Stock Transfer

10.7.1 Stock Transfer

This particular function is only appropriate if your system is part of a larger,

Multi-Locational system. It is not applicable to single site retailers, as it deals with the transfer of stock from one location to another.

This function cannot be performed by Head Office for the Branches. Stock Transfer can only be initiated by the Branch that the transferred stock is

coming from. It also does not perform the book-in for the Branch receiving the stock.

To begin, double click on the Stock Transfer icon in the Stock Control Menu. A screen resembling the following will appear.

The first thing that you need to do is to enter your name in the 'Transferred By' field. The Merlin Back Office system will not allow you to complete the stock transfer process if you have not filled in this field.

From... To...

You will notice that the system has already filled in the 'From' field with your current location. You cannot change this.

You need to specify the location that is to receive the transferred stock from your

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Branch. Do this by clicking on the down arrow to the right of the box and selecting a location from the list that appears.

Once the Location has been specified, you can Select a Product or alternatively the items on a Purchase Order can be imported by clicking on the Get PO Data button Note: The system will allow you to transfer more stock than is currently

available. If you attempt to do so, you will receive a warning saying that the transfer will leave negative stock. If you do not wish this to occur then you should cancel the transfer and remove or amend the invalid line.

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10.7.2 Get PO Data

In Stock Transfer, pressing the 'Get PO Data' button brings up a pick list of all the purchase orders belonging to the branch to which the stock is being transferred. You can filter the list by Supplier if required.

Highlight the required Purchase Order and press 'OK'. This will import all the items on the Purchase Order into the Transaction List. Each one is checked to make sure there is enough stock available to handle the transfer. If there is not then the import is paused and a dialogue window is displayed.

Once all the products have been imported into the Transaction List, it can be amended by altering lines or by adding more lines either from another Purchase Order or by selecting from the Product List.

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10.7.3 Selecting a Product for Transfer

Selecting the Product

Select the product that you are booking in by scanning the barcode or entering the Product Code. You can also import the items on a specific Purchase Order by pressing the Get PO Data button.

The Product Code can be found by clicking on the Search [...] button to the right of the box which takes you to the Stock Search window. It can also be found by clicking on the down arrow to the right of the box, and selecting from the drop-down list that appears.

Alternatively, if you know the Product Code, you can simply type it into the box. Also, if you know how the Code begins, typing in the first few letters will narrow down the drop-down list that appears. This can be useful if you have a large Stock File.

Once you have selected the Product Code, you will notice that the system has filled the 'Product Description' field automatically. Details of the current quantity levels for that Product will also appear, including Available stock, stock on Back Order, and stock on Purchase Order.

Quantities

The next field is for Pack Size. Unless you have set up different Pack Sizes for the Product, you will only be able to choose to transfer an individual unit. If the Product is available in different Pack Sizes, then you can choose to transfer packs of any available size.

You then need to specify the quantity of Products that you wish to transfer. Note: if you have specified a Pack Size, when you enter a quantity, the system will transfer this quantity of the Pack Size you have selected.

For example, if you have selected to transfer in packs of 12, and you enter quantity of 10, you will be transferring 120 items.

You will notice that the system automatically calculates the Transfer Total underneath the Transfer Quantity field. You can check this to see whether the quantities are correct.

Once you are satisfied that all the details of the Stock Transfer are correct, click the 'Add' button in the bottom right hand corner of the screen. This will add the data to the Transfers List at the top of the screen.

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10.7.4 Transfer Transaction List

The Transaction List is the area at the top of the Stock Transfer screen. It holds the details for the stock that you are transferring.

It is worth noting that the entries that appear in the transaction list have not yet been processed - they have only been added to the list of transactions to be processed.

You can therefore keep selecting your stock for transfer, adding each transaction to the list, and then process them all at once. You can amend your list by deleting items before you finally process the transaction. Pressing the 'Clear' button will delete all the

transactions that are currently in the list. Highlighting a line and then pressing 'X' will delete only that line from the list.

You can also alter a line by highlighting and then double-clicking with the mouse. This returns the line's details to the bottom half of the screen and you can then amend them.

Pressing 'Save' will then overwrite the details for that line displayed in the Transaction List. 'Add' will either create a new line in the Transaction List leaving the original information or add the altered quantity to the original line depending on the changes made.

All the transactions in the list will be processed and the stock will be added to the system once the 'Accept' button is pressed.

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