Transfers and short supplies

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

Open Transfers and tap New transfer.
Check Send from. Outlet staff always send from their own outlet; managers and owners pick the source location, which defaults to the warehouse.
Pick the destination under Send to.
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.
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”).
Warning: sending dispatches immediately — there is no separate dispatch step, and the stock leaves the source’s on-hand the moment you confirm. Tap Send to [destination] when you’re sure.

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).

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 Short supplies page

Short supplies is the warehouse’s queue of open notes — dispatches an outlet received short of. Warehouse managers see their own warehouse’s notes; each row shows the note number, the route, how many items were short, and when it was raised.

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.