Transfer Orders

Transfer Orders can be used only to move items between business locations or warehouses within India. For international transfers, items must be moved using export and import transactions. When transfers occur between locations with different GSTINs, an invoice and a bill are automatically generated for the source and destination locations, respectively.

Create Transfer Order

Prerequisite: You must have at least two warehouses in Zoho ERP to be able to transfer stock.

To create a transfer order:

Go to the Inventory module on the left sidebar.
Navigate to Warehouse Operations on the top Module bar.
Click Transfer Orders from the dropdown.
Click +New in the top right corner.
Enter the required details.

Field	Description
Transfer Order#	This is the unique identification number for the Transfer Order. This is a mandatory field and cannot be left blank.
Date	The date of stock transfer.
Reason	The reason the stock is being transferred can be entered here.
Source Warehouse/Location	Select the warehouse/location from where the stock is being transferred.
Destination Warehouse/Location	Select the warehouse /location to which the stock is being transferred.
Source Stock	The current stock count in the Source Warehouse/Location.
Destination Stock	The current stock count in the Destination Warehouse/Location.

Select the required items from the Items table. The Current Availability column displays the available stock quantity at the source and destination location.
Enter the transfer quantity. For Advanced Inventory or bin-tracked items, select the appropriate source and destination serial numbers, batches, or bins.

Pro Tip: Instead of searching for the items from the list, you can add items in bulk or scan its barcode. When you scan the same barcode more than once, the quantity gets incremented automatically.

Click Upload File to attach relevant documents for the TO.
Click either of the options,
Note: For Transfer Orders created between different GSTINs, only the Save as Draft option will be available.
Save as Draft - Save the transfer order as a draft.
Initiate Transfer - Start a transfer and receive it later. The transfer order’s status will be set as In Transit, and the stock receipt has to be done manually.
Mark as Transferred - Click the arrow near Initiate transfer to transfer the stock right away. This option can be used to record a stock transfer that has already taken place.

Edit Cost Price

Edit Cost Price allows you to modify the cost of an item during a Transfer Order to reflect updated valuation.

Scenario: Patricia runs an electronics distribution business with warehouses in different states. She plans to move a few items from her head office in Tamil Nadu to one of her warehouses in Karnataka due to higher demand. While creating the Transfer Order, she edits and increases the cost price of the item to reflect the updated valuation. Once the Transfer Order is confirmed, an invoice is automatically generated for the source location. After the items are shipped and received, a bill is created for the destination warehouse, ensuring accurate inventory tracking at both locations.

Change Cost Price in Transfer Order

Enter the required details
Click Edit Cost Price below the item’s description.
Enter the Cost Price for the item.
You can view the other details such as,
- Cost Price – The current cost of the item. You can change the cost price.
- Recent Price – The most recently updated cost price in a TO.
- View Purchase Information – View the item’s purchase details you have added during the item creation in a side panel.
Click Update. The cost price of the item will be changed only in the respective TO.

Note: You can choose Average Price instead of Cost Price, which is calculated based on the source location. When this option is enabled, Zoho ERP will not display the cost price in transfer orders. You can configure this from the Transfer Orders Settings.

Transfer Serialized Items

To transfer serialised items,

Enter the required details
Add a serial tracked item and specify the Transfer Quantity.
Click the Select Serial Numbers under the quantity of the respective item.
Click the Serial Number Dropdown and select the serial numbers.
Click Save.

Transfer Serialized Bin Items

If the destination location is bin enabled,

Enter the required details
Click Select Serial Numbers and Bins.
Click the Serial Numbers dropdown to select the serial numbers.
Select the destination bin to receive the serialised items by clicking the Bin dropdown.
Click +New Row to add items in a different bin in the destination location.
Once done, click Save.

Transfer Batch Items

To transfer batch-tracked items:

Enter the required details
Add the batch-tracked item and specify the quantity to transfer.
Click Select Batches under the quantity field of the respective item.
Choose the batches and specify the quantity picked from each batch to match the total units in the order.
Click the Source Batch Reference dropdown, select the existing batches in the source warehouse.
The batch will be reviewed, in the destination will be displayed in Destination Batch Reference.
Enter the Quantity Out for the selected source batch. You can view the balance items in the batch below.
Click + Select Another Batch to add more batches, if required.
Once done, click Save.

Transfer Bin and Batch Tracked Items

To transfer bin and batch tracked items,

Enter the required details
Add the batch-tracked item and specify the quantity to transfer.
Click Select Batch & Bins under the quantity field of the respective item.
Click the Source Batch Reference dropdown, select the existing batches in the source warehouse.
The batch will be reviewed, in the destination will be displayed in Destination Batch Reference.
Enter the Quantity Out for the selected source batch. You can view the balance items in the batch below.
Select the Destination Bins to receive the items.
Click + Select Another Batch to add more batches, if required.
Once done, click Save.
Click Save as Draft.

Bin Tracked Items

If the item is bin-tracked and advanced inventory tracking is not enabled,

Enter the required details
Add the batch-tracked item and specify the quantity to transfer.
Click Select Destination Bins under the quantity field of the respective item.
Click the Bin Location dropdown, select the items in the warehouse.
The batch will be reviewed, in the destination will be displayed in Destination Batch Reference.
Enter the Quantity for the selected source bin to receive.
Click + New Row to add more bins, if required.
Once done, click Save.

Initiate Transfer

After creating the transfer order, you can initiate the transfer to begin moving the items.

To initiate a transfer order manually,

Go to the Inventory module on the left sidebar.
Navigate to Warehouse Operations on the top Module bar.
Click Transfer Orders from the dropdown.
Click the transfer order that is in Draft status you wish to start the transfer.
Click Initiate Transfer at the top.
If the transfer order is created between different GSTINs, you can view the details below in the pop-up.
Customer Name - View the customer name for the destination location
GSTIN - Displays the destination location’s GSTIN
Select the preferred tax type for the Item Rate are,
- Tax Exclusive – Tax will be added to the item rate.
- Tax Inclusive – Tax is already included in the item rate.
Click Initiate Transfer.

Note: An invoice for the Transfer Order will be automatically generated as per Indian government regulations.

View Invoice for the Transfer Order

If the transfer order is created between different GSTINs, an invoice will be created for the destination location.

To view the invoice,

Go to the Inventory module on the left sidebar.
Navigate to Warehouse Operations on the top Module bar.
Click Transfer Orders from the dropdown.
Click the transfer order that you wish to view the invoice.
You can view the generated invoice in the Invoices section.
Click the Invoice# to redirect its details page.

Track Transfer Order

You can track the real-time shipment updates for the transfer order from dispatch to delivery.

To do this,

Go to the Inventory module on the left sidebar.
Navigate to Warehouse Operations on the top Module bar.
Click Transfer Orders from the dropdown.
Click the transfer order that is in In-Transit status you wish to track.
Click Enable Real-Time Tracking at the top.
In the upcoming pop-up, enter the tracking details,
- Carrier
  Select the shipping carrier used to deliver the package. This helps track the shipment accurately.
- Tracking#
  Enter the tracking number provided by the carrier. This is required to monitor the shipment status.
- Shipper Account Number
  Enter your account number with the selected carrier, if applicable.
- Tracking Key
  Provide the tracking key if required by the carrier for secure tracking.
- Send Status Notification
  Enable this option to automatically send shipment status updates to the primary contact of your organization.
Once enabled, if you wish to configure the user to receive the notification, click Configure.
It will redirect you to the Organization profile page to edit the Primary Contact.
Click Save to store the tracking details or Cancel to discard the changes.

View Tracking Status of Transfer Order

You can view the real-time shipment status of the transfer order based on the carrier tracking details.

To do this,

Go to the Inventory module on the left sidebar.
Navigate to Warehouse Operations on the top Module bar.
Click Transfer Orders from the dropdown.
Click the transfer order that is in In Transit status you wish to track.
Click View Tracking Status at the top to view the shipment status of the transfer order in the right-side pane.

Mark as Transferred

Once the transfer order reaches the destination warehouse, you can manually mark it as transferred.

To manually mark the TO as transferred,

Go to the Inventory module on the left sidebar.
Navigate to Warehouse Operations on the top Module bar.
Click Transfer Orders from the dropdown.
Click the TO that is in In-Transit status you wish to mark as transferred.
Click Mark as Transferred in the top.
In the upcoming pop-up, select the Transfer Date.
If the transfer order is created between different GSTINs, you can view the respective Vendor Name and GSTIN.
Click Mark as Transferred.

Note: When a Transfer Order involves different GSTINs, the system automatically creates a bill for the source location in compliance with government regulations.

View Associated Bills for Transfer Order

For Transfer Orders between different GSTINs, the system automatically generates a bill for the source location as per government rules.

To view the bill for a transfer order,

Go to the Inventory module on the left sidebar.
Navigate to Warehouse Operations on the top Module bar.
Click Transfer Orders from the dropdown.
Click the TO that is in Transferred status you wish to mark as transferred.
You can view the generated bill details in the Bills section.
Click the Bill# to redirect to its details page.

Location Preference

You can set a preferred location from which users can create transfer orders.

To set this,

Click the Gear icon in the top-right corner of the home page.
Navigate to Module Settings.
Click Transfer Orders under Inventory.
Click the dropdown under Location Preference and select any of your prerference,
- All Locations – Users can create transfer orders from any location in the organization, without any restriction.
- Only Accessible Locations – Users can create transfer orders only from the locations they have permission to access, based on their role or location access.
- All Source Locations – Users can create transfer orders from any location set as a source, but cannot initiate transfers from destination-only locations.
- All Destination Locations – Users can create transfer orders only to locations marked as destinations, ensuring transfers go into valid destination locations.
Once done, click Save.