Approving and Completing a Requested Transfer

If your system requires approval for requested transfers, all approvers specified in the approval plan must approve the transfer in the order set by the approval plan. During this process each successive approver may adjust the approved quantity for each item in the transfer. Once the transfer has been approved by the final approver, all transfer items must be prepared for shipment (picked and packed), and the transfer must be marked as shipped.

The transfer approval process starts after the inventory request has been approved. This opens the Add or Edit Inventory Transfer form, depending on whether the inventory request was added to an existing open transfer, or a new transfer is being created.

Note

If you are adding an inventory request to an existing transfer, DO NOT approve any existing SKUs until the transfer has been saved with the new SKU(s) from the new inventory request. All SKUs must be approved/rejected at the same time; otherwise, you will not be able to complete the transfer.

How To...

To approve and complete a requested transfer:

• Specify a transfer reason in the Add Inventory Transfer form. Select a reason from the drop-down menu. Reasons are defined via Applications > POS Back Office > Setup > Transfer Reasons

• Save the Transfer transaction by clicking Save. This closes the Add Inventory Transaction form.

• Submit the transfer for approval. This action requires approve/reject permission. Open transfers may be submitted for approval via the:

  • Transfer Search Results or Pending Transfers window. Right-click on the transfer and select Submit for Approval.

  • Edit Transfer window. Use the Submit for Approval option under the Action button.

  After the transfer is submitted for approval, the status changes to Pending Approval.

• Re-open the transfer for editing. Use the Transfer Search tool to find the transfer. Then right-click and choose Edit.

• Approve (or reject) each individual item in the transfer. This step occurs once the transfer has been submitted for approval and the status is set to Pending Approval. All approvers specified in the approval plan must approve or reject each transfer detail. Approvers must do this in the order set by the approval plan. During this process each successive approver may adjust the approved quantity for each item in the transfer, reject a previously approved item, or approve a previously rejected item. To do this, right-click on the transfer detail (SKU) and choose the applicable option.

  • Approving

  • Approving a Different Quantity

  • Rejecting

Saving the Changes

Any changes you make during the current editing session must be saved before the next approver can be notified, and before the transfer can be completed.

• Make the transfer items ready for shipment (remove from shelves and pack) and update their statuses.

  Picking and packing involves physically setting the applicable items aside so they cannot be used in another transaction, packing the items to prepare them for shipment, and then updating the status of these items in the Edit Inventory Transfer window, Transfer Detail Summary. When you update the status you also specify the quantity to be transferred.

  To set a transfer detail item to Picked or Packed:

  • Find the transfer transaction using Transfer Search.

  • Right-click on the transfer and select Edit.

  • In the Transfer Detail Summary, right-click on the item and select Modify Items. The system recognizes whether you selected a serialized or non-serialized item and displays the appropriate dialog for picking and packing:

    Non-serialized - For non-serialized items, the Modify Items form provides a grid that lets you indicate the quantity to be picked or packed for each inventory status.

    

    To pick and pack non-serialized items:

    • Find the row for the applicable inventory status.

    • Click on the Picked or Packed column for that row and enter the quantity of items to be transferred. You can enter quantities for picked and packed in the same row if applicable. The total number of items (picked + packed) and average cost are indicated in their respective columns.

    • Click OK. This updates the transfer details summary list in the Add/Edit Inventory Transfer window.

    Serialized - For serialized items, the Modify Items form lets you pick and pack a single serialized item at a time, or enter a range of numbers in bulk (when you're adding a large number of items).

    

    Serialized items may have a serial mask (see below) which establishes the character pattern of the serial number (for example three alphabetical characters, following by nine numeric characters). These masks are defined in the Product Catalog. If a mask is defined, the mask is indicated in the Serial Number field.

    Before you can pick and pack serialized items, the serial numbers must be available at the source location. To pick and pack serialized items:

    • Enter the serial number. You may use a scanning device if available.

    • Select Picked or Packed.

    • Click Add to add the item to the list.

    • Repeat these steps to add additional serialized items.

    • Click OK. This updates the transfer details summary list in the Add/Edit Inventory Transfer form.

  • When you are finished picking and packing all items, click Save.

• Mark the transfer as shipped. Click the Actions button in the bottom left part of the window and select Mark as Shipped.

  Notes:

  • If you attempt to mark a transfer as shipped when the transfer still has details set to picked, you will be prompted whether or not to automatically set the picked details to packed. If you respond Yes to automatically pack the details you will be permitted to continue. Responding No will cancel the Mark as Shipped operation.

  • If you attempt to mark a transfer as shipped when the transfer still has open details (neither picked nor packed) an error message will be displayed and you will not be permitted to continue. In this case you must return to the Modify Items window and pack the open details.

Serial Mask

A serial mask may be defined for a serialized Product Catalog item on an optional basis. The mask, if needed, is defined via the Retail Product window in the Product Catalog.

The mask establishes the pattern for all serial numbers that may be used for an instance of this retail product. The mask may include literal characters and placeholder characters. For example, in the figure above the mask has a prefix consisting of four literal characters: MOTO. The body consists of eight numeric characters as indicated by eight numeric character placeholders (0), and a suffix consisting of two literal characters: V3.

In the Serialized Items window, literal characters are represented literally and place holders are represented by underscores.

When you enter the serial number you overwrite the placeholder characters, replacing them with literal characters of the type specified by the mask.

See also:

About Transfer Search

About Receiving