Transfers

Transfers let you move stock from one of your locations to another — for example, from your warehouse to a retail store. GoStock tracks the full journey: creating the transfer, scanning items as they leave the source, scanning again when they arrive, and recording any discrepancies along the way.

Creating a Transfer

1. Go to Transfers in the left navigation.
2. Click New Transfer.
3. Fill in the form:
   • Reference — An optional internal reference for this transfer (e.g. "TRF-May-22").
   • From Location — Where the stock is coming from.
   • To Location — Where the stock is going.
   • Notes — Optional notes about this transfer.
4. Add line items in the Transfer Lines section:
   • Search for a product by name or SKU in the autocomplete field.
   • Once you select a product, GoStock shows you how much of that product is available at the source location. If the available stock is zero, it shows in red.
   • If both locations are selected, GoStock also shows a Suggested Quantity based on your replenishment rules for the destination. Click Use Suggested to apply it automatically.
   • Set the Quantity for each line.
   • Click Add Line to add more products.
5. Click Save (the primary action button).

GoStock validates that the source and destination are different locations. If you try to transfer more than what is available at the source, you will see a confirmation warning — you can still proceed if needed.

tip

When you select a product, the available quantity shown is pulled live from the source location's current inventory. This helps you avoid transferring stock you do not have.

Transfer Statuses

Status	Meaning
Draft	Transfer created, not yet sent. Can be edited or cancelled.
In Transit	Transfer has been sent. Stock has left the source but has not arrived at the destination.
Completed	Transfer received at the destination. All quantities matched.
Completed with Discrepancies	Transfer received, but some quantities did not match what was sent.
Cancelled	Transfer was cancelled before receiving was completed.

Sending a Transfer

"Sending" in GoStock means scanning the items as they are physically packed and loaded at the source location. This confirms what actually left the source.

1. Open the transfer (status: Draft).
2. Click Send Transfer.
3. You are taken to the Send Transfer page, which shows a barcode scanner field and a progress table listing all items on the transfer.
4. Scan each item's barcode as you pack it. Each scan increments that item's scanned count. GoStock shows you a running count (e.g. "3 / 10") and a progress bar.
5. When all items are scanned, the Complete Send button becomes active.
6. Click Complete Send to finalise.

GoStock marks the transfer as In Transit, deducts the sent quantities from the source location's inventory, and returns you to the transfer detail page.

Your scanning progress is saved locally as you go. If you close the browser before completing, your progress is restored when you return to the send page.

note

The Complete Send button is only enabled once all items have been scanned. If you cannot scan a particular barcode, use the manual entry field — type the barcode and press Enter or click the submit button.

Receiving a Transfer

When the stock arrives at the destination, you scan items as you unpack them to confirm what actually arrived.

1. Open the transfer (status: In Transit).
2. Click Receive Transfer.
3. You are taken to the Receive Transfer page, which shows the same scanner interface.
4. Scan each item's barcode as you unpack the shipment. Each scan increments that item's received count.
5. If any items are missing or damaged, click Report Issue on that line (available once at least one unit of that product has been received). This opens the discrepancy modal — see the section below.
6. When you are done scanning (or have recorded all discrepancies), click Complete Receive.

GoStock will:

• Add the received quantities to the destination location's inventory.
• Compare sent vs. received quantities.
• Mark the transfer as Completed if everything matched, or Completed with Discrepancies if anything differed.

Scanning progress is saved locally as you go.

Handling Discrepancies

If something does not match — items are missing or arrived damaged — you can report it during receiving:

1. On the Receive Transfer page, click Report Issue next to the relevant line.
2. In the discrepancy modal, select the type:

Discrepancy Type	When to use
Missing	Items were sent but did not arrive
Damaged	Items arrived but are in unusable condition

3. Enter the quantity affected and add notes describing what happened (at least 10 characters required).
4. Click Submit.

The discrepancy is recorded against that transfer line. When you complete the receive, the transfer is marked Completed with Discrepancies. The discrepancy record stays on the transfer for audit and follow-up with your supplier or carrier.

note

GoStock adjusts inventory based on what was actually received, not what was sent. Discrepancy records are for your audit trail — they do not create separate inventory movements.

Editing a Transfer

Only Draft transfers can be edited.

1. Open the Draft transfer.
2. Click Edit (in the secondary actions).
3. You can change the source location, destination location, notes, expected arrival time (ETA), and line items.
4. Click Save Changes.

Once a transfer moves to In Transit, editing is locked. If you need to make corrections to a sent transfer, you would need to cancel it (if not yet received) and create a new one.

Cancelling a Transfer

You can cancel a transfer that is in Draft status:

1. Open the transfer.
2. Click More actions → Cancel transfer.
3. Confirm in the dialog.

GoStock returns you to the transfers list.

note

Only Draft transfers can be cancelled from the UI. Once a transfer is In Transit, cancelling is not available — if stock has left the source and is truly not going to arrive, you would need to create a transfer in the reverse direction to return the stock.

Completed transfers cannot be cancelled. To move stock back, create a new transfer in the opposite direction.

In-Transit Inventory

While a transfer is In Transit, the sent quantities are deducted from the source location's inventory. They are not yet added to the destination until the transfer is received and completed. This means:

• Your source location shows the reduced stock immediately when the transfer is sent.
• Your destination location does not show the incoming stock until you complete the receive.
• Reports and inventory views reflect this in-transit state accurately.