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Move stock between locations with stock transfers

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A stock transfer moves products from one of your locations to another, for example from the central warehouse to a shop, or between two branches. Stock is tracked per location in SmartPOS Hub, so a transfer is how you refill a branch without buying again. This page is for owners, warehouse staff and branch managers.

Before you start

Section titled “Before you start”
  • You have at least two locations in Settings › Business Locations (see Add multiple locations).
  • The products are assigned to both locations and have stock at the sending one.
  • Your role has Add stock transfer (and Edit stock transfer to change the status), group Stock Transfer in User Management › Roles. The user must have access to both locations.

Transfer statuses

Section titled “Transfer statuses”
Status Stock at From Stock at To Can still edit?
Pending unchanged unchanged yes
In Transit unchanged unchanged yes
Completed goes down goes up no, locked

Create a transfer

Section titled “Create a transfer”
  1. Open Stock Transfers › Add Stock Transfer.
  2. Under Transfer details, check the Date and leave Reference No empty to number it automatically.
  3. Choose the Status: Completed if the goods move right now (for example between two shelves of the same building), In Transit if they are on the truck, or Pending if they still have to be packed.
  4. Choose Location (From) (where the stock leaves) and Location (To) (where it arrives). The arrows button between them swaps the two.
  5. Under Products, search by product name or SKU. Each line shows the Current stock at the From location. Enter the Quantity and, if lots or expiry are on, pick the batch under Lot & Expiry.
  6. Add Shipping Charges (fuel, courier) and Additional Notes if needed, then click Save.
Add Stock Transfer form from the central warehouse to a mart branch with one product line, lot and expiry choice and totals
Choose the From location first, then search products; the line shows the stock available there.

Follow and complete a transfer

Section titled “Follow and complete a transfer”

Stock Transfers › List Stock Transfers shows every transfer with both locations, the status, shipping charges and total amount.

Stock Transfers list with completed and in-transit transfers from the warehouse to branches and View, Print and Delete buttons
Transfers that are not completed show an orange or red status badge you can click.
  1. Find the transfer marked In Transit or Pending.
  2. Click its status badge, choose Completed and save.
  3. The stock leaves the From location and is added to the To location. The transfer can no longer be edited.

View opens the transfer with both addresses, the status and every product line. Print gives a delivery note to send with the goods so the branch can check what arrived.

Stock transfer details showing location from the warehouse, location to a branch, In Transit status and the list of products
Print the transfer as a delivery note and send it with the goods.

Transfer from the Business app

Section titled “Transfer from the Business app”

In the SmartPOS Business app, open Stock › Transfer. Pick From and To, add items with Find item or Scan items, choose Delivered (stock moves right away), On the way or Pending, and tap Transfer.

Transfer stock screen in the SmartPOS Business app with From and To locations, Find item and Scan items buttons and status choices
Transfer stock in the SmartPOS Business app.

Tips and mistakes to avoid

Section titled “Tips and mistakes to avoid”
  • Deleting a transfer reverses it; use it only for mistakes, not for returns from a branch. Send goods back with a new transfer the other way.
  • A product must be enabled at the To location to be sold there. If it isn’t, edit the product and add the location.
  • Check the Stock Report per location afterwards (see Stock reports).
Section titled “Related pages”
Add multiple locations
Stock adjustments
Expiry and batches
Products and stock in the Business app

Frequently asked questions

When does the stock actually move?

Only when the transfer status is Completed. While a transfer is Pending or In Transit, the goods still count at the sending location and are not yet available at the receiving one.

How do I mark a transfer as arrived?

In Stock Transfers › List Stock Transfers, click the status badge of the transfer (Pending or In Transit), choose Completed and save. The stock then leaves the From location and is added to the To location.

Can I edit a completed transfer?

No. A completed transfer is locked so stock history stays correct. If something was wrong, record a new transfer back, or adjust the stock at the location.

Do I need two locations for transfers?

Yes. Transfers move stock between your own business locations. Add more locations in Settings › Business Locations; your plan sets how many you can have.

Is the transfer value a sale or expense?

No. Moving stock between your own locations is not a sale. Products move at their purchase price; only Shipping Charges add a cost.

Can I transfer stock from my phone?

Yes. In the SmartPOS Business app open Stock › Transfer, choose From and To, scan or find items, pick Delivered, On the way or Pending, and tap Transfer.

Do lots and expiry dates follow the transfer?

Yes. When lots or expiry are switched on, each transfer line has a Lot & Expiry choice so you send a specific batch.