Inventory Management
Stock Transfers: Guide
Everything about stock transfers in one place: what they are, how to create, dispatch and receive them, how to search for them, how to fix mistakes, and answers to common questions.
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About
Stock transfers let you record stock moving between your sites in Cinchio Back Office, so stock levels stay accurate at both ends. You can add a transfer reason to explain why stock is being moved.
What you can transfer
Supplied products
Your core inventory items.
Recipe batches
Recipe products with batch counting turned on.
Preparation and Made products
Products used with product preparations.
Stock transfer states
Preparation
Created and can be edited by either site.
Dispatched
Sent, and stock has gone down at the sending site.
Received
Received, and stock has gone up at the receiving site.
Completed
The stock period it falls in is complete. Only if you use periods.
Reporting
Setting up
Ready to start?
Go to the Create tab.
Create
Set up a transfer between two sites and add the products being moved. Either the sending site or the receiving site can create it.
Your site must be involved
The site you're logged in to must be either the From Site or the To Site.
External transfers
If it's turned on for your site, you can also transfer to or from External.
Steps
1
Start a new transfer
Go to Inventory Management > Transfers > Transfers and select New Transfer.
2
Choose a template (optional)
If you want to, choose a transfer template to fill in the products. Then select Create Transfer.
3
Fill in the transfer details
Fill in:
The site sending the stock.
The site receiving the stock.
A description of the transfer.
Optionally, a transfer reason for reporting.
4
Add the products
If you chose a template, its products are already listed, and you can change or remove them. To add another, select New Transfer Item and fill in the new row:
The product to transfer.
How much is being transferred, in the quantity fields for the sizes you need.
5
Save it
Select Save.
The transfer is ready for the sending site to dispatch it.
Dispatch
The sending site dispatches the transfer once the stock has left, taking it off their stock on hand.
Not received yet
Stock on hand at the receiving site doesn't go up until that site receives the transfer.
Steps
1
Open the transfer
Log in to the sending site and go to Inventory Management > Transfers > Transfers. Find the transfer and select Edit.
2
Enter when it left
Check the transfer details are right, and enter:
When the stock left the site.
3
Check the products
Check the products and quantities. You can change or remove lines, or add new ones.
4
Dispatch it
Select Dispatch.
The transfer is Dispatched and stock on hand goes down at the sending site.
Receive
The receiving site receives the transfer once the stock arrives, adding it to their stock on hand.
Something doesn't match?
The receiving site can't change products or quantities. The sending site must roll back the transfer and make the agreed changes before you receive it.
Steps
1
Open the transfer
Log in to the receiving site and go to Inventory Management > Transfers > Transfers. Find the transfer and select Edit.
2
Enter when it arrived
Check the transfer details are right, and enter:
When the stock arrived at the site.
3
Check the products
Check the products and quantities are right. If they aren't, stop here and ask the sending site to roll the transfer back.
4
Receive it
Select Receive.
The transfer moves to Received, stock on hand goes up at the receiving site, and both sites are done.
Search
Find stock transfers by site, state or date.
Shown straight away
When you open Inventory Management > Transfers > Transfers, transfers in Preparation or Dispatched created in the last 30 days are already listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH:
Transfers sent from these sites.
Transfers sent to these sites.
Transfers currently in these states.
Transfers with a date in this range.
What's shown
The site sending the stock.
The site receiving the stock.
The transfer's total cost, based on each product's latest cost at the sending site.
When the transfer was dispatched.
When the transfer was received.
The transfer's current state.
The transfer's description.
Roll back
Undo a receive or a dispatch so the transfer can be corrected. A transfer goes back one step at a time, and each step is done by a different site.
Received
The receiving site undoes the receive.
Dispatched
The sending site undoes the dispatch.
Preparation
The transfer can be fully edited again.
You can only roll back a transfer if
You have the rights
Your user role must allow it. Find out how user role rights work.
You're at the right site
The receiving site undoes a receive. The sending site undoes a dispatch.
Its period is open
If you use stock periods, the transfer must be in an open period at both sites.
Where is the transfer now?
Received
This takes the transfer back to Dispatched.
1
Log in to the receiving site.
2
Go to Inventory Management > Transfers > Transfers, find the transfer and select EDIT.
3
Select UNDO RECEIVE and confirm.
The transfer is back in Dispatched.
Need to change products or quantities?
Some changes can't be made in Dispatched. Ask the sending site to undo the dispatch too.
Dispatched
This takes the transfer back to Preparation.
1
Log in to the sending site.
2
Go to Inventory Management > Transfers > Transfers, find the transfer and select EDIT.
3
Select UNDO DISPATCH and confirm.
The transfer is back in Preparation and can be edited.
Delete
Remove a stock transfer you no longer need.
You can only delete a transfer if
You have delete rights
Your user role must allow it. Find out how user role rights work.
It's in Preparation
If it's been dispatched or received, roll it back first.
This can't be undone
Deleting a transfer is permanent. It can't be recovered.
Steps
1
Go to Inventory Management > Transfers > Transfers, find the transfer and select Edit.
2
Select Delete and confirm.
The stock transfer is deleted.
FAQs
Frequently asked questions
Can I see stock on hand in stock transfers?
Yes. If Stock On Hand Visibility is turned on for your company, each product in a transfer shows its current stock on hand at the sending or receiving site.
Can I transfer to or from a site that doesn't use Cinchio?
Yes. By default you can only transfer between sites in Cinchio Back Office, but you can let a site transfer to or from External too. Its stock on hand then goes up or down when stock moves in or out from outside the business. You turn this on for each site.
1
Log in to the site that needs external transfers.
2
Go to Company Settings > Site Setup > Sites.
3
On the Inventory Management tab, set Allow External Transfers to Yes.
4
Select SAVE SITE.
Tip: track why
If you use external transfers a lot, transfer reasons help you keep track of them. You can even make reasons required for external transfers only.
What types of product can be transferred?
When you create a stock transfer, you can choose these inventory products:
Supplied products
All of them.
Recipe products
Only those with Allow Batch Counting turned on.
Preparation and made products
Products used by product preparations.
How recipe transfers work
When you transfer a Recipe product, it's actually the Supplied ingredients behind it that move, in proportion to the recipe.
Troubleshooting
The product I need to transfer isn't listed
Only some products can be transferred. See what types of product can be transferred.
You can type any part of the product name to search the list. If you still can't find the product, contact your company's Inventory Management administrator.