Stock transfers between shops and branches

The short answer

Sending starts in Stock: Select → goods and quantities → Continue → which branch → Send.
The goods leave your stock at once and stay “in transit” until they are accepted.
In the receiving branch: Stock → Transfers → Pending — enter what actually arrived on each line and tap Accept or Reject.
If less arrives, the shortage is recorded as a loss and the sender sees it. If the transfer is rejected or cancelled, the goods go back to the sender’s stock.
Batches, cost prices and expiry dates travel with the goods.

Selecting goods to send to a branch on the Stock screen — **Picking goods**“Select” in Stock: tick the goods to send and set each quantity — scanning a code works too.

The send sheet with the receiving branch and the list of goods — **Sending to a branch**Which branch, which goods and a note. After “Send” the goods leave your stock and are “in transit”.

The receiving screen showing quantities sent and received — **Receiving**Each line shows the quantity sent and received and which product card it goes into. Below: Accept and Reject.

The transfers list with Pending, Sent and History tabs — **Transfers**“Pending”, “Sent” and “History”: each transfer’s status, who sent it and who accepted it.

These screenshots come from a demo shop: the products, staff and amounts in them are invented. The screens themselves look exactly like this.

Step by step

Pick

Tap Select in Stock: each item gets a tick box and a quantity that cannot exceed its stock. Scanning a code ticks the item or adds one to its quantity.

Send

Continue → the receiving branch, the list and an optional note → Send. The goods leave your stock and the transfer sits under Sent as “In transit”.

The receiver sees it

In the receiving branch the Transfers button in Stock shows how many are waiting; the owner and staff with the right permissions also see it in notifications.

Count and check

Each line shows the quantity sent and you enter what arrived (usually the same number). The app suggests which product card it goes into — “Existing: … · stock N” or “A new product will be created” — and Change lets you pick another.

Confirm

Accept adds the goods to stock; if anything is short the app asks you to confirm first. Reject asks for a reason and returns the goods to the sender. While nothing has been accepted yet, the sender can Cancel the transfer.

Which product card the goods land in

Every branch has its own product cards, so at receiving time the app looks for the matching one itself.

Search order: first the card this item went into on earlier transfers, then the barcode, then the central catalogue, then the exact name (with the same unit). If nothing matches, a new card is made.
A new card gets the name, unit, cost, selling price, section, photo, warranty, low-stock threshold, any barcodes still free in this shop, plus karat and weight for jewellery, size for clothing and the IMEI for phones (if free).
The scale number (PLU), discount and supplier are not copied. If the barcode is taken, a new in-store code is issued and the app reminds you to print a label.
Added to an existing card, the goods leave its selling price alone — each branch sets its own. The cost price is filled in only if the card had none.
Single items (jewellery, phones) are never merged into a card that still has stock, nor into another item’s card when the karat, weight, size or IMEI differ. For clothing, the size is part of the item.

Stock, batches and money stay straight

Goods leave the sender’s stock in the same order as a sale — from the batches nearest to expiry first — and each batch travels with its own cost and expiry date.
On a partial acceptance the part with the nearest expiry is taken in; the shortage is counted against the last part.
On rejection or cancellation the goods return to their original batches.
Totals are shown at selling prices; the cost-price total appears only for people with the “See cost price” permission.
You cannot send more than is in stock — even where selling into negative stock is switched on.
An item in an unaccepted transfer cannot be deleted and its unit cannot be changed.

Who sends and who receives

Sending and cancelling

The owner, or staff with the “Send goods to a branch” permission. The new permission is not in the ready-made sets — the owner switches it on for whoever needs it.

Accepting and rejecting

In the receiving branch: the owner or staff with the “Receive goods (goods-in)” permission. Without the right to create products, staff pick an existing card or leave the acceptance to the owner.

Viewing

Staff with stock access see their own branch’s transfers. The owner can open any transfer in the group; each one records who sent it and who accepted it.

Transfers and stocktaking

Goods in transit are in neither shop’s stock, so do not count them — or they will be counted twice. The stocktake screen warns you about unfinished transfers; it is best to finish them first. An item marked in a count cannot be sent or received until the count is done. The counting routine is in the stocktaking guide. Every transfer also shows up in the app’s notifications.

What this section does not do

We say it plainly up front, so there is no “but I thought it did that” later.

No printable waybill — the transfer lives in the app as a screen.
No Telegram message is sent about transfers — they appear only in the in-app notifications.
An accepted transfer cannot be undone — send a transfer back to return the goods.
You cannot accept more than was sent — any extra is entered as normal goods-in.
Only within your own group: you cannot send to another owner’s shop or to a closed or blocked branch.
The value of goods in transit is not shown separately in the stock totals.
Neither sending nor receiving works without an internet connection.

Questions about transfers

When do sent goods appear at the receiving branch?

Only once Accept is tapped. Until then the goods are in transit: gone from the sender’s stock and not yet in the receiver’s.

What if less arrives?

Enter what arrived and accept; the app asks you to confirm the shortage. It is recorded as a loss — the goods have already left the sender — and shows in the transfer and in the sender’s notifications. If the goods never arrived and should go back, tap Reject.

I sent it to the wrong branch — now what?

If it has not been accepted, open it under Sent and tap Cancel transfer — the goods come back to your stock. If it was already accepted, that branch sends the goods back to you with a new transfer.

What price does received stock get?

A new card takes the sender’s selling price and the cost from the transfer. Added to an existing card, its selling price stays the same and the batches come in at their own cost, so profit is still calculated correctly.

Is there a waybill?

There is no printable waybill. The transfer opens in the app: every line, the quantities sent and received, the totals, and who sent and accepted it — all on one screen.

Can goods go main shop → branch and branch → main shop?

Yes, between any open shops in the group: main shop to branch, branch to main shop, and branch to branch. More about branches on their own page.

Stock transfers between branches: send, then receive