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Stock transfers

A stock transfer moves parts from one location to another — warehouse to warehouse, warehouse to technician van, or van to warehouse. Every transfer is tracked with a full audit trail so you always know where your inventory is and who moved it.

Enterprise feature

Stock transfers are available exclusively on the Enterprise plan. Compare plans to learn more.

Why transfers matter

Field service operations involve constant inventory movement. Without tracked transfers, parts go missing, counts drift, and technicians arrive on-site without the materials they need. Stock transfers give you:

  • Accountability — every transfer records who initiated it, when, and why.
  • Accurate stock levels — source and destination quantities update automatically.
  • Status visibility — track whether a transfer is pending, in transit, or completed.
  • Audit compliance — a permanent history of all inventory movements.

Creating a transfer

  1. Navigate to Inventory → Transfers in the sidebar.
  2. Click New Transfer.
  3. Select the source location (the warehouse or van sending the parts).
  4. Select the destination location (the warehouse or van receiving the parts).
  5. Add one or more parts and specify the quantity for each.
  6. Optionally add a note describing the reason for the transfer.
  7. Click Submit Transfer.
Field Description Required
Source location The warehouse or van the parts are leaving Yes
Destination location The warehouse or van the parts are going to Yes
Parts One or more parts to include in this transfer Yes
Quantity The number of units for each part Yes
Notes Optional reason or context for the transfer No

Transfer multiple parts at once

You can add several parts to a single transfer request. This is faster than creating separate transfers for each part.

Transfer statuses

Each transfer moves through a series of statuses from creation to completion.

Status Meaning
Pending The transfer has been created but parts have not left the source location yet
In Transit The parts have been dispatched and are on their way to the destination
Completed The destination has received and confirmed all parts
Cancelled The transfer was cancelled before completion 
Pending → In Transit → Completed
   ↓
Cancelled

Stock deduction timing

Stock is deducted from the source location when the transfer moves to In Transit. Stock is added to the destination when the transfer is marked Completed.

Marking a transfer in transit

Once the parts are physically on their way:

  1. Open the transfer from Inventory → Transfers.
  2. Click Mark In Transit.
  3. The source warehouse's stock levels decrease immediately.

Receiving a transfer

When parts arrive at the destination:

  1. Open the transfer.
  2. Verify the parts and quantities received.
  3. Click Mark Completed.
  4. The destination location's stock levels increase immediately.

Always verify before completing

Count the physical parts before marking a transfer as completed. If quantities don't match, note the discrepancy and adjust stock levels manually through the warehouse's stock adjustment feature.

Cancelling a transfer

You can cancel a transfer only while it is in Pending status — before parts have been dispatched.

  1. Open the pending transfer.
  2. Click Cancel Transfer.
  3. Confirm the cancellation.

If a transfer is already In Transit, you cannot cancel it. Instead, create a return transfer to send the parts back to the source.

Transfer history

Every transfer is permanently recorded. To review past transfers:

  1. Go to Inventory → Transfers.
  2. Use the filters to narrow by date range, source, destination, or status.
  3. Click any transfer row to view its full details — including who created it, status changes, and timestamps.

The transfer history also appears in the reports & audits section for broader analysis.

Frequently asked questions

Can I transfer parts directly between two technician vans?

Yes. Select one technician's van as the source and another's as the destination. This is useful when technicians meet in the field to share parts.

What happens if a part runs out of stock at the source?

The system prevents you from transferring more units than are currently available at the source location.

Can I edit a transfer after creating it?

You can modify a transfer only while it is in Pending status. Once moved to In Transit, no changes are allowed.

Who can create transfers?

Owners and dispatchers can create and manage transfers. Technicians can request transfers through the mobile app, which dispatchers then approve.