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Outlet to Outlet Transfers

How to move stock between outlets in a hotel or property

Written by Nick Neale

Article Contents

Introduction

The Transfers feature lets you move stock from one outlet to another and keep both outlets' records in agreement, without placing an order.

To keep the process streamlined, one outlet logs the transfer, and the other outlet confirms it. There is no formal requesting process like with "Stockroom Requisitions".

When logging the transfer you add the items and select either:

  • I've Sent It - You're transferring stock out of your outlet (outgoing)

  • I've Received It - You're transferring stock into your outlet (incoming)

When the other side confirms the transfer it's closed out. You view completed transfers on the History page.

Note: Transfers are only available to outlets. The Transfer option does not appear for a central stockroom at this time.

Creating a Transfer

One outlet is responsible for creating/logging the transfer and the other side needs to confirm it to close it out.

If your outlet is logging the transfer:

  1. In the side menu of WISK Requisitions, select "Transfer"

    The Transfer option on the side is highlighted

  2. You'll see every product in your outlet, with the number of units you currently have on hand. Use the search box, or the item family filters, to find the products that were transferred.


    ​Note: This isn't like the shopping cart. Since you are logging the transfer, you know what items moved and likely discussed it with the other outlet before moving the items. There are no suggested amounts, etc.

  3. For each item transferred, choose "Unit" or "Case" in the Format column, then select the "+" button to add it. Hitting + adds 1. Use the "−" and "+" buttons to change the quantity or enter an amount

    The Format and quantity columns are highlighted for visibility

  4. Buttons appears at the bottom of the screen showing how many unique items you've selected. Select "Clear" if you want to start again. You then select either of these buttons to choose the direction of the transfer

    1. I've Sent It = Transferring stock out of your outlet (outgoing)

    2. I Received It = Transferring stock into your outlet (incoming)
      ​

    In this example we'll say "I Received It". For more information on the two options see - "I've Sent It" or "I Received It"

  5. In the prompt that opens, select the outlet that either sent or received the transfer.

    Note: In this example we said "I Received It" so we must put the outlet where the stock came from

  6. Under "When" leave "Now" selected if the transfer happened this moment, or choose "Custom date" to enter the time and day the transfer actually happened.

    The "When" field is highlighted for visibility


    ​Note: If you select custom date you can choose a past date, but not a future one

  7. Optionally, select "Add a note" to leave a message for the other outlet.

  8. Select "Send transfer" (If it's outgoing) or "Create transfer" (If it's incoming)

You'll see a message confirming the transfer was started, and it appears with a "Pending" status until the other outlet confirms it.


​In the Activity section it shows when the transfer occurred based on what was put in the "When" field. The Created entry reflects when the transfer was actually logged in the system.

Note: If there is a misunderstanding and both outlets create the transfer, the one created second shows "This may already have been created by the other outlet" with a link to the matching transfer. Open it and compare the two before you confirm. If the transfer is double logged, one of the outlets can cancel the duplicate. To prevent this from happening co-ordinate with the other outlet about who will create the transfer and who will confirm it.

"I've Sent It" vs "I Received It"

You always log a transfer from your own outlet's point of view, so choose the button that matches what happened. This way either outlet (the sending or receiving) can initiate the transfer.

Note: Only one of the outlets involved has to log the transfer, the other side then confirms it. For example if Outlet A transfers stock to Outlet B by saying "I've Sent It", Outlet B must confirm it to close it out. Outlet B doesn't create their own "I Received It" transfer.

  • I've Sent It: Use this when your outlet gave stock to another outlet. The screen asks "Send to which outlet?", and the transfer shows as "Outgoing" in your History when complete

  • I Received It: Use this when your outlet took stock in from another outlet. The screen asks "Who sent it?", and the transfer shows as "Incoming" in your History when complete

The other outlet sees the same transfer from their side, so a transfer you log as Incoming appears as Outgoing for them.

Note: If you chose the wrong button, cancel the transfer before it's confirmed and create it again.

Confirming a Transfer

When another outlet logs a transfer involving your outlet, it needs your confirmation. This is how both outlets end up agreeing on what moved. The confirmation appears in your outlet automatically.

  1. On the Home screen either

    1. select the banner that says "1 transfer to confirm", or

    2. open the transfer from the "transfers needing confirmation" list

  2. The transfer opens and displays the following information:

    • The reference code / number

    • The direction of the transfer (either outgoing or incoming)

    • Status of "Pending"

    • The outlet that created it

    • Who created it and when

    • The number of unique items and their quantities

    • The "Activity" section shows when the transfer actually occurred along with when it was logged.

    • Any notes from the other outlet

  3. Compare them with what you actually handed over or received

  4. If everything is correct, select "Confirm". If something isn't right, select "Report an Issue"

  5. The status switches to "Confirmed" and the transfer is complete

Reporting an Issue and Resending

If the quantities don't match what was actually sent or received, report an issue to send the transfer back instead of confirming it.

For example an outlet may say they received more of something than was made available to them. Outlet A said Outlet B could take 3 cases but Outlet B put 5 cases when logging the transfer. Outlet A could report this when confirming.

Another example would be that Outlet A said they sent 3 units of an item but Outlet B reports they only received 2 when confirming.

To report an issue:

  1. Open the transfer and select "Report an issue". In this example it says 3 units of Bombay are incoming but we only received 2.

  2. Describe the problem, for example "Only 2 units arrived" and select "Send back to correct"

  3. The transfer's status changes to "Re-opened" and returns to the outlet that created it. Your outlet sees "Waiting on" that outlet until they resend it

The other outlet sees the transfer with the status of "Re-opened" under "Transfer needing confirmation"

To resolve the issue the other outlet must:

  1. Open the transfer. A banner says an issue has been flagged that needs correction. Read the message from the other outlet under "Re-opened" in the Activity log.

  2. The fix for the issue depends on what was reported. In this example the other outlet says only 2 units arrived but 3 were declared in the transfer. The fix could either be to physically send the missing third unit, or to adjust the quantity declared (changing it from 3 to 2).

    1. If a change needs to be made, select the quantity next to an item to open "Corrected", then change the format or amount.

    2. If nothing needs to change, leave it as it is

  3. When ready, select "Resend for confirmation". In this example we'll say the fix was that they meant to 2 two units so the quantity was updated.

  4. A "Transfer corrected and resent" message appears and the status returns to "Pending". The other outlet is asked to check it again. Each round is recorded in the Activity list, including if anything changed.

At this point the other outlet can confirm the corrected transfer or report any further issues.

Editing or Cancelling a Pending Transfer

Until the other outlet confirms, the outlet that created a transfer can still change or cancel it. To edit or cancel, open the pending transfer from your Home screen:

Edit:

  1. Select "Edit"

  2. Each product shows the quantity you originally declared. Select the quantity to open "Corrected", where you can change the format and amount, or select the bin icon to remove a product. Select "Save Changes" when you're done, or "Discard Changes" to leave the transfer as it was

Cancel:

  1. Select "Cancel Transfer"

  2. Select "Cancel Transfer" on the prompt

  3. The transfer closes with a "Cancelled" status. You can find it in your History

Note: Once a transfer is confirmed it can no longer be edited or cancelled.

History Page

The History page shows every closed out transfer (and requisition) your outlet has been part of. Transfer codes start with "TRF", for example TRF-NRT001-2026-10-00031.

Each transfer shows an "Incoming" or "Outgoing" label from your outlet's point of view, and a status of "Confirmed" or "Cancelled".

Select a transfer to view the full details.
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To learn more, see:

The History page showing the All, Requisitions and Transfers tabs, the four filter buttons, and requisition and transfer cards
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