Inter-warehouse transfer document

In this module you manage Inter-warehouse transfer documents. The document records when goods move from one site (warehouse) to another — for example from the central warehouse to a shop. This guide covers the editor page of a single document: how to create a new document, how to set for each item where the goods come from and where they go, and what happens when you close the document.

• Source and destination per item: for each item you set the source and the destination site separately, and optionally the location code (storage location, shelf) and the pallet as well — so a single document can contain transfers in several different directions.
• Stock in the item window: the item window shows the current stock of the selected product on the source side by site and location code, so you can see right away where to transfer from.
• Serial number products: for a product with serial numbers, the item window shows the List of serial numbers tab, where you enter the serial numbers to transfer.
• Saving and closing are separate: saving only records the data, the stock movement happens when you close the document — until then you can change it freely.
• Automatic related documents: when you close the document, the system itself creates a Warehouse issue document at the source site and a Warehouse receipt document at the destination site — you do not have to enter them by hand.

The possible statuses of an Inter-warehouse transfer document are: Draft, Closed, Cancellation, Cancelled — a new document always starts as Draft; closing makes it Closed, deleting makes it Cancelled. Cancellation is part of the shared status list of the system, but it cannot be set on this document type in the interface. The restrictions of each status are explained in the Frequently asked questions section.

1. Opening a new inter-warehouse transfer document

Click Main menu / Stock management / Inter-warehouse transfer / New to open an empty document. You can open an existing document from Main menu / Stock management / Inter-warehouse transfer / List. At the top of the page you find the Actions, Additional functions and View and layout tabs, below them the document header, then the Items tab and the other tabs. The screenshots were taken in the Hungarian interface, so the labels in them are in Hungarian.

2. Filling in the header

The header contains the following fields — see the Field reference section for a detailed description of required and optional fields:

• Document number: empty before saving; the system assigns it automatically on the first save (e.g. TRANS000062/2026), and it cannot be changed by hand.
• Status: Draft for a new document; it changes when you close or delete the document, and cannot be edited by hand.
• Document date: the day the document was created, filled in automatically and not editable.
• Performance date: the actual day of the transfer. It is a required field: if you leave it empty, the error message Kötelező értéket megadni (the required-value message, shown in Hungarian in the screenshot) appears below the field and the document cannot be saved. You pick it from a calendar, and you can change it only in Draft status.

This document has no partner or currency: the transfer is an internal stock movement, so you set the source and the destination site per item.

3. Adding items

You record the content of the document on the Items tab with the buttons above the item table. On this document type you manage items with the following buttons:

• New: opens the item window where you enter the product, the quantity, and the source and the destination. You always add new items with this button — there is no Quick add, Barcode collector or Import button on this document.
• Open: lets you edit the selected item again in the item window. Use it, for example, if you need to redirect the product to another location code.
• Delete: removes the selected item from the document (the item is deleted for good when you save the document).
• Product card: opens the detailed record of the selected product, for example if you want to check the product data before the transfer.

In the item window (New button) the product data is at the top. When you type in the Item number field, the system suggests the matching products; the Name field of the selected product is filled in automatically, and the refresh icon next to the field reloads the product data. The Name is required, and the Quantity is the number of pieces to transfer (you can also enter decimals).

The two sections of the item window decide where the product comes from and where it goes:

• Source: selecting the Site is required — it decides from which site the product is taken. Optionally you can also enter the Storage locations and shelves (location code) and the Pallets and containers. The table below the section shows the current stock of the product by site and location code (Telephely, Helykód, Mennyiség in the Hungarian interface), so you can see what is available to transfer.
• Destination: the same fields, but here you enter where the product should arrive. Selecting the destination Site is also required. The location code and the pallet are optional here as well — if you leave them empty, the product goes to the destination site without a specific shelf.

If you change the source or the destination site, the matching location code field is cleared, because location codes belong to a site — select the right one again.

The Save button of the item window records the item on the document (visible only in Draft status), and the Close button closes the window without saving. If the product you entered does not exist yet in the master data, the system shows an error and offers to create a simple product or a service from it.

For products with serial numbers the item window also shows the List of serial numbers tab. With the Add new row button you enter the Quantity, the Serial number and the Shelf life row by row. For a product with serial numbers, entering a serial number is required: without it the system shows an error saying that the product requires a serial number. When you close the document, the serial numbers move to the destination site.

4. Comments, settings and attachments

Besides the Items tab there are further tabs:

• Internal comment: a note visible only inside the company; you can also load a saved text template from the dropdown at the top of the tab.
• Settings: here you set the Billing address (which company address appears on the document — required), and the Project, Job number and Department number classification. You can also create them on the spot with the icon next to the field if they do not exist yet.
• Related documents: the documents linked to this transfer (after closing, you see the automatically created issue and receipt here); the table shows the Document number, Document date, Document type and Issuing employee columns, and the Action icon at the end of the row opens them directly.
• Tasks: the list of tasks recorded for the document, with date, subject and comment.
• Files: managing the documents attached to the document (e.g. a signed handover sheet).
• Custom fields: the company's own additional fields for the document.

5. 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 Draft and can still be edited; no stock movement happens yet. At least one item and the Performance date are needed for saving. In the dropdown menu of the button, Save and close saves and closes the document in one step.
• Close: carries out the stock movement. The system automatically creates and closes a Warehouse issue document from the source site and a Warehouse receipt document to the destination site — this is how the products (and the serial numbers of products with serial numbers) are moved. Closing is available only for a Draft document, and afterwards the document cannot be changed. In the dropdown menu, Close and print or Close and download produces the printout right after closing.
• Delete: the document becomes Cancelled and cannot be restored. You can delete only Draft and Closed documents. When you delete a closed document, the system also deletes the automatic issue and receipt documents linked to it, so the stock movement is reversed as well. The Delete and copy option in the dropdown menu makes a copy next to the deletion — if you entered the document with wrong data, you can start over in one step.

6. Download

With the Download button on the Actions tab you can download the document in CSV, XLSX or PDF format.

7. Additional functions and customizing the view

On the Additional functions tab you find extra options for daily work: viewing the Sent items, sending a New email (through an external or the built-in internal mailer), creating a New product or a New partner, and creating a New task for the document. On the View and layout tab the Interface and behavior button (Felület és működés) lets you customize how the record is displayed; this setting is saved for your user.

The fields in the document header and on its tabs, and what they mean:

The columns of the item table on the Items tab and the matching fields of the item window: