Stock transfer requests

A transfer request moves stock from one of your inventory locations to another, with an approval step and a record of who sent and received it. Find transfer requests in Products > Inventory > Stock transfer requests.

How a transfer works

1. Request: someone creates a request with the source location, the destination location and the products and quantities to move.

2. Approve: an approver accepts or rejects the request.

3. Send: the source location sends the stock.

4. Receive: the destination location confirms the quantities it received.

Each step is recorded with the person and the time, and the stock movements appear in Stock history as Transfer out and Transfer in.

Transfer request statuses

Transfer requests list

The list shows each request's Request number, Source inventory, Destination inventory, Request date and Request status. Search by request number.

Each row has two buttons:

• View: opens the request.

• Edit: opens the request for editing. Only Pending and Not completed requests can be edited; for other statuses, the request opens in view mode.

At the top of the page, Create starts a new request and Auto Restock opens Auto restock.

Create a transfer request

1. On the Transfer requests page, click Create.

   

2. Choose the Source inventory. Your default location is selected to start with.

3. Choose the Destination inventory. It can't be the same as the source.

4. Click Add products, select the products to move, and save your selection. Only products in stock in the source location are listed, and products with no quantity can't be selected. To add more products later, click Add products again.

5. For each product, enter the Quantity to be transferred, from 1 up to the quantity in the source.

6. Click Save to send the request for approval, or Save as draft to keep it as Not completed. The request then appears in the Transfer requests list.

Changing the source or destination clears the products you added. Save and Save as draft stay disabled until you add at least one product.

The products table shows:

View a request

Open a request with View. The top of the page shows the Request number, the Source and Destination, and a progress tracker with these steps:

• Created by: who created the request, and when.

• Pending approval

• Approved by: who approved it, and when. For a rejected request, this step shows Rejected by or Rejected.

• Sent

• Received: who received the stock, and when.

Below it, the Products table lists each product's Source quantity and Quantity to be transferred. After the stock is received, it also shows the Received quantity and the Received quantity difference, which says Matched when all the stock arrived.

The buttons at the top depend on the request's status and your permissions.

Send a draft for approval

1. Open a Not completed request.

2. Click Send request.

The request becomes Pending.

Accept or reject a request

1. Open a Pending request and check the products and quantities.

2. Click Accept request to approve it. The request becomes Accepted.

3. To reject it instead, click ⋮ > Reject transfer request. The request becomes Rejected, and nothing moves.

Send the stock

1. Open an Accepted request.

2. Click Send inventory.

The request becomes Sent.

Receive the stock

1. Open a Sent request.

2. Click Receive inventory.

3. In the Transferred quantity column, enter the quantity that actually arrived for each product. It starts at the requested quantity.

4. Click Received, then confirm.

The request becomes Received, and the view shows any difference between the requested and received quantities.

Edit a request

1. Open a Pending or Not completed request and click Edit.

2. Change quantities, remove products with the bin icon, or click Add products. The source and destination can't be changed.

3. Click Save.

Saving sends the request for approval: it becomes Pending, even if it was a draft.

Requests created by auto restock

Auto restock rules create transfer requests for you. These requests follow the same steps, and their Source quantity column can flag a problem in the source location:

Plans and permissions

Each step needs its own staff permission, so you can split the work between people:

See Staff groups.

Related

• Auto restock

• Warehouses and inventory locations

• Stock history

• Stock management

Last updated 26 October 2026