Group inter-warehouse transfer

In this module you create Group inter-warehouse transfer documents. This is the fast entry variant of the inter-warehouse transfer: use it when many products have to be moved from the same site to the same other site. You enter the source and destination site only once, in the header, and the system applies them to every item — for the items you only need to record the product and the quantity (and the serial numbers for a serial-numbered product). This guide describes the group entry form: how to fill in the header, how to add items, and how to save, close or delete the document.

• One header for all items: the Source site and the Destination site are set once and apply to every item you add.
• Simple items: the item table has only three columns: Name, Item number and Quantity.
• Fast item entry: you can add items one by one (New) or all at once from a list of barcodes (Barcode collector).
• Saving and closing are separate: saving only records the data; the document becomes final when you close it. Save and close does both in one step.
• Effect of closing: a closed transfer moves the products from the source site to the destination site, and the system links the related Issue and Receipt documents to the transfer.

The possible statuses of an Inter-warehouse transfer are: Draft, Closed, Cancellation, Cancelled — a new document always starts as Draft; the meaning and restrictions of each status are explained in the Frequently asked questions section.

1. Opening a new group inter-warehouse transfer

Click Main menu / Stock management / Inter-warehouse transfer / New group to open an empty group transfer. Group entry can only be started from this menu item. You can open previously created transfers under Main menu / Stock management / Inter-warehouse transfer / List. At the top of the page you find the Actions and Additional functions tabs, below them the document header, then the Items tab and the other tabs. The screenshots are taken from the Hungarian demo interface, so the labels in them are in Hungarian.

2. New or New group — which one to choose?

In Logzi you can create an inter-warehouse transfer in two ways, and the two variants suit different situations:

• New (the standard sheet): choose it when the source and the destination may differ from item to item — here you can set the Source site and the Destination site separately for each item, as well as the location codes. This is the precise mode that can be fine-tuned item by item.
• New group (this guide): choose it when many products have to be moved from the same site to the same other site — for example when the warehouse replenishes the shop every week. You enter the sites once, and for the items you only need the Name, the Item number and the Quantity, so you work much faster.

If some of the products go to a different site, or you want to record a location code for each item, use the standard sheet. After saving, a group transfer opens in the standard sheet, where you can keep editing it. In the list, transfers created in either way are not shown separately.

3. Filling in the header

The header contains the following fields — you can see a detailed description of the required and optional fields in the Field descriptions section:

• Document number: empty before saving; the system assigns it automatically on the first save, and it cannot be edited manually.
• Status: a new document starts as Draft; the system changes its value as a result of actions (closing, deleting).
• Document date and Performance date: the day the document was created is filled in automatically; you can pick the Performance date (the actual day of the transfer) from the calendar, and you should change it if the transfer does not take place today.
• Source site and Destination site: choose which site the products leave and which site they go to. Both are required and apply to all items — so it is worth setting them before you add the items.

4. Adding items

You record the content of the document on the Items tab with the buttons above the item table. Above the table there is also a search box in which you can search among the items already added; on its right you see the totals (for example 1 sor / 5 db tétel, that is 1 row / 5 items). You can choose between two methods of adding items:

• New: the item window opens, where you choose the product by entering the Item number (the refresh icon next to the field reloads the product data based on the item number), enter the Quantity, and the Name is filled in automatically when you select the product. Choose it when you want to record a few items one by one and check them.
• Barcode collector: in a text box you can type or scan barcodes and quantities line by line, and the system creates the items from them in one go. The line format is: [barcode];[quantity] — if you leave out the quantity, 1 piece is added. Choose it when you have many products to transfer, or when scanning with a barcode reader is faster than typing.

The item window has two buttons: Save adds the item to the document, and Close closes the window without saving. For a serial-numbered product the item window also shows the List of serial numbers tab: there you can use the Add new row button to enter the Quantity, the Serial number and the Shelf life row by row. The other buttons above the items: Open edits the selected item, Delete removes the selected item. These buttons can only be used when a row is selected (and the document is in Draft status).

The group item window is simpler than the one on the standard sheet: it has no site, location code or price settings, and there is no Product card button either — the sites come from the header.

5. Comments, settings and attachments

Next to the Items tab there are more tabs:

• Internal comment: a note visible only inside the company; you can also pick a saved text template from the drop-down at the top of the tab.
• Settings: here you set the Billing address (which company address appears on the document — required), as well as the Project, Job number and Department number classification. If they do not exist yet, you can create them on the spot with the icon next to the field.
• Related documents: the documents this one was created from, or that were created from it; you can open them directly with the icon at the end of the row.
• Tasks: the list of tasks recorded for the document, with date, subject, comment and the colleague who created it.
• Files: managing the documents attached to the document (for example a signed handover sheet): uploading a new file, opening, deleting and setting the classification.

There is no Custom fields tab on the group transfer — if you want to use custom fields, open the standard sheet.

6. Saving, closing and deleting

On the Actions tab you find the buttons that control the life cycle of the document:

• Save: the data is recorded, but the document stays in Draft status and can still be edited. In the drop-down menu of the button, Save and close saves and closes the document in one step. To save you must fill in the Performance date, the Source site and the Destination site, and you must add at least one item. After saving, the document opens in the standard sheet.
• Close: finalises the document — from then on it can no longer be modified. It is only available for documents in Draft status. By closing, the products move from the source site to the destination site, and the stock is changed accordingly. In the drop-down menu, Close and print produces the printout immediately after closing.
• Delete: the document moves to a deleted or cancelled status and cannot be restored. You can only delete documents in Draft and Closed status.

For a new, not yet saved document the Delete (Törlés) and Close (Lezárás) buttons are grey (see the first screenshot), because there is nothing to delete or close yet. If you want to finalise the document right away, choose Save and close from the arrow next to Save.

7. Download and additional functions

• Download: the document can be downloaded in XLSX, CSV and PDF format. XLSX is available even for a draft; CSV and PDF can be used for a closed document.
• Additional functions: this tab offers viewing the Sent items (for a closed document), sending a New email (through an external mail client or the internal mail client built into the system), creating a New product or New partner, and creating a New task for the document.
• CRM: the link on the right edge of the page opens the panel of CRM notes related to the document.

The fields in the header and on the tabs of the group transfer, and what they mean:

The columns of the item table on the Items tab, and what they mean:

The site is not a separate field on the items: the Source site and Destination site values in the header apply to every item. For a serial-numbered product, the List of serial numbers tab of the item window lets you enter the Quantity, the Serial number and the Shelf life row by row.