Audience: stockroom staff and store managers who move parts between stocks. You need the Stocks module and the stock transfer permissions listed under Before you start.

Overview

A stock transfer moves products from one stock to another while keeping a complete audit trail. A typical example is restocking a store from a central warehouse: parts leave Austin Central Warehouse, travel in a box, and are counted into Dallas Repair Stock when they arrive.

Every transfer gets a transfer number, shown in the first column of the Stock transfers list and in the receiving and details panels, so a box can be matched to its transfer even when no reference was typed.

Every transfer moves through a set of statuses. The quantity leaves the source stock when the transfer is marked Ready to ship and is only added to the destination stock when you receive it, so while it is on the road it belongs to neither stock.

Before you start

• Both stocks must exist and be enabled. See Setting up your stocks if you have not created them yet.
• Your role needs the relevant permissions under System Settings → Security → Roles & Permissions: View stock transfers, Create stock transfer, Edit stock transfer, Ship stock transfer, Receive stock transfer and Cancel stock transfer. Packing transfers into shipments needs Manage transfer packages and tracking, and importing transfers from a file needs Import stock transfers. Administrators have all of these.
• If your staff are locked to their own location, the From and To lists only offer that location's stocks (plus any stock flagged as a central warehouse).

Creating a transfer

1. From the Navigation Sidebar, select Stocks and click Stock transfers.
2. Click New transfer. A panel opens on the right.
3. Choose the From stock (where the parts are now) and the To stock (where they are going). The two must be different stocks.
4. Optionally type a Reference, for example a picking-list or box number. If you leave it empty, Fixably generates one for you.
5. Choose a Reason: Relocation, Restock, Count correction, DOA, Return to origin stock or Other. Add a Reason comment if you want to explain further.
6. Under Select product, type a part number, serial number or IMEI. Only products that are currently in the From stock are offered. Pick the product; it is added to the table below with a Quantity field. Repeat for every product you want to move.
   • Serialized products are listed one unit per row, with the serial number in brackets. Each unit is transferred as its own line with quantity 1.
   • If your stock uses warehouse positions, the same part can appear more than once, once per shelf. Pick the shelf the parts are actually coming off.
7. Decide how to save:
   • Tick Create as draft if you want to keep editing the transfer before the parts are picked. Nothing is deducted from stock yet.
   • Leave it unticked to create the transfer directly as Ready to ship. The quantities leave the source stock immediately.
8. Click Save.

The new transfer appears in the list with its number, status, reference, reason and a Products link that opens the transfer details.

Editing a draft and marking it ready to ship

While a transfer is a Draft, its gear menu offers Edit, Ready to ship and Cancel.

• Edit lets you change the reference, reason, comment and products. This is the only status in which a transfer can be edited.
• Ready to ship confirms the parts have been picked. Fixably checks that the source stock still has every quantity, deducts it, and writes a Transfer out entry to the Stock logs. If a product no longer has enough quantity, the transfer stays a draft and an error tells you which product is short.

Shipping a transfer

A transfer in Ready to ship status is shipped through a shipment. A shipment groups one or more transfers that travel together, records the packages and their tracking numbers, and can book an integrated carrier. It does not move stock; the stock was already deducted when the transfer became ready to ship.

1. On the Stock transfers page, open the gear menu of a transfer in Ready to ship status and click Ship. The Create shipment form (headed Shipment & packages) opens with the source and destination locations filled in and the transfer already placed in Package 1. 
   Alternatively click Create shipment at the top of the page, choose the Source location and Destination location, and add transfers to packages yourself with Select transfers. Every transfer in a shipment must be ready to ship and share the same route.
2. Choose a Carrier. No carrier is for parts carried by your own staff, Manual lets you type your own tracking numbers, and any integrated carrier you have set up (for example FedEx or UPS) books the shipment with the carrier and returns the tracking numbers automatically.
3. For each package, fill in a Package identifier (for example the box label), the Package tracking number if the carrier is Manual, and optionally the weight and dimensions. Click Add package for additional boxes and move transfers between packages with Select transfers.

4. Click Save and choose how far to take the shipment:
   • Save as draft keeps the shipment editable. Nothing is booked or shipped.
   • Save & mark ready for pickup finalises the packages. With an integrated carrier this is the step that books the shipment and fetches the tracking numbers, so use this option whenever a carrier is selected.
   • Save & move to in delivery ships straight away. It is only offered when no carrier is selected.

5. Open Transfer shipments (button at the top of the Stock transfers page). When the courier collects the boxes, open the shipment's gear menu and click Mark in delivery. Every transfer in the shipment moves to In transit and gets its transferred date. From the same menu you can Print waybill once the shipment has a tracking number, or Convert back to draft if you need to change the packages before the carrier has picked them up.

Receiving a transfer

Receiving happens at the destination and can be done in two stages: first confirm that the shipment has arrived, then count the items into stock, box by box if they do not all turn up at once.

When the shipment arrives

On the Transfer shipments page, open the gear menu of a shipment in In delivery status and click Receive. Fixably asks how you want to receive it.

• Mark as arrived records that the boxes are at the destination without changing any stock. The transfers move to Arrived and you count them in later, one transfer at a time (see below). Choose this when the goods still need to be unpacked and checked.
• Receive into stock now adds every item of every transfer to its destination stock in one go and marks the shipment delivered. Choose this when you have already verified the contents.

Transfers that were not shipped through a shipment, for example transfers created by an import, skip this step and are received directly from the Stock transfers page.

Counting the items into stock

On the Stock transfers page, open the gear menu of a transfer in In transit, Arrived or Partially received status and click Receive.

The Receive Transfer panel shows the transfer number and lists every product with how much has been received so far, for example 0 / 6 received.

1. For serialized units, scan or type the serial number or IMEI into Scan serial / IMEI and press Enter. The matching row turns green and its quantity is set to 1. If the code does not belong to this transfer, Fixably tells you so.
2. For other products, type the quantity that actually arrived in the Receive column. The field is prefilled with the outstanding quantity, so if everything is there you can leave it as is. You cannot receive more than is outstanding.
3. Set the Receive quantity to 0 for anything that has not arrived yet.
4. Click Confirm receiving.

Only the quantities you confirm are added to the destination stock, each with a Transfer in entry in the Stock logs. If every line is now complete the transfer becomes Received. If anything is still outstanding it becomes Partially received, so it is clear at a glance that the transfer is not closed yet. When the next box arrives, click Receive again: lines that are already complete are shown as Received and only the remaining quantities can be entered.

Items lost or damaged in transit

If a box arrives short or damaged, record it on the affected line so the transfer history explains the difference:

1. In the Receive Transfer panel, click Mark missing under the line.
2. Choose Lost in transit or Damaged in transit and add a comment describing what happened.
3. Enter the quantity that did arrive in good condition (0 if none) and click Confirm receiving.

The lost or damaged flag is a note for tracking and reporting. It does not adjust stock quantities or cost: the missing units are not added to the destination and are not returned to the source, and the transfer stays Partially received so the outstanding quantity remains visible. If you need to write the units off, do that separately with a stock outtake or an inventory count at the source stock. If the missing units turn up later, click Receive again and enter the quantity as usual.

Checking a transfer's details

Click the Products link on any transfer to see its full history: status, dates, reference and reason, each product with its received date or received-so-far count, any lost or damaged flag with its comment, and the shipment's carrier, packages and tracking numbers.

Cancelling a transfer

Open the transfer's gear menu and click Cancel. A transfer can be cancelled while it is Draft, Ready to ship, In transit, Arrived or in Receiving errors. If the quantity had already left the source stock, it is returned there and logged as a Transfer in. A transfer that has been fully or partially received can no longer be cancelled; move the parts back with a new transfer instead.

Importing transfers from a file

To create many transfers at once, click Import transfers at the top of the Stock transfers page and upload a CSV or Excel file. The panel lists the accepted columns: From and To (stock names), Part (part number) and Quantity are required; Serial, IMEI, Reason, Reason comment and Reference are optional.

• Rows with the same From, To, Reason, Reference and Reason comment are combined into one transfer with several product lines.
• A row with a serial or IMEI moves that exact unit, so its quantity must be 1 and the unit must already be in the From stock.
• Imported transfers are created directly as In transit. Tick Receive imported transfers to receive them into the destination stock immediately, for example when you are correcting records after parts have already been moved physically.
• The file is checked as a whole: if any row has a problem, nothing is imported and the errors are listed by row number.

Where transfers show up elsewhere

• Stocks → Stock logs records a Transfer out when the quantity leaves the source and a Transfer in when it is received (or returned by a cancellation). See How do I efficiently use Stock Logs?
• On the Products page, the In transit column of a stock shows quantities that are on their way to it, so store staff can see what is coming before it is received.
• Use the Status filter at the top of the Stock transfers list to show cancelled transfers or only one status, and the search box to find a transfer by product code, name, serial or IMEI.

Good to know

• Serial number already in the destination stock. Receiving is refused and the transfer goes to Receiving errors if a serialized unit already exists in the destination stock, for example because it was added there by an inventory count while the transfer was in transit. Remove or correct the existing unit, then receive again.
• "Quantity available is too low" when marking ready to ship. Another order or transfer used the parts after the draft was created. Edit the draft and lower the quantity, or wait for stock to be replenished.
• Stocks using warehouse positions. A transfer line always takes from one shelf, so if a part is spread over several shelves add one line per shelf. Received parts land in the destination stock without a position; place them from the product card.
• Cross-provider stocks. When the destination stock belongs to a different provider, Fixably creates a matching product record for that provider on receipt.
• DOA parts. Parts marked DOA on an order are moved to the location's DOA stock by an automatic transfer with the reason DOA; you do not create those by hand. See Setting up your stocks.