Overview

The NorthScope Inventory module Transfer transaction allows the user to record the transfer of inventory items from one site to another. In addition, the user can record the transfer of inventory items via an in transit site using the same transaction. The transfer of items using this transaction also allows the user to track warehouse lots and product ownership. Before the transaction is posted, it will updated the available lot balance of the item(s). Once the transaction is posted, it will update the on-hand lot balance of the item(s). Once the transaction is posted, it integrates to the host system as an Inventory Transfer transaction if the inventory transaction integration in the Company module is set to immediate or timed. 

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An Inventory Transfer transaction can be used to transfer inventory items' balance from one site to another. If the item is lot tracked and the production lot entered does not already exist, a new production lot will be created by the transaction. If the site is warehouse lot tracked and the warehouse lot entered does not already exist, a new warehouse lot will be created by the transaction. When the transaction is saved in a status less than Ready to Post, it will reduce the available balance of the From Site and will increase the available balance of the To Sitethe available balance of the To Site. If a Ship  Via site is selected, making this a two-part transfer, the Ship Via site will act as the To Site until the transaction is posted. Once the transaction is posted, the From Site's On Hand balance will decrease and the To Site's On Hand balance will increase. If a Ship  Via Via site is selected, making this a two-part transfer, a second transfer will be created to account for the transfer between the via site and the to site. This second transfer will be open, causing the Via Site's On Hand balance to increase and the Ship Via site will act as 's Available balance to decrease while the To Site until the transaction is posted's Available balance will increase. Once the transaction second transfer is posted, the From SiteShip Via site's On Hand balance Balance will decrease and the To Site's On Hand balance will increase. If a Ship Via site is selected, making this a two-part transfer, a second transfer will be created to account for the transfer between the via site and the to site. This second transfer will be open, causing the Via Site's On Hand balance to increase and the Ship Via site's Available balance to decrease while the To Site's Available balance will increase. Once the second transfer is posted, the Ship Via site's On Hand Balance will decrease and the To Site's On Hand balance will increase. Once the transaction is posted, it will be sent to the host system as a Transfer transaction if the integration is turned on. 

Step 1: Entering the Transaction in NorthScope

To create a new Transfer transaction in NorthScope, first expand the Inventory module. Then, click Transactions. This will open the Transactions list view. From the Transactions list view, click the New toolbar icon. This opens a drop-down menu, which displays all active inventory transaction classes for the user to select the transaction class for the transaction. Select any of the transfer transaction classes to open a blank Transfer type record view.  

Completing the header fields

To view the description of each of the Transfer's header fields, click here. 

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. Once the transaction is posted, it will be sent to the host system as a Transfer transaction if the integration is turned on. 

Step 1: Entering the Transaction in NorthScope

To create a new Transfer transaction in NorthScope, first expand the Inventory module. Then, click Transactions. This will open the Transactions list view. From the Transactions list view, click the New toolbar icon. This opens a drop-down menu, which displays all active inventory transaction classes for the user to select the transaction class for the transaction. Select any of the transfer transaction classes to open a blank Transfer type record view.  

Completing the header fields

To view the description of each of the Transfer's header fields, click here. 

• BOL: This text field allows users to enter a BOL ID for the transaction. It defaults to the transaction ID if an alternative BOL ID hasn't been entered.  Note: The maximum character limit for this field is 100 characters.
• Carrier: Allows users to select the carrier for the transfer transaction. This field is not required.
• Corrected From: This field displays the Transaction ID of the source transaction the correction is being made from. This field is only displayed when the transaction was corrected.  This field is for information only.
• From Site: This is the site from which the items are being transferred. Therefore, select the site where you would like inventory to decrease. 
• Received On: This field is only displayed when Ship Via site has been selected. Enter a date the transfer is reaching the final destination.
• Ship Via: This is the site via which the items are being transferred. This site acts as the transporter of the items. Therefore, if this site is selected the transfer becomes a two part transfer that will initially transfer the items from the From Site to the Ship Via site and then a second transfer will be created upon the posting of the first transfer that will transfer the items from the Ship Via site to the To Site. 
• Status
  • New - This is the default.
  • Approved - Used when there is a two-step process for finalizing transactions. Setting the status to “Approved” disables all editable fields except Status and Carrier. 
  • Ready to Post - Used when the user is ready to post the transaction. Setting the status to “Ready to Post” disables all editable fields.

• Note: Status can also be updated from the transactions List View via the Mass Update toolbar icon.

• To Site: This is the site to which the items are being transferred. Therefore, select the site where you would like inventory to increase. 
• Transferred On: This field defaults to today's date but can be edited. The date must reside within the most recently closed fiscal year or a later date. E.g. If Fiscal Year 2015 is the most recently closed year, then the date can be MM.DD.2015 or a later date, but it cannot be MM.DD.2014.

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Note: The Units and Weight values must both be positive and cannot be zero. 

Note: The Production Batch and the Warehouse Lot information doesn't need to be manually entered, if Allocate Item feature is used. The Warehouse Lot field is only required when the site is Warehouse Lot tracked.

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To allocate the units on the transaction, enter the appropriate quantity of units and/or weight to the Units / Weight fields. Allocation can be done using Units and/or Weight depending on the item configuration. Items that are managed by units only, have only the Units field editable. Items that are managed by Weight only, have only the Weight field editable. If the item is set to variable weight, both Units and Weight fields can be edited. Items that are not variable weight will automatically update Units or Weight column when a value has been entered to one of the fields.

Note: If more than one item is set to variable weight, both Units and Weight fields can be edited. Items that are not variable weight will automatically update Units or Weight column when a value has been entered to one of the fields.

Note: If more than one item is being allocated, click save after each allocation and verify that the Transaction Lines field is updated accordingly.

Users can also enter a gross weight for the transfer items on the Find Lots page. The gross weight column is not in the system view, but users can add it to the view from the column setup. When users enter the gross weight on the Find Lots page, the Gross weight field on the transaction record's items grid populates accordingly. Otherwise the gross weight on the items grid is calculated from the item's tare weight from the Item record. The gross weight column is not in the system view on the transaction record.

Once allocations are complete, click the Save toolbar icon and close the Allocate Item window or simply click Save & Close. The Production Batch and the Warehouse Lot (if the site is lot tracked) are now populated based on the information entered on the Find Lots window.

The Available Units of the Lot Balance is updated when the Allocation has been completed and the Record is Saved. Once the Record is Posted, the On-Hand Units of the Lot Balance is updated.

Editing Properties (Optional)

The Properties tab includes transaction settings and informational fields.

• Auto-Create New Lots: This field identifies if new lots can be created on the transaction or not. The value defaults from the transaction class properties, but the value is editable.   
• Negative Available Balances: This field identifies if the transaction can change the lot balances to negative or not. The value defaults from the transaction class properties, but the value is editable.  
• GL Date: This field defaults to the transaction date, but can be edited. The GL Date must be the same as the transaction date or a later date and the date must reside within an open fiscal period.
• Created by: This field displays the name of the user who created the transaction. This field is for informational use only and cannot be edited.
• Created Date: This field displays the date when the transaction was created. This field is for informational use only and cannot be edited.
• Last User: This field displays the name of the user who updated the transaction the most recently. This field is for informational use only and cannot be edited.
• Last Updated: This field displays the date when the transaction was updated the most recently. The field is for informational use only and cannot be edited.

Assigning the Attributes (Optional)

The Attributes tab on the Transfer transaction will include all User-Defined Attributes assigned to the Inventory - Transfer transaction.

To setup Attributes for the Transfer transaction, navigate to Company→User-Defined Attributes→Inventory→Transactions→Inventory - Transfer.

Assigning Shipment Details and Freight (Optional)

See Shipment Details user guide. 

Saving the transaction

Saving the Transfer transaction as New will create lots for items that are not assigned to an existing lot and will update the available lot balances of items assigned to existing lotsbeing allocated, click save after each allocation and verify that the Transaction Lines field is updated accordingly.

Users can also enter a gross weight for the transfer items on the Find Lots page. The gross weight column is not in the system view, but users can add it to the view from the column setup. When users enter the gross weight on the Find Lots page, the Gross weight field on the transaction record's items grid populates accordingly. Otherwise the gross weight on the items grid is calculated from the item's tare weight from the Item record. The gross weight column is not in the system view on the transaction record.

Once allocations are complete, click the Save toolbar icon and close the Allocate Item window or simply click Save & Close. The Production Batch and the Warehouse Lot (if the site is lot tracked) are now populated based on the information entered on the Find Lots window.

The Available Units of the Lot Balance is updated when the Allocation has been completed and the Record is Saved. Once the Record is Posted, the On-Hand Units of the Lot Balance is updated.

Editing Properties (Optional)

The Properties tab includes transaction settings and informational fields.

• Auto-Create New Lots: This field identifies if new lots can be created on the transaction or not. The value defaults from the transaction class properties, but the value is editable.   
• Negative Available Balances: This field identifies if the transaction can change the lot balances to negative or not. The value defaults from the transaction class properties, but the value is editable when the transaction status is New.   Note: If Sales Order allocation preferences are set to either “Available Only” or “Available and On Hand” and a Sales order has been allocated prior to a user updating the Inventory “Negative Available Balances”property, it is possible to draw the lots negative. 
• GL Date: This field defaults to the transaction date, but can be edited. The GL Date must be the same as the transaction date or a later date and the date must reside within an open fiscal period.
• Created by: This field displays the name of the user who created the transaction. This field is for informational use only and cannot be edited.
• Created Date: This field displays the date when the transaction was created. This field is for informational use only and cannot be edited.
• Last User: This field displays the name of the user who updated the transaction the most recently. This field is for informational use only and cannot be edited.
• Last Updated: This field displays the date when the transaction was updated the most recently. The field is for informational use only and cannot be edited.

Assigning the Attributes (Optional)

The Attributes tab on the Transfer transaction will include all User-Defined Attributes assigned to the Inventory - Transfer transaction.  Attribute values are editable for all transaction statuses.

To setup Attributes for the Transfer transaction, navigate to Company→User-Defined Attributes→Inventory→Transactions→Inventory - Transfer.

Assigning Shipment Details and Freight (Optional)

See Shipment Details user guide. 

Saving the transaction

Saving the Transfer transaction as New will create lots for items that are not assigned to an existing lot and will update the available lot balances of items assigned to existing lots.

Note: A message will be displayed to the user if lot balances are negative and a new transaction is created which would impact those balances positively, however the overall balances would still be negative.  For example, if the lot balance is -10 Cases and a Transfer transaction adds 5 Cases, the overall lot balance would still be negative. The following options are possible workarounds: 

•  Change the Transfer transaction's "Negative Available Balances" property to "Allowed"
•  Change the Transfer transaction to result in a zero or greater inventory balance.
•  Use Cycle Count feature to change inventory balance to zero or greater.

Step 2: Finalizing the transaction in NorthScope.

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