Creating Inventory Transfers in Qoyod: Temporary Account Setup, Save Options, Project Linking, Status Tracking, and PDF Export

The Stock Transfer feature is used to transfer products and quantities between locations (warehouses/branches) within the same establishment, while accurately recording the accounting and inventory impact, and ensuring quantities are neither lost nor duplicated during the transfer process.

The system supports:

• Immediate transfer

• Or transfer that takes time (goods in transit)

With complete status tracking and permissions management.

First: Accessing Stock Transfer

To create a stock transfer operation:

1. Go to Products and Costs from the dropdown menu and then click on Products and Costs.

2. Select Stock Transfer from the top options.

3. Click on Create Stock Transfer.

Second: Stock Transfer Operation Details

When creating a stock transfer, you must fill in the following information:

• From Location: The location from which goods will be sent.

• To Location: The location to which goods will be received.

• Temporary Transfer Account: The account in which goods are recorded during the transfer period (e.g., goods in transit).

• Products and Quantities:
  Add the products to be transferred and the required quantities.
  You can add multiple products using the Add More option.

• Additional Information (Optional):

  • Link the transfer to a specific project.

Third: Stock Transfer Save Options

When saving a stock transfer operation, three options are available, each with different behavior:

1️⃣ Save as Draft

• Status: Draft only.

• Accounting Impact: No accounting impact.

• Inventory Impact: No quantities are deducted or added.

• Use:
  When you need to review the information or are not ready to send.

You can edit or delete the draft.

2️⃣ Send

This option is used when:

• Goods are sent

• But will take time to arrive at the other location

What happens when you send?

• The quantity is deducted from the sending location.

• Goods are recorded in the temporary transfer account.

Accounting Impact:

• An automatic accounting journal entry for the goods transfer is created from the inventory account (sending location) to the temporary transfer account, which can be viewed by going to Reports and then the Journal Ledger report.

✓ Temporary transfer account balance increases
✓ Sending location inventory decreases

Inventory Impact:

• When reviewing the Product Locations report:

  • You will notice a decrease in the number of units at the sending location

Operation Status:

• The stock transfer status shows: In Progress

Complete the Operation (Receipt)

When goods arrive at the receiving location:

1. Go to the Stock Transfer page.

2. Click Receive next to the transfer operation.

What happens when you receive?

• An automatic accounting journal entry in the Journal Ledger report for the goods transfer is created from the temporary transfer account to the inventory account of the receiving location

• The number of units at the receiving location increases.

• The transfer status changes to: Received.

3️⃣ Send and Receive

This option is used when:

• The transfer is instantaneous

• And there is no actual transfer time (for example, within the same location)

Accounting Impact:

Two automatic accounting journal entries are created:

1. Transfer goods from the sending location inventory to the temporary transfer account.

2. Transfer goods from the temporary transfer account to the receiving location inventory.

Result:

• Deduction and addition occur at the same moment.

• The operation does not remain in “In Progress” status.

Fourth: When to Use Each Option

• Save as Draft:
  When you are not ready or need to review the information.

• Send:
  When there is actual transfer time (shipping, vehicle, mobile inventory).

• Send and Receive:
  When transfer is instantaneous without time.

Fifth: Permissions and Location Control

Visibility of Stock Transfer Operations

• Users only see transfer operations linked to locations they have permissions for.

• If they have permission for the sending or receiving location:

  • The transfer operation will appear to them.

Executing Receipt

• A user can execute receipt only if:

  1. The receiving location is within their permissions.

  2. They have permission to approve stock transfers.

Enabling Approval Permission:

1. Settings → Users.

2. Manage Positions.

3. Edit the user’s position.

4. Enable the Approval option next to the Stock Transfer item.

Managing Location Permissions:

• Settings → Users.

• Edit User.

• Select locations from the Locations field.

Sixth: Quantity Verification

• You cannot transfer a quantity greater than available.

• If you attempt to:

  • An alert appears: Insufficient Quantity

• The system does not allow negative inventory balances.

Seventh: Edit or Delete Stock Transfer

Editing

• You can edit only if the status is Draft.

• You cannot edit if the status is:

  • In Progress

  • Received

Deletion or Correction

• You can delete a transfer operation using the “Delete” option next to the stock transfer.

• Or correct the error by:

  • Executing a reverse stock transfer to return goods to the original location

  • Then creating the correct transfer operation.

Eighth: Linking Stock Transfer to a Project

You can link a stock transfer operation to a specific project in order to:

• Monitor project consumption

• Analyze costs accurately

• Improve project-related reports

Ninth: Stock Transfer Statuses

• Draft: No accounting or inventory impact.

• In Progress: Goods are in the temporary transfer account.

• Received: Goods have been added to the receiving location.

Tenth: Important Notes

• You cannot export all stock transfer operations at once.

• You can export each operation individually to PDF from the Download PDF icon.

• If not all locations appear:

  • Check the user’s location permissions.

• You can view the training course that explains how to transfer stock.

Keywords for inquiry:

• How can I transfer a product from one location to another?

• Stock was transferred from one branch to another, how do I receive it at the other branch

• How do I transfer goods from one warehouse to another?

• I want to transfer an item from the main branch to a second branch

• What is the process for transferring inventory within the same establishment?

• I need to transfer a quantity of a specific product from one location to another

• How do I handle transferring goods from one place to another?

• I want to perform an internal product transfer

• Can you help me transfer products between warehouses?

• How can I add a stock transfer operation?

• Where do I find the option to create a stock transfer?

• I want to transfer goods from one location to another, what are the steps?

• How to execute a stock transfer within the system?

• How do I perform a stock transfer between two locations?

• I have a stock transfer and it’s not being accepted, what is the procedure?

• I need to send goods from one branch to another, how do I start?

• I have a stock transfer and it’s not being accepted

• How do I use the “Send and Receive” option in transfers?

• Can you explain how to link the transfer to a specific project?