How to transfer inventory between branches and warehouses on the Riwaa platform

Stock transfer is a procedure aimed at aligning stock levels by transferring a quantity of products between branches or from the warehouse to them to fill any shortage in quantities.

Methods of transferring stock on the Riwaa platform:

1. Transferring stock from one of the branches or warehouses and receiving it at another branch.

2. Sending an initial stock request to other branches, for more details, click here.

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#Step One: Create a New Transfer Order

1. Go to Products and Stock > Stock Transfer > New Stock Transfer.

2. Choose the source of the stock (the branch or warehouse sending the quantities).

3. Specify the destination of the stock (the branch/branches receiving the quantities).

4. Add products:

   #Adding products manually:

   • Search for the product name or SKU.

   • Enter the quantity you wish to transfer.

   • Repeat the steps and add all products and details.

   #Uploading products with an Excel file:

   • Click on Import Products

   • Click on Import Instructions and read them.

   • 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 bundle product consists of a number of products; when added to the transfer order, the quantity of materials added inside it will be transferred. Example: Product name: Cake, each piece consists of: (1 flour, 2 eggs, 1 milk), when transferring 5 pieces of cake, the quantity of raw materials will be transferred based on the specified quantity for each piece = (5 flour, 10 eggs, 5 milk).

5. Create the transfer order:

   • Click on "Transfer," the request is sent to the second branch and its status becomes pending receipt.

     ⚠️ Note: The transfer request cannot be modified after it is sent. Therefore, ensure the data is correct before creating the transfer order.

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

6. To print the transfer order with status (Pending 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."

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#Step Two: Receive the Order from the Other Branch

When the order arrives, you can:

1. Receive the full quantity.

2. Receive the quantity partially.

3. Refuse to receive the order.

Steps for receiving or refusing:

1. Go to Products and Stock > Stock Transfer.

2. Click on the invoice number.

3. Add the following data:

• Date of receiving the products (a previous date cannot be entered).

  ℹ️ Note: The date is only a reference to know the date of receiving the products; it will not affect the date of adding the quantities in the receiving branch.

• The received quantity (fully or partially).

Receiving the full quantity:

1. Enter the received quantity.

2. Click on "Receive."

3. Confirm the receipt process by clicking "Confirm."

4. To print the invoice with 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."

Receiving the quantity partially:

1. Enter the received quantity.

2. Click on "Receive."

3. The total sent quantity, received quantity, and rejected quantity will appear.

4. Click on "Complete Receipt."

   ⚠️ Note: Upon receiving the order, you will not be able to modify it. Therefore, ensure the data is correct before receiving it.

5. The order status becomes "Partially Accepted," the received quantity is added to the receiving branch, and the rejected quantity is returned to the sending branch.

6. To print the invoice with status (Partially 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."

  ℹ️ Note: When a transfer request is partially accepted, the system returns the rejected quantities to the branch that sent the quantities. In case the products are damaged during transport:

  1. Click on the order number.

  2. Click on "Delete Rejected Products."

  3. The system automatically inventories the stock and removes the damaged quantity.

Refusing to receive the order

1. Click on "Refuse."

2. Choose one of the reasons for refusal.

3. Confirm the refusal process by clicking "Refuse."

4. The products are returned to the sending branch's stock, and the order status becomes (Rejected).

5. To print the invoice with status (Rejected):

• 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 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 file).

4. Click on "Save."

2- Can I receive the order for more than one branch at the same time?

Yes, you can,

1. Check (✔) the invoices you want to receive.

2. Click on Actions.

3. Choose "Receive All Products."

4. Click on "Confirm."

3- Can I save the transfer order and complete it later?

Yes, you can, click on "Save as Draft."

4- I added a user with stock transfer permissions, but they do not see transfer requests from branches?

The user must be granted access to the branches where transfer operations are conducted.

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

• Select the branches where stock is being transferred.

• Click on "Save User Data."