1. Navigate to “Add Stock Transfer” #

1. Log in to your restaurant management system.
2. In the sidebar, click Inventory.
3. Under Inventory, select Add Stock Transfer.
4. The stock transfer creation form will open showing:
   • Header fields for Date, Reference No., and Status.
   • Location selection for Location (From) and Location (To).
   • A Search Products section for finding items to transfer.
   • A products table for entering transfer quantities and details.
   • Summary fields for Shipping Charges and Additional Notes.
   • A purple Save button to complete the transfer creation.

2. Understanding Stock Transfer Creation #

Creating stock transfers enables efficient inventory distribution across your restaurant network. Key purposes include:

• Inventory Balancing – Move excess stock from overstocked locations to those with shortages.
• New Location Setup – Transfer initial inventory to newly opened restaurant branches.
• Seasonal Redistribution – Adjust inventory based on seasonal demand patterns across locations.
• Emergency Restocking – Quickly address critical shortages at specific locations.
• Centralized Distribution – Distribute inventory from central warehouse to individual restaurants.
• Cost Optimization – Reduce waste by moving slow-moving items to locations with higher demand.

3. Fill Basic Transfer Information #

1. Date:
   • Defaults to current date and time (01/09/2026 21:22 in example).
   • Can be modified to reflect actual transfer date if different.
   • Use calendar picker for easy date selection.
   • Ensure date accuracy for proper inventory tracking and reporting.
2. Reference No.:
   • Enter unique reference number for tracking purposes.
   • System may auto-generate or allow manual entry.
   • Use consistent numbering scheme for easy identification.
   • Include location codes or date references for clarity.
3. Status:
   • Select initial status from dropdown (e.g., “Please Select”).
   • Common options: Draft, Pending, Approved, In Transit.
   • Status controls workflow and approval requirements.
   • Choose appropriate status based on your transfer process.

4. Configure Transfer Locations #

1. Location (From):
   • Select source location from dropdown (currently “Please Select”).
   • Choose the restaurant/warehouse where inventory is currently located.
   • Ensure sufficient stock exists at source location before proceeding.
   • Verify location has proper authorization for inventory transfers.
2. Location (To):
   • Select destination location from dropdown (currently “Please Select”).
   • Choose the restaurant/warehouse that will receive the inventory.
   • Ensure destination location can accommodate the transferred items.
   • Verify receiving location has proper storage capacity and conditions.
3. Location Validation:
   • Source and destination locations must be different.
   • Both locations must be active and operational.
   • Consider distance and logistics for shipping arrangements.

5. Search and Add Products #

1. Product Search:
   • Use the search box to find products by name, SKU, or barcode.
   • Type product name or scan barcode for quick selection.
   • Search results will appear as you type for easy selection.
   • Only products available at the source location will be shown.
2. Add Products to Transfer:
   • Click on search results to add products to the transfer table.
   • Multiple products can be added to a single transfer.
   • Each product appears as a separate line item in the table.
3. Product Table Columns:
   • Product – Name and details of the item being transferred.
   • Quantity – Number of units to transfer (enter manually).
   • Unit Price – Cost per unit for valuation purposes.
   • Subtotal – Calculated value (Quantity × Unit Price).
   • Remarks – Optional notes for specific product handling.
   • 🗑️ Delete – Remove product from transfer if added by mistake.

6. Enter Transfer Quantities and Details #

1. Quantity Entry:
   • Enter the exact number of units to transfer for each product.
   • Ensure quantities don’t exceed available stock at source location.
   • Consider minimum order quantities and packaging constraints.
   • Double-check quantities to avoid transfer errors.
2. Unit Price Verification:
   • Unit prices are typically auto-populated from product master data.
   • Verify prices are current and accurate for proper valuation.
   • Adjust if special pricing applies for internal transfers.
3. Subtotal Calculation:
   • Subtotals calculate automatically as Quantity × Unit Price.
   • Review calculations for accuracy before proceeding.
   • Total transfer value appears in the “Total” field (0.00 until products added).
4. Product-Specific Remarks:
   • Add handling instructions (e.g., “Keep refrigerated”, “Fragile items”).
   • Note expiration dates or batch numbers if relevant.
   • Include special delivery requirements or timing constraints.

7. Add Shipping and Additional Information #

1. Shipping Charges:
   • Enter transportation costs if applicable.
   • Include fuel costs, driver fees, or third-party shipping charges.
   • Leave blank (0) for internal transfers with no additional costs.
   • Consider distance, urgency, and special handling requirements.
2. Additional Notes:
   • Provide comprehensive transfer instructions and context.
   • Include reasons for transfer (e.g., “Rebalancing inventory”, “New location setup”).
   • Add timing requirements (e.g., “Urgent – needed by Friday”).
   • Note any special handling or storage requirements.
   • Include contact information for coordination.
3. Total Amount Review:
   • Review the calculated total amount (currently 0.00).
   • Ensure total reflects all products and shipping charges.
   • Verify amount aligns with budget and authorization limits.

8. Save and Process Transfer #

1. Final Review:
   • Verify all locations are correctly selected.
   • Confirm all product quantities are accurate.
   • Check that total amounts and calculations are correct.
   • Ensure all required fields are completed.
2. Save Transfer:
   • Click the purple Save button to create the transfer.
   • System will validate all information before saving.
   • Transfer will be created with the selected status.
3. Post-Save Actions:
   • Transfer appears in the stock transfers list.
   • Inventory levels are updated based on transfer status.
   • Notifications may be sent to relevant staff members.
   • Transfer can be tracked through its reference number.

9. Transfer Creation Best Practices #

• Plan Ahead – Create transfers during off-peak hours to minimize operational disruption.
• Verify Availability – Confirm stock availability at source location before creating transfer.
• Accurate Quantities – Double-check all quantities to avoid shortages or overages.
• Clear Documentation – Use detailed notes and remarks for smooth execution.
• Proper Authorization – Ensure transfers comply with company policies and approval requirements.
• Coordinate Timing – Align transfer timing with receiving location’s capacity and schedule.
• Consider Logistics – Factor in transportation time, costs, and special handling needs.
• Monitor Progress – Track transfer status and follow up on completion.

10. Common Transfer Scenarios #

11. Troubleshooting Transfer Creation #

12. Transfer Status Workflow #

1. Draft – Transfer created but not yet submitted for processing.
2. Pending – Transfer submitted and awaiting approval or processing.
3. Approved – Transfer approved and ready for execution.
4. In Transit – Items dispatched from source location.
5. Completed – Items received at destination and inventory updated.
6. Cancelled – Transfer cancelled before completion.

Select appropriate initial status based on your organization’s workflow requirements.

13. Integration with Other Systems #

• Inventory Management – Automatic updates to stock levels at both locations.
• Accounting Integration – Transfer costs and inventory valuation updates.
• POS Systems – Real-time availability updates for customer-facing systems.
• Reporting Systems – Transfer data feeds into operational and financial reports.
• Notification Systems – Automated alerts to relevant staff members.

14. Done! 🎉 #

You can now effectively create stock transfers to optimize inventory distribution, ensure product availability across all locations, and maintain efficient restaurant operations!