How to send an initial request for stock transfer on the Riwaa platform

The initial stock request is a request made by a branch that needs a certain product stock to other branches or the warehouse. Upon accepting the request, the quantities are transferred on the platform to the branch that sent the request.

Methods of transferring stock on the Riwaa platform:

1. Transfer stock from one of the branches or warehouses and receive it in another branch. For more details, click here.

2. Send an initial stock request to other branches or the warehouse.

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ℹ️ The platform allows you to create an initial stock request for more than one branch at the same time, and the system automatically issues a stock transfer invoice for each branch separately, so you can send the quantities according to each branch.

#Step One: Submit an Initial Stock Request

1. Go to Products and Stock > Stock Transfer > Initial Stock Request.

2. Specify the stock destination (the branch sending the request and the recipient of the quantity).

3. Add products:

   Add products manually:

   • Search for the product name or SKU.

   • Enter the required quantity.

   • Repeat the steps and add all products and details.

   Upload products via Excel file:

   • Click on "Import Products."

   • Click on "Import Instructions" and read them carefully.

   • Click on "Download Template."

   • Add the product name, product code (SKU), and transferred quantity in the Excel file.

   • Upload the file to the platform.

   ℹ️ Note: A bundled product consists of several products. When added, the request will be sent for the products contained within it. Example: Product name: Cake, each piece consists of: (1 flour, 2 eggs, 1 milk), when requesting 5 pieces of cake, the request will be sent for the quantity of raw materials based on the specified amount per piece = (5 flour, 10 eggs, 5 milk).

4. Click on "Send Request."

5. To print the transfer order in the status (Pending Dispatch):

• Click on the icon (🖨️) in the filter column.

• Select the data you want to print.

• Click on "Print."

• Choose the printer name > click on "Print."

#Step Two: Accept the Request and Send the Required Quantity

1. Click on the invoice number.

2. Add the following data:

   • Source of stock (the branch sending the quantity).

   • Transferred quantity (the quantity you will send).

   • Notes (optional).

3. Click on "Send."

ℹ️ Note: If one of the products is tracked by serial number or batch number, the system will ask you to enter tracking details.

To print the transfer order in the status (Awaiting Receipt):

• Click on the icon (🖨️) in the filter column.

• Select the data you want to print.

• Click on "Print."

• Choose the printer name > click on "Print."

#Step Three: Receive the Sent Quantity

1. Click on the invoice number.

2. Add the following data:

   • Received quantity (in full or partially).

   • Receipt date.

3. Click on Receive > Confirm.

ℹ️ The date serves as a reference to know the date of product receipt, and it will not affect the date of adding quantities in the receiving branch.

⚠️ Once the request is received, you will not be able to modify it. So ensure the accuracy of the data before receiving it.

To print the transfer order in the status (Accepted):

• Click on the icon (🖨️) in the filter column.

• Select the data you want to print.

• Click on "Print."

• Choose the printer name > click on "Print."

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#Frequently Asked Questions

1- Can I create an initial stock request for two branches at the same time?

Yes, you can.

1. Select the two branches in the same initial stock request.

2. Enter the details of the required products in each branch.

3. Click on "Send."

4. The request is sent to each branch separately. It can be accepted by the steps mentioned in this article.

2- Does the platform notify or alert about an initial stock request issued from another branch?

The receiving branch is not notified or alerted about the request, it will appear on the platform within the stock transfer list in the status (Pending Dispatch). You should inform the responsible employee of the branch to accept the request.

3- Can I accept the request and send part of the quantity?

Yes, you can.

1. Add the quantity you can send from the branch in the field (Transferred Quantity).

2. Click on "Send."

3. Complete the steps for receiving the quantity (see step three in this article).

4- Does the Riwaa platform actually execute the stock transfer, or is the "initial request" for documentation only?

The actual stock transfer takes place outside the platform, and the procedure on the platform aims to: issue the request, document it, and update the quantities upon request acceptance.

5- Can I reject an initial stock transfer request in the status (Pending Dispatch)?

Yes, you can.

1. Specify the source of the stock (the branch that will reject the request).

2. Click on "Reject."

3. The request status becomes (Rejected).

6- Can I save invoices in (PDF) format?

Yes, you can.

1. Click on the icon (🖨️) in the filter column.

2. Select the data you want to save > click on "Print."

3. Click on the destination option > choose (Save as PDF).

4. Click on "Save."

7- I added a user with stock transfer permissions, but they don't see transfer requests from branches?

The user must be granted access permissions to the branches where transfers are taking place.

• Go to Settings > Users > ⚙️ > Edit Member.

• Select the branches where stock transfers occur.

• Click on "Save User Data."

8- Is it always necessary to create an initial stock request if the branch needs additional quantities?

No, it is not necessary. A branch with sufficient stock can send the stock directly to the other branch. To learn how to transfer stock between branches and warehouses, click here.