A stock transfer moves stock from one of your locations to another. You pick the location the goods leave (the From Location), the location they arrive at (the To Location), and how much of each item moves. It is the document that actually relocates stock, so a warehouse keeper or branch storekeeper raises one whenever goods physically move between sites.
A stock transfer is inventory-only. It changes where your stock sits but touches nothing in your accounts: no ledger entry, no cost of goods sold, no tax, and no payable. The goods stay yours and keep the same value; they just move location. This is the counterpart to a Stock Request Note, which only requests stock into a location. The request asks; the transfer moves.
You can raise a stock transfer two ways: directly, choosing both locations yourself, or from one or more stock request notes, which pre-fills the destination and the outstanding lines and leaves you to pick the source. A stock request note is optional, so you never have to raise one first.
Find stock transfers under Inventory → Stock Transfer.
A stock transfer moves stock but posts nothing to the ledger
Saving a stock transfer moves goods between two locations and updates each location's on-hand quantity. It does not post to your accounts: there is no journal entry, no cost of goods sold, and no change to your total inventory value. The same stock is simply held at a different location afterwards.
Before you start
- Both the From Location and the To Location must exist in Warehouses & Locations, and they must be different locations. You cannot transfer stock to the same place it leaves.
- Each line moves a product. Only Inventory-type products can be transferred. Service and Non-Inventory items are rejected on save, because they hold no stock to move. At least one product line is required.
- You need the Create Stock Transfers permission, granted per user under Permissions. List Stock Transfers lets you open the screen, and Edit, View, Delete, and Print Stock Transfers cover the rest. See Users, seats & permissions.
Raise a stock transfer
Open a new stock transfer
Go to Inventory → Stock Transfer and select New Stock Transfer. The form opens full screen.
Check the template
The Template picker sits in the toolbar at the top of the form. ZyncLedger pre-selects your default stock transfer template, so you can usually leave it. The template decides which fields the form shows and how the printed transfer looks; switch it here if you keep more than one layout. See Print templates for how these are set up.
Choose the From Location
Select the From Location (required). This is the source, the location the goods leave. When you pick products further down, the item search shows how much of each is on hand at this location, so you can see what is available before you move it.
Choose the To Location
Select the To Location (required). This is the destination, where the goods arrive. It must be different from the From Location.
Set the transfer date
Enter the Transfer Date (required). This is the date the stock moves between the locations.
Set the transaction number
The Transaction Number identifies the transfer. How you fill it depends on the number mode for stock transfers:
- Automatic (the default): the field shows Auto-generated and ZyncLedger assigns the next number when you save. Leave it alone.
- Manual: you type the number yourself. It is required and must be unique across all transactions.
See Document numbering to change the mode or set up a multi-series numbering scheme.
Add the transfer lines
For each item you are moving, fill a row in the items table:
Column What it does Product (required) The item to move. Must be an Inventory-type product. Selecting it fills the description and sets the quantity to 1. The dropdown shows the on-hand quantity at the From Location. Description The line text, prefilled from the product. Edit it for this transfer if needed. Quantity (required) How many units to move, in whole units greater than zero. A blank row waits at the bottom of the table, so a new line appears as you start filling the last one. To remove a line, select the trash icon at the end of its row. The Summary on the right totals the Total Items and Total Quantity as you type. There is no price, cost, or tax on a stock transfer; it deals in quantities only.
Add notes (optional)
Use the Description notes area at the foot of the form for any message about the transfer, if your template shows it. If you keep standard wording, pick it from the note selector to autofill; a note marked default fills in on its own for a new transfer.
Save
Select Save & New to save and start another transfer, or Save & Print to save and print this one. Use Print to print without saving and Reset to clear the form. The stock moves the moment you save, and the transfer is saved with a status of Posted.
What it does to stock
Saving a stock transfer moves the goods between the two locations and nothing else:
- On-hand quantity decreases at the From Location by the quantity on each line.
- On-hand quantity increases at the To Location by the same quantity.
- Each move is valued at the product's current average cost, and the same cost is carried to the destination. The stock arrives at the To Location at the cost it left the From Location, so no gain, loss, or cost variance is created.
Because the value simply moves with the goods, your total inventory value is unchanged. A transfer only redistributes existing stock between locations. It posts no ledger entry, no cost of goods sold, and no tax, so it never appears on the Trial Balance, the General Ledger, or the Profit & Loss. The change shows only in your inventory reports, where the balance shifts from one location's column to the other's.
Transfer status
A stock transfer carries a simple status. You never set it by hand.
| Status | What it means |
|---|---|
| Posted | The transfer is saved and the stock has moved. This is the status of every stock transfer while it stands. |
| Deleted | The transfer has been deleted and its stock movement reversed (see below). The record is kept for the history. |
The transfer's own status is not Open, Partial, or Closed
A stock transfer either stands (Posted) or is deleted; it has no part-done stage of its own. The Open, Partial, and Closed progression belongs to the Stock Request Note a transfer fulfils, not to the transfer. One transfer moves its stock in full the instant you save it.
Transfer against a stock request note
If a location raised a Stock Request Note for the stock, you can fulfil it with a transfer instead of typing the lines yourself:
Select the requests to fulfil
On the Stock Request Notes list, tick the checkbox on each request you are fulfilling. You can select more than one only if they share the same To Location, since one transfer delivers to a single destination.
Create the stock transfer
Select Create Stock Transfer. The transfer form opens pre-filled with the destination and the outstanding lines from the requests you picked, and shows a Requested Qty column so you can see what was originally asked for. Choose the From Location, adjust the quantities you are actually sending, then save.
Each line is capped at its outstanding quantity, the requested quantity minus what has already been transferred, so you cannot send more than was requested on a line. You do not have to fulfil a request in one go: transfer part now and the rest later. Every time you save, edit, or delete a transfer, ZyncLedger recalculates the linked request's status, moving it to Partial as stock goes out and to Closed once every requested line is fully transferred.
Tips & gotchas
A transfer does not check available stock at the source
ZyncLedger does not stop you moving more than a location holds. The item search shows the on-hand quantity at the From Location for guidance, but the transfer still saves if you exceed it, which can drive that location's on-hand quantity negative. Check the source stock before you transfer.
Only inventory products can be transferred
A stock transfer moves physical stock, so its lines accept Inventory-type products only. Service and Non-Inventory items are rejected on save. See Products & Items for how the inventory type is set.
Deleting a transfer reverses the stock movement
Deleting a stock transfer sets its status to Deleted and reverses the movement: the quantity goes back to the From Location and comes out of the To Location. There is no ledger entry to unwind, since the transfer never posted one. If the transfer fulfilled a Stock Request Note, that request's status is recalculated so it reflects the reversed quantity. You cannot delete a transfer whose date falls in a period closed by the Ledger close date, even though the transfer posts nothing to the ledger.
Related
- Stock Request Note is the optional request a transfer fulfils. A transfer moves the requested stock and drives the request's status.
- Warehouses & Locations are the source and destination a transfer moves stock between.
- Products & Items are the lines you move. Only Inventory-type products qualify.
- Inventory reports show the on-hand balance per location and the movement history a transfer creates.
- Document numbering controls the transfer's transaction number.
