Transfers and unmet demand

Move stock between your own locations, and chase up dispatches that arrived short.

A transfer moves stock between your own locations — almost always warehouse → outlet, though any location can send to any other. Unlike a purchase order there’s no vendor involved: stock leaves one of your locations and arrives at another. Kitchen output travels the same way — when the warehouse receives a kitchen dispatch, the app automatically creates the onward warehouse → outlet transfer for the outlet that asked for it.

Note: New to the terms here (transfer, GRN, variance, average cost)? See the Glossary.

Create and dispatch a transfer

1. Open Transfers and tap New transfer.
2. Check Send from. Outlet staff always send from their own outlet; managers and owners pick the source location, which defaults to the warehouse.
3. Pick the destination under Send to.
4. Find the items: switch between the Raw, Semi-Raw, and Finished tabs, search, or filter by category. Add items with the + button — each line shows the on-hand quantity and you can’t send more than the source holds.
5. Tap the review bar, check the lines in Review transfer, and add a transfer note if useful (for example “covering their shortfall for the weekend”).
6. Warning: sending dispatches immediately, and the stock leaves the source’s on-hand the moment you confirm. Tap Send to [destination] when you’re sure. A draft raised for you, rather than one you are sending by hand, waits in the dispatch tray instead.

The transfer now shows as In Transit, and it also appears under In Transit on the Orders page alongside sent POs, so everything physically moving sits in one list.

A transfer’s statuses in plain words: Draft (created but not yet dispatched — usually the auto-created kitchen forwarding, which the warehouse dispatches with one tap), In Transit (on its way), Received (confirmed at the destination), Cancelled (a draft that was retired before any stock moved), Merged (a draft that was folded into another one).

The dispatch tray

Drafts wait in Dispatch, the warehouse’s tray of everything queued to go out. From there you send one with Dispatch, or several at once with Dispatch all or Dispatch selected.

Editing a dispatch quantity

A draft’s quantities can be changed before it leaves, from the tray’s drawer or the transfer’s own page. The figure carries a dotted underline; click it and it becomes a field. Type in the unit the line reads in, and only that line changes.

The rules:

• Drafts only. A transfer that has already left says so: its quantities are fixed.
• The sending location only. A manager at the destination can see the field and is told why it will not take: only the sending outlet changes these.
• You cannot send more than the source actually holds, and the refusal names how much is short.
• Zero removes the line, and a transfer emptied to nothing is cancelled rather than dispatched empty.

The confirmation tells you what your edit did rather than guessing: how much went back onto the requisition as still-owed, how much came off its hold, or how much rides along as surplus.

Merging drafts

Two or more drafts headed to the same place can be folded into one. Tick them in the transfers list and a bar appears saying how many you have picked and where they are going. Merge into one transfer mints a fresh transfer holding the lot, and marks the originals Merged; each of those rows then carries a chip that opens the survivor.

Merging does not dispatch. It consolidates into one draft, and sending stays the deliberate second step.

It is refused, with the reason named, when you pick fewer than two, when one has already left, or when they ship from different sources or head to different destinations. Your selection is kept so you can drop the odd one out and try again.

Receive at the outlet

Incoming transfers appear in the outlet’s Ready to Receive list on the GRN screen. Open the delivery and confirm it line by line — the full sent quantity is pre-filled, so you only edit lines where the count differs. The mechanics are the same as any other receipt: see Confirm GRN.

When less arrives than was sent

If you receive a line short, just enter what actually arrived — the line shows Short by the difference and the shortfall is recorded as an in-transit variance for your manager to follow up.

For warehouse → outlet transfers, a short receipt also raises a Short Supply Note automatically, so the missing quantity is never silently forgotten.

The Unmet demand page

Unmet demand is the warehouse’s queue of what has not been sourced: requisition lines with nowhere to come from, and dispatches an outlet received short of, in one list. Warehouse managers see their own warehouse’s. Each row shows the note number, the route, how many items were short, and when it was raised.

Across selected rows you can dispatch from warehouse, raising draft transfers, or order from one vendor, placing a purchase order.

Open a note to see each line’s Ordered, Received, and Short quantities, then close it out one of two ways:

• Re-dispatch balance — creates and sends a fresh transfer for the missing quantity. The note becomes Resupplied.
• Short-close — the warehouse accepts the shortfall and the outlet will not receive the balance. A reason is required for the record (for example “Vendor stockout; will re-order next cycle”). The note becomes Short-closed.

Warning: both actions are final — once a note is resupplied or short-closed it can’t be reopened.

Where transfers show up in stock

• On dispatch — the source location’s on-hand goes down straight away.
• On receipt — the destination’s on-hand goes up with what was confirmed.
• Value — transfer lines are costed at the item’s average cost; the transfer note shows the total value moved. No money changes hands — it’s the same stock, at the same cost, in a different place.