Store Transfers and Store Usage

A store transfer moves items from one store to another. A store usage takes items out of a store and charges their cost to an expense account.

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Business Value

• Saves unfinished requests as drafts, so no one approves them by mistake.
• Shows the value of a request before anyone approves it.
• Lets the store manager approve a full case instead of loose bottles.
• Sorts every list column, with no Excel export.
• Links each transfer to the department that asked for it.

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Use Cases

• A storekeeper enters many usage lines and submits them only after a stock count.
• A store manager checks a transfer’s total requested value against the department budget.
• A store manager approves 24 bottles when the bar asked for 20.

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How It Works

To set how many approvals each one needs, see Store Transfers — Multi-Level Approval Workflow and Store Usage — Up to Four Approvals.

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Create a Store Transfer

1. Add a new store transfer.

2. Select the From Store.

3. Select the To Store.

4. Choose the transfer date.

5. Choose the item.

6. Enter the requested quantity.

7. Check that you have stock on hand.

8. Click Save and edit. The transfer is saved as a draft.

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Create a Store Usage

A store usage records the items used from a store. When it is approved, the cost goes to your expense account.

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Draft and Submit

A saved transfer or usage starts as Draft. In Draft:

• Approve and Reject are hidden. Submit for Approval shows instead.
• Only the creator can edit it.
• Creator shows as a read-only field.

After Submit for Approval:

• The state changes to Pending.
• Approve and Reject show again.
• These line fields stay read-only:

Return to Draft:

• Only the creator can use it.
• It works only if no one has approved or rejected yet.
• You cannot return to Draft if the request has approved items.

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Requested Value

Both screens show what a request is worth before approval.

• Approvers see the total at once, before stock moves.
• Compare requested and approved values to control costs.

To see it, open Inventory → Store Transfers → Add New, then fill in your request.

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Approve More Than Requested

You can approve a higher quantity than the request asked for. Example: you store Coca Cola per bottle, but it arrives in cases of 24. The bar supervisor asks for 20 bottles. You approve 24 to hand over the whole case.

1. Open the transfer or usage.
2. Change the approved quantity.
3. Approve it. The item stock updates.

Store transfer: Store usage: the cost of the used items goes to your expense account.

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Sortable Columns

• Click a column header to sort the list by that column, ascending.
• Click it again to sort descending.
• The header shows the sort column and direction.
• The sort stays when you change pages or filters.
• You can sort by one column at a time.

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Store Transfers Only

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Last Received Price

Each transfer line shows a read-only Last Received Price column. It is the last price the item was received at, in a receiving order for the from-store. There is nothing to set up.

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Usage Department

A store transfer has a Usage Department field.

• Each transfer is linked to the department that asked for it.
• You can pick only the departments linked to your division.
• For example, a Housekeeping user cannot pick a Kitchen usage department.

To set up divisions, see How do I add divisions on the system?

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Store Usage Only

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Apply From Store to All Lines

The From Store on a store usage applies to every line you add or change.

• Set before adding lines: each item you add takes that store. This applies even if the item has a default usage store.
• Set or changed after adding lines: every line changes to that store right away.

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Submit or Unsubmit Store Requests

The video shows how to submit your store requests, and how to unsubmit them to make changes.