Transfer
The Transfer module of Venue Inventory is where item transfers for venues originate. This module pulls and shares data with other Xenial Cloud services such as Data Management and Xenial Cloud Portal.
Transfer Permissions
→ →
The Transfer module has the following permissions:
Permission | Description |
|---|---|
View | View transfer |
Add | Create a new transfer |
Edit | Edit an existing transfer |
Void | Void a completed transfer |
For information on Roles and assigning Permissions, see Roles and Define Role Permissions..
Transfer Types
→ → →
Transfer types are as follows:
Transfer Type | Description |
|---|---|
Pre-Event | Transfer originates prior to the event When an event starts:
|
During Event | Transfer originates during the event |
Outside of Event | Transfer originates outside of a scheduled event |
Transfer List
→ → →
From the Transfer List:
View a list of all existing transfers.
Search and sort transfers.
Refresh the transfer list.
Arrange columns by dragging and dropping the column.
Select a transfer directly to edit.
Create a Pre-Event to replenish the last event with Auto Restock.
Export a blank transfer form with Print Sheets.
The Transfer List displays:
List Header | Description |
|---|---|
Transfer Date | Date of transfer. |
Transfer ID | Assigned ID. |
From (Name) | Site name of the sending location. |
From (ID) | Site ID of the sending location. This column is hidden by default. |
To (Name) | Site name of the receiving location. |
To (ID) | Site ID of the receiving location. This column is hidden by default. |
Type of transfer. | |
Event | The event name. |
Status of the transfer. | |
Time Created | Date or date range for the time that the transfer was created. |
Source | Transfer source. |
Note
When editing a transfer, items can be located by scanning the item's UPC Code. See Configure Inventory Item UPC Code for steps to configure UPC codes.
Transfer Group List
→ → →
From the Transfer Group List:
View a list of all existing transfer groups.
Search and sort transfer groups.
Create a new transfer group.
Refresh the transfer group list
Arrange columns by dragging and dropping the column.
Select a transfer group directly to edit.
Create a Pre-Event to replenish the last event with Auto Restock.
Export a blank transfer form with Print Sheets.
The Transfer Group List displays:
List Header | Description |
|---|---|
Name | Transfer group name. |
Date | Date of transfer. |
From (Name) | Site name of the sending location. |
From (ID) | Site ID of the sending location. This column is hidden by default. |
Type | Type of transfer. |
Event | The event name. |
Received Cost | Cost of received items. |
Request Cost | Cost of requested items. |
Reversed Cost | Cost of reversed items. |
Time Created | Date or date range for the time that the transfer was created. |
Note
When editing a transfer group request, items can be located by scanning the item's UPC Code. See Configure Inventory Item UPC Code for steps to configure UPC codes.
Transfer Group Template List
Portal → 4-Dot Menu → Venues Inventory → Transfers
From the Transfer Group Template List:
Search and sort transfer group templates.
Create a new template.
The Transfer Group Template List displays:
List Header | Description |
|---|---|
Template Name | Transfer group template name. |
Transfer Group Name | Transfer group name. |
From (Name) | Site name of the sending location. |
From (ID) | Site ID of the sending location. |
Type | Transfer group type. |
Create New Transfer Group
→ → →
To create a new transfer group:
From Transfers, select Transfer Group List.
From Transfer Group List, select New Transfer Group.
From the Create New Transfer Group popup, define the following required fields:
Field Name
Description
Type
Select from the following transfer types:
Pre-Event - Requires Pending Events.
During Event - Requires Open Events.
Outside of Event - Does not require an event.
Event
Select the event from the dropdown menu.
Note
This field is not required for an Outside of Event transfer.
From
Select the site of the sending location.
Date
From the calendar icon, select the transfer date.
From Create New Transfer Group popup, select Continue.
For a Pre-Event transfer:
From General, scroll to Transfer Destinations and select Add Site(s).
From the Site Selector popup, select the site from the From field in the New Transfer Group, and select Select Site(s).
From the Transfer Details page, review and update Item List as needed.
From the the upper-right corner of the Transfer Details page, select Save to save the Item List and add it to the New Transfer Group. The event status is Pending. To reject or cancel the event, the status must be changed to Open.
For a During Event transfer:
From General, scroll to Transfer Destinations and select Add Site(s).
From the Site Selector popup, select the site from the From field in the New Transfer Group, and select Select Site(s).
From the Transfer Details page, review and update Item List as needed.
From the the upper-right corner of the Transfer Details page, select Save to save the Item List and add it to the New Transfer Group. The event status is Open.
For an Outside of Event transer:
From General, scroll to Transfer Destinations and select Add Site(s).
From the Site Selector popup, select the site from the From field in the New Transfer Group, and select Select Site(s).
From the Transfer Details page, review and update Item List as needed.
From the the upper-right corner of the Transfer Details page, select Save to save the Item List and add it to the New Transfer Group.
Incomplete Transfers
Portal → 4-Dot Menu → Venues Inventory → Transfers
From Incomplete Transfers:
Search and sort events.
Select an event.
Incomplete Transfers displays:
List Header | Description |
|---|---|
Date | Date of transfer. |
ID | Assigned ID. |
From (Name) | Site name of the sending location. |
From (ID) | Site ID of the sending location. |
To (Name) | Site name of the receiving location. |
To (ID) | Site ID of the receiving location. |
Type | Type of transfer. |
Event | The event name. |
Status | Status of the transfer. |
Note
From the incomplete transfer Item List, items can be located by scanning the item's UPC Code. See Configure Inventory Item UPC Code for steps to configure UPC codes.
Historical Quantities
Portal → 4-Dot Menu → Venues Inventory → Transfers → Select Site and Event
Historical Quantities lists the historical transfer quantity (Transfer Qty) and physical quantity (Physical Qty) data of the inventory items at the selected site. Use this feature to create a new transfer from either Transfer Qty or Physical Qty.
Historical Quantities displays:
List Header | Description |
|---|---|
Item Name | Name of item. |
Measure | Unit of measurement associated with the item. |
Transfer Qty | Transfer quantity amount. |
Physical Qty | Physical quantity amount. |
Transfer Request List
→ → →
From the Transfer Request List:
View a list of all existing transfer requests.
Search and sort transfers.
Refresh the transfer list.
Arrange columns by dragging and dropping the column.
Select a transfer directly to edit.
Use the Action dropdown to
Submit the transfer request.
Cancel the transfer request.
Print the transfer request.
Export a PDF of the transfer request.
Print a written sheet for the transfer request.
View pending transfer request alerts. For more information on pending request alerts, see Inventory Transfer.
The Transfer Request List displays:
List Header | Description |
|---|---|
Date | Date of transfer request. |
ID | Assigned ID. |
From (Name) | Site name of the sending location. |
From (ID) | Site ID of the sending location. This column is hidden by default. |
To (Name) | Site name of the receiving location. |
To (ID) | Site ID of the receiving location. This column is hidden by default. |
Event | The event name. |
Status of the transfer request. | |
Time Created | Exact date and time that the transfer request was created. |
Time Sent | Exact date and time that the transfer request was sent. |
Source | Transfer request source. |
Note
When editing a transfer request, items can be located by scanning the item's UPC Code. See Configure Inventory Item UPC Code for steps to configure UPC codes.
Transfer Request List: Indicator Configuration
→ → → → → → →
To configure indicators for the Transfer Request List:
From the Back Office dropdown menu, select Inventory Transfer.
From the Inventory Transfer dropdown menu, toggle Yes for the Pending Request Alert to color code alerts for pending inventory transfer requests.
From the Inventory Transfer dropdown menu, set the amount of minutes for the Alert Color Change Timeout field. The default value is 30 minutes.
From the upper-right corner of Default Company Preferences, select Apply to save the configuration settings.
For additional information on Inventory Transfer configuration settings, see Inventory Transfer.
Transfer Statuses
→ → →
Transfer statuses are as follows:
Status | Description | Actions |
|---|---|---|
Open | Saved transfer request, not yet submitted |
|
Open (draft) | A special state for External Application transfer requests only. The save transfer request, not yet submitted by the point-of-sale (POS) device. |
|
Pending | Submitted transfer request, items not yet received |
|
Completed | Submitted transfer transfer request, received items |
|
Canceled | Canceled transfer request |
|
Void | Voided transfer request |
|
Create New Transfer
→ → →
To create a new transfer:
Navigate to Venues Inventory.
From the menu on the left, select → .
From the upper-right of the Transfer List, select New Transfer.
From the Transfer Type menu, select the transfer type.
For additional information, see Transfer Types.
From the lower-right of the Transfer Type menu, select Continue.
Alternatively, select Cancel.
If applicable, from the Event dropdown, select the event.
The Event dropdown does not appear for all transfer types.
To the right of the Transfer Date field, select the calendar to choose the transfer date.
Alternatively, select the transfer date field to manually type the date.
This field is locked for the transfer type of During Event Transfer.
From the Create New Transfer form, scroll to Transfer Destinations.
To the right of the Transfer Destinations area, select Add Site(s).
From the Sites selector, to the left of each site, select the checkbox for the site(s) receiving the transfer.
In the Item List area, the items assigned to both sites—sending and receiving—appear. To the left of the item(s), select the arrow to expand the menu.
In the Quantity field, type the requested quantity— the Unit Cost and Total Cost fields automatically calculate.
Repeat Étape 12 for each transfer item.
In the Totals area, view the quantity and the total cost for each general ledger account used.
From the upper-right of the page, use the Save dropdown and select from the following options:
Field Name
Description
Submit
Submit the transfer request.
Save and New
Save and close the current request and open a new transfer request.
Submit and New
Submit the current request and open a new transfer request.
Note
For pending requests, Save and New and Discard are the available options.
The Discard option does not save new or updated requests.
Duplicate a Single Transfer Request
→ → → →
To duplicate a single transfer request:
From the Transfer List transfer request row, select the 3-Dot menu and select Duplicate.
Note
Alternatively, the Duplicate option can be accessed from the Action dropdown on the Transfer List page and the Save dropdown on the Transfer Details page.
From the Duplicate Transfer popup, select the Event dropdown, select the event name, and select Continue. This step can be skipped and default to the Outside of Event value for the Event field.
Note
The sites for the event must be available for the transfer request. If they are not available, a Notice popup appears with the following message: The sites are not available. Please verify the site-assignment settings or select another event. From the Notice popup, select Ok and resolve the issue with one of the options from the message.
From the Duplicate Transfer popup, select Continue.
From the Duplicate Transfer Details page, edit the Item List inventory as needed.
Note
If an error message displays above the Item List:
From the error message, select Please View Details.
From the Unavailable Item List, review the item names and the following, possible reason codes:
Item does not exist.
Not assigned to the selected site(s).
Transfer Unit does not exist.
Resolve the issue(s) based on the item name(s) and reason code(s).
From the upper-right of the Duplicate Transfer Details page, select the Save dropdown and select one of the following:
Field Name
Description
Submit
Submit the transfer request.
Save and New
Save and close the current request and open a new transfer request.
Submit and New
Submit the current request and open a new transfer request.
Discard
Discard the transfer request.
Auto Restock
→ → → → →
Auto Restock automatically replenishes site inventory with a pre-event transfer request. The site's primary warehouse replenishes site inventory based on its last event.
Note
Auto Restock Prerequisites:
The site must have an assigned primary warehouse—see Warehouse for more information.
The inventory item must have a configured Par level—see Inventory Item Thresholds for more information.
To engage Auto Restock:
Navigate to Venues Inventory.
From the menu on the left, select → .
From the upper-right of the Transfer List, select Auto Restock. The Event, Date, and Transfer Destinations fields are automatically populated. To reselect these fields:
From the General area of Create New Transfer, in the Event field, use the dropdown to select the event.
In the Date field, select the calendar to choose the transfer date.
Alternatively, select the date field to manually type the date.
Scroll to the Transfer Destinations area.
From the Transfer Destinations list, select the site(s).
Alternatively, select Add Site(s).
From the upper-right of Transfer Destinations, select Bulk Replenish to PAR.
In the Bulk Replenish pane, for each site's Replenish to % PAR field, type the replenish percentage.
Alternatively, type the replenish percentage in the All Site(s) field.
From the bottom of the Bulk Replenish pane, in the Item Option field, use the dropdown to select the option.
From the lower-right of the Bulk Replenish pane, select Continue.
From upper-right of Create New Transfer, use the Save dropdown and select from the following options:
Field Name
Description
Submit
Submit the Auto Restock request.
Save and New
Save and close the current request and open a new Auto Restock request.
Submit and New
Submit the current request and open a new Auto Restock request.
Note
For pending requests, Save and New and Discard are the available options.
The Discard option does not save new or updated requests.
Replenish Types
Portal → 4-Dot Menu → Venues Inventory → Transfers
To select a Replenish type:
Navigate to Venues Inventory.
From the menu on the left, select Transfers → Transfer List.
From the Transfer List, select the transfer name, which opens the Transfer Details.
From the upper-right of the Transfer Details area, select Replenish.
From the Replenish dropdown menu, select the Replenish type:
Replenish - Ending Count/Expected Qty
Replenish - Zero Qty
Replenish - QOH
Note
For information about the Replenish types, hover the cursor over the Replenish type name to view the tooltip.
From the Replenish type pop-up, select from the following filter options:
Field Name
Description
Replenish Options
From the Replenish Options dropdown, select from the following options:
Filtered List: Defined based on the Search criteria
All Items: All available items
Item Options
From the Item Options dropdown, select from the following options:
Chargeable Only
Non-Chargeable Only
All
Note
If the Replenish Option is Filtered List, the All Item Options is All Filtered Items. If not filtered, the All Item Options is All Items.
If Filtered List and Chargeable Only are selected, chargeable items of the filtered list are replenished.
Replenish to % of PAR
Enter the percentage amount. The default value is 100%.
From the Replenish option pop-up, select Continue to return to the Transfer List.
Clear Quantity Types
Portal → 4-Dot Menu → Venues Inventory → Transfers
To select a Clear Quantity type:
Navigate to Venues Inventory.
From the menu on the left, select Transfers → Transfer List.
From the Transfer List, select the transfer name, which opens the Transfer Details.
From the upper-left of the Transfer Details area, select the Clear Qty dropdown.
From the Clear Qty dropdown, select from the following options:
Field Name
Description
Clear Qty Replenished
Clear the last quantity replenished for the selected transfer.
Clear Qty Received
Clear the last quantity received for the selected transfer.
Print Sheets
→ → →
To print transfer sheets:
From Transfers, select the appropriate transfer list option, such as Transfer List or Transfer Group List.
From the transfer list, select Print Sheets.
From the Transfer From popup, select the Transfer From location from the dropdown menu.
From the Transfer From popup, select the Transfer Destination using the Search option or from the list.
From the Transfer From popup, select Print.
Cancel Transfer
→ → →
The system only allows the cancellation of transfers with the status of Open.
To cancel a transfer:
Navigate to Venues Inventory.
From the menu on the left, select → .
From the Transfer List, to the right of the transfer order, select the 3-dot menu.
From the context menu, select Cancel.
From the lower-right of the confirmation, select Yes.
Alternatively, select cancel to exit the confirmation.
Void Transfer
→ → →
To void a transfer:
Navigate to Venues Inventory.
From the menu on the left, select → .
From the Transfer List, locate the specific transfer order row.
On the left of the transfer order row, select the checkbox.
From the Actions dropdown, select Void.
From the lower-right of the confirmation, select Yes.
Alternatively, select cancel to exit the confirmation.
Create Transfer Group by Template
Portal → 4-Dot Menu → Venues Inventory → Transfers
To create a transfer group by template:
Navigate to Venues Inventory.
From the menu on the left, select Transfers → Transfer Group List.
From the upper-right of the Transfer Group List area, select New Transfer Group.
From Create New Transfer Group, select the template from the dropdown menu. The fields auto-populate based on the template type.
From the upper-right of Create New Transfer Group Template, use the Save dropdown and select from the following options:
Field Name
Description
Save and New
Save the transfer group template and start a new transfer group template.
Save and Submit
Save and submit the transfer group template request.
Note
Alternatively, select Discard to cancel the new transfer group template.
Save Transfer Group as a Template
Portal → 4-Dot Menu → Venues Inventory → Transfers
To save a transfer group as a template:
Navigate to Venues Inventory.
From the menu on the left, select Transfers → Transfer Group List.
From Transfer Group List and to the right of the transfer group, select the 3-dot menu.
From the dropdown, select Save as a Template.
Inventory Transfer Email Templates
→ → → → → →
The Inventory Transfer Email Templates include:
Email Template Name | Description |
|---|---|
Inventory Transfer Acceptance | A daily email with a list of accepted inventory transfers. This email is sent to the user who submits the transfer request. |
Inventory Transfer Rejection | A daily email with a list rejected transfers. This email is sent to the user who submits the transfer request. |
Inventory Transfer Cancellation | A daily email with a list of canceled transfers. This email is sent to the user who creates the transfer request. |
See Notification Service for email template configuration information.