Dispatch and receive a transfer

A warehouse transfer is completed in two places: the source warehouse sends the units with a carrier, and the destination warehouse confirms that they arrived. A six-digit Delivery code connects the two sides. The sender gives the code only to the carrier, and the receiver enters the code that the carrier gives them. This proves that the units really reached the destination.

All steps are done from the transfer’s details page.

Status flow

1. Pending Approval — the transfer was requested by a user who can only request from the source warehouse. Its units stay reserved in the source until an operator of the source dispatches it.
2. In Transit / Handover — the transfer was dispatched and a delivery code was issued. A transfer created by an operator of the source warehouse starts directly in this status.
3. Completed — the destination received every unit.
4. Completed with Discrepancy — the destination received the transfer but reported damaged or missing units.

A transfer can be cancelled while it is Pending Approval or In Transit / Handover. Cancelling it returns the units to the source warehouse.

How to dispatch a requested transfer

1. Open the transfer from Inventory › Stock Movements.
2. Click Dispatch Transfer.
3. The transfer becomes In Transit / Handover and the Delivery code card shows the new code.

The delivery code card

The sender sees the Delivery code card with:

• Code — the six-digit code, with Copy delivery code.
• Carrier and Carrier ID number — who carries the units.
• Expires — when the code stops working, with the time left.
• Attempts left — how many wrong codes the receiver may still enter, out of 5.
• Regenerate code — issues a new code.

Share the code only with the carrier named on the card, by phone or message. Anyone with the code can confirm delivery.

How to regenerate the delivery code

1. On the transfer’s page, click Regenerate code (or Generate code if the transfer has no code).
2. Confirm. The old code stops working immediately, the new code is valid for a fresh period and the wrong-attempt counter starts over.

Use this when the code has expired, has been locked after too many wrong attempts, or may have been shared with the wrong person.

How to receive a transfer at the destination

1. When the carrier arrives, check the carrier’s identity against the carrier details on the transfer.
2. Open the transfer and click Receive Transfer.
3. Enter the code the carrier gives you in Delivery code (6 digits).
4. Under What arrived?, mark each unit as Received, Damaged or Missing.
5. If some units are damaged or missing, describe the problem in Discrepancy notes.
6. Optionally attach the Signed delivery note (optional) as PDF, JPG or PNG, up to 10 MB.
7. Click Confirm receipt.

What happens to the units

• Received units become available in the destination warehouse.
• Damaged units go under inspection at the destination.
• Missing units are marked lost. They can be marked found later from the unit’s page.

If any unit is damaged or missing, the transfer becomes Completed with Discrepancy and its page shows Received with discrepancies.

Caution

After 5 wrong codes the delivery code is locked. The code also expires after a set time (72 hours unless your administrator changed it). In both cases, ask the sender to regenerate the code.

Required permissions

• Dispatch Transfer — the approve transfers permission and operate access to the source warehouse. The user who requested the transfer cannot dispatch it.
• Receive Transfer — the receive transfers permission and operate access to the destination warehouse, or an administrator. The user who created the transfer cannot receive it.
• The delivery code is visible only to the transfer’s creator, the user who dispatched it, and administrators who do not operate the destination warehouse.