Transferring stock allows for internal inventory movements between outlets to help you maintain accurate inventory levels when physically sending products to other locations, like a central warehouse to an outlet, or from outlet to outlet.

This article provides steps for transferring stock using Retail POS on a computer. For information about transferring stock using the Lightspeed Scanner app, refer to Transferring stock with Lightspeed Scanner (X-Series).

Creating stock transfers

1. Navigate to Inventory > Stock control > Transfers.

2. Click Transfer stock.

   

3. Use the Source Outlet dropdown to select the Source outlet where the inventory will be removed.

   

4. Use the Destination Outlet dropdown to select the Destination outlet where the inventory will be sent.

   

5. (Optional) The Reference will be auto-populated, but you can also enter a custom reference code if desired. You can also Select a Date for the transfer to take place.

6. In the Products section, type the product name in the Search or scan to add a product box, scan the product's barcode, or click Add products from reorder points to add products to the transfer.

   If the product hasn't been created yet, type in the name of the product and click Add "..." as a new product. In the quick add product modal, enter the minimum information required to add a product to your catalog.

   

7. (Optional) If you selected Add products from reorder points:
   1. Use the Show products from filter to select a category, like Fashion / Clothing. To clear the selection, click the trash icon (Delete) within the Show products from filter.

   2. Click Apply filter to display the list of products in the selected category that have an inventory level below their reorder points.

      

   3. To select products to add to the transfer, check the Product select all box above the list to select all items, or check the individual checkboxes beside the product names for specific selections. You can also adjust the number of items being transferred using the Quantity field. The total number of selected products is displayed in the bottom left of the pop-up.
   4. Click Add products to transfer. The pop-up will close, and the products will display in the transfer.

8. In the Quantity field, enter the number of items to transfer.

   

   If a product with variants is selected, select the specific variants to add to the transfer, then click Add Variants to Transfer.

   

9. Repeat as needed until your transfer is complete, then click Save Transfer at the top of the page.

Adding products to transfers via CSV

You can import products, including supply price and quantity, to a new transfer using a CSV file. This is ideal for large transfers, like a data file created by an inventory scanner.

Use the CSV template or create your own CSV file with 4 column headers:

• Handle: The product handle. Must match an existing product in Retail POS.
• SKU: The product SKU. Must match an existing product in Retail POS.
• Supply price: The supply price per item.
• Quantity: The quantity of each item ordered.

Once the CSV import file is ready, select Import via CSV > Import CSV > select your CSV file to upload.

Requesting stock transfers

You can request a stock transfer from another outlet. Once the stock request has been approved from the reviewing outlet, Retail POS will automatically create an open transfer. By default, Admin and Manager roles can request stock transfers, but you can adjust user permissions as needed.

1. Navigate to Inventory > Stock control > Requests.

2. Click Request stock.

   

3. Use the Requesting outlet dropdown to select the outlet that will receive the stock.
4. Use the Reviewing outlet dropdown to select the outlet that will review the request and send inventory.
5. The Reference will be auto-populated, but you can enter a custom reference code if preferred.
6. Select a date the inventory is required by and add any contact emails or notes if needed.
7. In the Requested products section, type the product name in the Search or scan to add a product box or scan the product's barcode.

8. In the Requested quantity field, enter the number of each product. Add products and quantities as required.

   

9. When the transfer request is complete, click Save and send. If you want to return to the request and edit it before saving, click Save draft.

   

   Once you send the request, you won’t be able to edit it.

10. Click Send request.

Reviewing stock transfer requests

After an outlet has sent a stock transfer request, the reviewing outlet can review the request and approve or decline it. Transfer requests are managed on the Requests tab.

The reviewing outlet also receives a notification (bell icon) that a request has been received.

Accepting stock transfer requests

1. Navigate to Inventory > Stock control > Requests.
2. Click the arrow beside the request to expand the details.

3. Click Review request.

   

4. Review the details of the request.
5. In the Quantity to transfer field, enter in the quantities that the reviewing outlet can send.

6. Click Accept request.

   

7. Enter a note if required.
8. If all the items requested will be sent, click Accept request. If only some of the items will be sent, click Partially accept request.

9. An open stock transfer will be created and the requesting outlet will receive a notification that the request was accepted. The reviewing outlet must then send the stock transfer and the requesting outlet needs to receive the stock transfer.

   Inventory at the reviewing outlet won't be removed until the transfer is marked as sent.

Declining stock transfer requests

1. Navigate to Inventory > Stock control > Requests.
2. Click the arrow beside the request to expand the details.

3. Click Review request.

   

   You can also decline requests without reviewing the details by clicking Decline request.

4. Review the details of the request.

5. Click Decline request.

   

6. (Optional) Enter a note, if required.
7. Click Decline request. The requesting outlet will receive a notification that the request was denied. No transfer will be created and no inventory will be removed.

Sending transfers

To send a transfer to the destination outlet and remove the stock from the source outlet:

1. Navigate to Inventory > Stock control > Transfers and locate the transfer.
2. Click the transfer reference code to access the transfer page.

3. (Optional) Click Email order > enter the email information > Send to send an email notification of the transfer to the destination outlet.

   

4. Click Mark as Sent.

   

Once marked as Sent, the transfer can be received at the destination outlet.

Receiving transfers

Once the products have physically arrived at the destination outlet, the inventory needs to be added to the destination outlet in Retail POS by receiving the transfer.

1. Navigate to Inventory > Stock control > Transfers.
2. Locate the transfer and click the row to expand.

3. Click Receive transfer.

   

4. On the Receive transfer page under Products, ensure the amount physically received at the outlet matches the transferred quantity. Enter the amount into the Received quantity field.

   

5. Click Receive. This can't be undone.

A confirmation banner will appear letting you know your order was successfully received.

Editing stock transfers

Once you’ve created a transfer, you can edit details like the included items, reference info, or due date before you send it. To edit a transfer:

1. Navigate to Inventory > Stock control > Transfers.

2. Click the edit (pencil) icon beside the transfer.

   

You can add new products to the transfer using the Search or scan to add a product field or the Add products from reorder points button. You can also edit the Quantity and Cost price columns, and the transfer’s Total cost will update automatically.

When you’ve finished editing a transfer click Save to update it, or Save and send to mark the transfer as sent.

To cancel the stock transfer, scroll down to the bottom and click Cancel stock transfer. Even if a transfer is cancelled, the details will still be available from the Transfers tab on the Stock control page.

What's next?

Attachments

• stock_order_return_transfer_template.csv56 Bytes