Warehouse Transfers
Warehouse Transfers
Moving Inventory between your own locations — from a bulk storage facility to a distribution center, from your main warehouse to a retail branch — is not the same as a sale or a purchase. A warehouse transfer handles this cleanly: the sending location releases the stock, the receiving location confirms arrival, and CifraHQ records both legs with a full Audit Trail. Nothing falls through the cracks between Warehouses.
Warehouse Transfers list, stock moved from one warehouse to another.
How to create a Warehouse Transfer
- Go to Inventory > Warehouse Transfers.
- Click the + Data Entry button and select New.
- Select the From Warehouse (source) and To Warehouse (destination).
- Set the Document Date.
- Add lines: select the Product and enter the Quantity to transfer.
- For lot-, serial-, or expiry-controlled Products, enter tracking details per line.
- Save the transfer — it is created in Draft state.
Two-step transfer flow
| Step | Who does it | State change | What happens |
|---|---|---|---|
| Release | Sending warehouse | Draft → Released | Stock leaves the source warehouse; a Transfer Shipment is recorded |
| Receive | Receiving warehouse | Released → Received | Stock arrives at the destination; a Transfer Receipt is recorded |
To complete a transfer:
- When goods are packed and ready to go, click Release — Inventory is removed from the source warehouse.
- When the receiving warehouse confirms arrival, open the transfer and click Receive — Inventory is added to the destination warehouse.
Field reference
- From Warehouse — the warehouse sending the goods. Locked after creation.
- To Warehouse — the warehouse receiving the goods. Locked after creation.
- Document Date — the date the transfer was requested; not the same as the shipping or receipt date, which are recorded on the child documents.
- Reference Number — optional; use an internal transfer order number or a third-party logistics reference so you can reconcile physical paperwork against the system record.
- Ship From / Ship To — address fields pre-filled from the warehouse records; editable on this transfer if your goods are routing through a different address for this move.
Document lifecycle
| State | Meaning |
|---|---|
| Draft | Editable; no Inventory impact yet |
| Released | Inventory removed from source; awaiting receipt at destination |
| Received | Inventory added to destination; transfer complete |
| Closed | Manually closed; any unreceived quantity is written off |
| Archived | Closed and read-only |
Tips
- Partial shipments are fully supported. If your truck can only carry half the order, ship what fits. The transfer stays open for the remaining quantity and you can ship the rest later.
- If a transfer is linked to a Sales Order (fulfillment from a secondary warehouse), the Sales Order reference appears on the transfer detail page so you can track which customer triggered the movement.
- A journal entry is only created if your two Warehouses use different cost accounts. If you track Inventory costs by location, confirm the GL mapping with your accountant before moving high-value stock.
Related: Inbound Adjustments · Outbound Adjustments · Transfer Shipments · Transfer Receipts · Warehouses · Inventory by Location · Audit Trail
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