Warehouse Transfers

Warehouse Transfers manage the movement of equipment between your warehouse locations. Whether you are redistributing stock to meet regional demand, sending equipment to a temporary site store, or consolidating inventory after a busy season, the transfer workflow tracks every item from origin to destination with full approval and receipt controls.

Multi-Warehouse addon requirement

Warehouse Transfers require the Multi-Warehouse addon, which costs £29 per month. Without this addon, your account is limited to a single warehouse and the Transfers tab is not available. Once the addon is activated, you can create unlimited warehouses and transfer equipment freely between them.

Accessing warehouse transfers

To view and manage transfers, navigate to Warehouse > Stock and select the Transfers tab. The tab displays a list of all transfers with their reference number, source warehouse, destination warehouse, status, and key dates. You can filter by status, warehouse, date range, or the user who initiated the transfer.

Transfer number format

Every transfer is assigned a unique reference number in the format TRF-{year}-{sequence}. For example, the third transfer created in 2026 would be TRF-2026-0003. The sequence resets at the start of each calendar year. These numbers are auto-generated and cannot be edited.

Creating a transfer

Click the New Transfer button on the Transfers tab. The transfer form contains the following fields:

• From Warehouse — The source warehouse from which equipment will be shipped. Only warehouses with active status are available for selection.
• To Warehouse — The destination warehouse where equipment will be received. Cannot be the same as the source warehouse.
• Initiated By — Automatically set to the logged-in user who creates the transfer.
• Reason — A free-text explanation of why the transfer is needed (e.g., “Redistribute LED panels ahead of festival season”).
• Notes — Optional additional context, special handling instructions, or delivery notes.

Adding transfer items

After completing the header fields, add the equipment items to be transferred. For each line item, specify:

• Equipment — Search and select the equipment item by name, SKU, or serial number. Only items with available stock at the source warehouse are shown.
• Quantity — The number of units to transfer. Cannot exceed the available quantity at the source warehouse.
• Serial Numbers — For serialised equipment, select the specific serial numbers to transfer. Each serial unit must currently be located at the source warehouse.

You can add multiple equipment items to a single transfer. This is common when consolidating stock or preparing a site warehouse for an upcoming project.

Transfer workflow

Transfers follow a five-stage workflow that tracks the full journey from request to receipt:

1. Draft — The transfer has been created and items have been selected, but it has not yet been submitted. All fields and line items can be edited freely whilst in draft.
2. Pending — The transfer has been submitted for approval. The requested_date is recorded. No further edits are permitted once submitted. A notification is sent to users with transfer approval permissions.
3. In Transit — The transfer has been approved and the equipment has been shipped. The approved_by user and approved_date are recorded, along with the shipped_date. Stock is deducted from the source warehouse at this point. Equipment location shows as “In Transit” in the system.
4. Completed — The equipment has been received at the destination warehouse. The received_by user and received_date are recorded. Stock is added to the destination warehouse and equipment locations are updated automatically.
5. Cancelled — The transfer has been cancelled before completion. If the transfer was already in transit, the stock is returned to the source warehouse. The cancellation reason is recorded for audit purposes.

Stock impact

Transfers affect stock levels at two points in the workflow:

• On shipment (In Transit) — Stock is deducted from the source warehouse. The equipment is no longer available for allocation at the source location.
• On receipt (Completed) — Stock is added to the destination warehouse. The equipment becomes available for allocation at the new location.

Whilst a transfer is in transit, the equipment appears with an “In Transit” location status. It is not available for project allocation at either warehouse during this period. This prevents double-booking of items that are between locations.

Equipment location updates

When a transfer is completed, the system automatically updates the location of every transferred item. For serialised equipment, each individual unit’s location record is updated to reflect the destination warehouse. For bulk-tracked items, the quantity at each warehouse is adjusted accordingly. These location changes are logged in the equipment’s movement history.

Approval and receipt

Two separate users are involved in the transfer lifecycle beyond the initiator:

• Approver — The user who reviews and approves the transfer request. The approved_by user and approved_date are recorded. Only users with transfer approval permissions can approve.
• Receiver — The user at the destination warehouse who confirms receipt of the equipment. The received_by user and received_date are recorded. The receiver should verify the items match the transfer manifest before confirming.

Transfer manifest

Each transfer generates a printable manifest listing all items, quantities, serial numbers, and handling notes. The manifest can be printed or downloaded as a PDF to accompany the physical shipment. Warehouse staff at the destination use the manifest to verify the delivery against the transfer record before confirming receipt.

Tips

• Verify stock before creating a transfer — Check available quantities at the source warehouse first. If equipment is allocated to upcoming projects, transferring it could create shortages.
• Include handling notes for fragile items — Use the Notes field to specify packing requirements, temperature sensitivity, or any special care instructions for transit.
• Confirm receipt promptly — Equipment in transit is unavailable for allocation at both locations. The sooner the receiver confirms delivery, the sooner the items become bookable at the destination.
• Use transfers for site warehouses — Before a large project, create a transfer to move equipment to a temporary site warehouse. This keeps your main warehouse stock accurate and gives on-site staff visibility of what is available locally.
• Review open transfers weekly — Transfers stuck in “In Transit” for extended periods may indicate delivery issues. Follow up promptly to avoid prolonged stock unavailability.

Next steps

Continue to the next article to learn about Inventory Counts and Stocktakes, where you will plan, execute, and reconcile physical stock verification across your warehouses.