Train staff in the use of filters:

Filters are a powerful tool for logistics analysis. Make sure that all the personnel who need to generate reports know how to use them correctly.

Reconcile transfers between warehouses:

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

Optimize distribution:

Use the transfer reports to identify patterns and optimize the initial inventory distribution, reducing the need for corrective transfers.

Kardex Tauro - Professional Inventory Management System

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