Transfers

The Transfers module is designed for businesses with multiple locations (e.g., a Warehouse and a Retail Store). It allows you to track and manage the physical movement of inventory from one location (Origin) to another (Destination). This ensures accurate stock levels are maintained at both sites during the movement process.

This guide will show you how to create and manage transfers in Soppiya, regardless of your technical background.

Location: Products → Transfers

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What Are Transfers?

Transfers are internal stock movements between your business locations. Unlike purchase orders (which bring new stock in from suppliers), transfers move existing inventory from one of your locations to another.

• Origin - The location sending the inventory (stock is deducted)
• Destination - The location receiving the inventory (stock is added)
• Lifecycle Tracking - Every transfer follows a Draft → Pending → Received workflow

Common uses:

• Warehouse-to-Store - Move stock from a central warehouse to a retail location
• Store-to-Store - Balance inventory between retail locations based on demand
• Seasonal Restocking - Move seasonal items to locations where they sell best
• New Location Setup - Transfer initial inventory to a newly opened store

For Store Owners

Start by planning your transfer before creating it in Soppiya. Physically count the items you intend to move, then enter the exact quantities in the system to keep records accurate.

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Transfers Overview

The Transfers landing screen shows all your internal stock movements in one place.

What You'll See

When you navigate to Products → Transfers, the dashboard displays a tabular grid with:

• Transfer - The unique system-generated ID (e.g., #TR000010)
• Origin - The location sending inventory (e.g., "Warehouse")
• Destination - The location receiving inventory (e.g., "Motijheel")
• Status - Color-coded badge: Draft (Yellow), Pending (Blue), Received (Green)
• Received - Progress indicator (e.g., "80 of 80" or "1 of 5")
• Expected arrival - Scheduled date for the shipment to arrive

What You Can Do

From this page you can:

• Search Transfers: Find specific shipments by transfer ID
• Filter: Narrow by Status, Origin, Destination, or Variant
• Sort: Organize by Expected Arrival, Status, Tracking Number, Origin, Destination, Created, or Updated date
• Create New: Click to initiate a stock movement
• Custom Views: Save filtered views as tabs for quick access

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Quick Start Guide

If you're creating transfers for the first time, follow these steps:

1. Set up multiple locations - Ensure at least two locations exist in your store settings
2. Create a transfer - Select origin, destination, and products to move
3. Mark as pending - Start the transit process once goods are physically packed
4. Receive the transfer - Verify and accept items when they arrive at the destination
5. Review dashboard - Confirm stock levels updated correctly at both locations

For detailed instructions, continue reading below.

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How to Create a Transfer in Soppiya

To initiate the movement of inventory between two physical locations:

1. Navigate to Products → Transfers
2. Click in the top-right corner
3. Complete the transfer form (explained below)
4. Click

Define Logistics Route

The first step is to establish where the stock is coming from and where it is going.

1. Origin: Click the dropdown menu to select the source location (e.g., "Rangpur" or "Motijheel"). This is the warehouse or store where the stock is currently held.
2. Destination: Click the dropdown menu to select the receiving location (e.g., "Motijheel"). This is where the stock will be added upon receipt.

warning

You cannot select the same location for both Origin and Destination. The system requires two distinct locations to validly track movement.

Add Products to Transfer

Select the specific items and quantities you wish to move.

1. Open Product Selector: In the Add products section, click the search bar or the button.
2. Select Variants: A modal window titled Variants will appear.
   • Search: Use the search bar at the top to find products by name or SKU.
   • Select: Check the box to the left of the specific variants you are transferring (e.g., "Product 2 - SM/RED/SILK"). You can select multiple items at once.
   • Confirm: Click the button at the bottom of the modal.
3. Define Quantities:
   • The selected items will appear as rows in the transfer form.
   • Locate the Quantity input field for each row (default is usually blank or 0).
   • Enter the exact number of units being physically moved (e.g., 10).

Shipment Details

Enter logistics information to help your warehouse teams track the physical package.

• Estimated arrival: Click the calendar icon and provide the date you expect the shipment to arrive at the destination. This helps the receiving team plan their workflow.
• Shipping carrier: Enter the name of the logistics provider (e.g., "Pathao", "RedX", "Company Truck").
• Tracking number: Input the specific tracking ID provided by the courier.
• Tracking URL: Paste the direct link to the courier's tracking page for quick status checks.(Optional)

Additional Details

Use this section to add internal metadata for record-keeping.

• Reference number: Enter an internal reference code (e.g., TR-JAN-001) if your company uses a separate ERP or paper filing system.
• Tags: Type keywords (e.g., "Urgent", "Seasonal Restock") and press Enter. Tags allow you to easily filter and find this transfer on the dashboard later.

Saving the Transfer

Once all details are entered, click .

note

The transfer is created with a Draft status. No inventory has been moved yet. You must click Mark as pending to officially start the transit process and deduct stock from the Origin.

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Transfer Lifecycle & Statuses

Managing an inventory transfer in Soppiya follows a strict three-phase lifecycle. This workflow ensures that stock is deducted from the source location and added to the destination location at the exact right moments, preventing inventory discrepancies.

Phase 1: Planning (Draft Status)

When you first create and save a transfer, it enters the Draft state. This is the planning phase.

• State Characteristics:
  • Status Badge: Draft.
  • Inventory Impact: None. Stock is not yet deducted from the Origin or added to the Destination.
  • Editability: You can fully edit products, quantities, and origin/destination details.
• Action Required: Once the physical goods are packed and ready to leave the warehouse, you must transition the transfer to the next stage.

Phase 2: In Transit (Pending Status)

This phase represents the period when goods are moving between locations (e.g., on a truck or with a courier).

How to Mark as Pending

1. Open the Draft transfer.
2. Click the button in the top-right corner.
3. Confirmation: A popup will appear stating: "Marking as pending will show these units as incoming to the destination and allow for them to be received."
4. Click Save.

State Characteristics

• Status Badge: Pending.
• Inventory Impact:
  • Origin: Stock is deducted from "Available" inventory.
  • Destination: Stock appears as "Incoming" inventory (not yet sellable).
• Action Required: Wait for the shipment to physically arrive at the Destination.

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Phase 3: Completion (Receiving Inventory)

When the shipment arrives at the Destination, the receiving staff must verify the contents and officially add them to the local stock.

How to Receive Items

1. Open the Pending transfer (e.g., #TR000011).
2. Click the button in the top-right corner.
3. The Receiving Interface: You will be taken to a screen labeled Receive items.
   • Verify Counts: For each product row, physically count the items received.
   • Input Data: Enter the quantity accepted in the input box.
   • Quick Action: If the shipment is perfect, click the All button to automatically fill the field with the expected quantity.
4. Finalize: Click .

Outcomes

• Full Receipt: If you accept the full quantity (e.g., 10 of 10), the status changes to Received. The stock becomes "Available" at the Destination.
• Partial Receipt: If you only receive part of the order (e.g., 4 of 5), the status may show as Partial. The remaining items stay "Pending" until they arrive or are cancelled.

info

If items are damaged or missing, and you do not receive the full amount, the system tracks this as a rejection or outstanding balance (e.g., "Total received: 4 of 5 (Total rejected: 1)").

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Advanced Filtering

As your logistics operations scale, you may have dozens of active transfers. The filtering tools help you find specific shipments quickly.

How to Apply Filters

1. Click the button in the toolbar.
2. Select a criterion from the dropdown menu:
   • Status: Isolate transfers that are Draft, Pending, Received, or Partial.
   • Origin: View all shipments leaving a specific warehouse (e.g., "From Rangpur").
   • Destination: View all shipments arriving at a specific store (e.g., "To Motijheel").
   • Variant: Find transfers that contain a specific product SKU.
3. Manage Filters: Active filters appear as "chips" (e.g., Status: received). You can stack multiple filters (e.g., "Received" + "Destination: Motijheel") for precise reporting.

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Sorting and Custom Views

Sorting Options

1. Click the icon located in the top-right corner.
2. Select a parameter to reorder the list:
   • Expected Arrival: Sort by date to see what shipments are due today or overdue.
   • Status: Group transfers by their lifecycle stage.
   • Tracking Number / URL: Group by logistics tracking codes.
   • Origin / Destination: Group transfers by location.
   • Created / Updated: Sort by timeline (Newest first is usually default).
3. Set Direction: Toggle between Ascending (A-Z, Oldest-Newest) or Descending (Z-A, Newest-Oldest).

Custom Views (Tabs)

If you regularly check the same data (e.g., "All incoming stock for Motijheel"), save your configuration as a tab.

1. Click the icon next to the "All" tab.
2. Name: Enter a descriptive name (e.g., "Inbound Motijheel").
3. Click Create view.
4. Apply your filters (e.g., Destination: Motijheel, Status: Pending) then click the Save button.
5. Management: You can rename or delete custom views by clicking on the active tab and selecting the option from the dropdown menu.

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Visual Indicators & Progress Tracking

The dashboard and details pages use visual cues to help you instantly understand the health of your logistics.

Progress Bars

A progress bar appears at the top of every active or completed transfer.

• Gray Bar: Indicates total quantity expected.
• Green Fill: Indicates the percentage of stock successfully received.
  • Example: A full green bar means 100% completion.
  • Example: A bar filled halfway means 50% of the stock has arrived.

Status Summary

Below the progress bar, a text summary provides exact figures:

• Total received: The count of verified, sellable items added to the destination.
• Total rejected: Items that were part of the transfer but were not accepted (due to damage or loss).

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Real World Examples

To help you understand how transfers work in practice, here are examples of common scenarios.

Example 1: Warehouse to Retail Store Restocking

Goal: Move 50 units of a best-selling product from the central warehouse to a retail store running low on stock.

Configuration:

Field	Setting
Origin	Warehouse (Rangpur)
Destination	Retail Store (Motijheel)
Products	Best-Selling T-Shirt - M/Blue
Quantity	50
Shipping Carrier	Company Truck
Expected Arrival	Feb 20, 2026
Tags	Urgent, Restock

Why this works:

• Clear origin and destination prevents stock confusion
• Expected arrival helps the retail team plan shelf space
• Tags enable quick filtering on the dashboard

Example 2: Balancing Stock Between Two Stores

Goal: Move slow-selling seasonal items from one retail location to another where demand is higher.

Configuration:

Field	Setting
Origin	Store A (Gulshan)
Destination	Store B (Dhanmondi)
Products	Winter Jacket - L/Black, Winter Scarf - Red
Quantities	20 jackets, 30 scarves
Reference Number	TR-FEB-SEASONAL-001
Expected Arrival	Feb 18, 2026

Why this works:

• Moves inventory to where it sells rather than discounting at the slower location
• Reference number ties to internal paperwork
• Multiple items in a single transfer reduces logistics overhead

Example 3: New Store Opening Inventory Setup

Goal: Stock a newly opened retail location with initial inventory from the main warehouse.

Setup:

1. Create multiple transfers grouped by product category (clothing, accessories, etc.)
2. Use tags like "New Store Setup" for easy tracking
3. Stagger expected arrival dates to manage receiving workload

Benefits:

• Organized category-based transfers prevent overwhelming the receiving team
• Tags allow filtering all setup-related transfers at a glance
• Staggered arrivals ensure quality verification for each shipment

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Troubleshooting

Common issues and how to fix them:

I can't select a destination location

Possible causes:

• You only have one location configured in your store
• The destination is the same as the origin

Solution:

1. Go to Settings → Locations and add a second location
2. Return to Transfers and try creating the transfer again
3. Ensure origin and destination are different locations

Stock levels didn't update after receiving

Possible causes:

• The transfer is still in Draft status (no inventory impact)
• The transfer was not fully received (partial receipt)

Solution:

1. Open the transfer and check the status badge
2. If Draft, click Mark as pending first, then receive
3. If Partial, open the transfer and receive the remaining items
4. Check destination inventory to confirm stock was added

I received fewer items than expected

Possible causes:

• Items were damaged or lost during transit
• Incorrect quantity was originally entered

Solution:

1. Enter only the actual quantity received in the Receive items interface
2. The system will automatically track the difference as rejected
3. Create a new transfer for the missing items if needed
4. Investigate the cause with the shipping carrier

Transfer is stuck in Pending status

Possible causes:

• The receiving team has not processed the incoming shipment
• The shipment has not physically arrived yet

Solution:

1. Check the Expected arrival date on the transfer
2. Contact the receiving location to confirm physical arrival
3. Once goods arrive, open the transfer and click Receive transfer
4. Complete the receiving process by entering accepted quantities

Need More Help?

If you're still experiencing issues, contact Soppiya support with the transfer ID (e.g., #TR000010), the status, and screenshots of any error messages.

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Best Practices

Transfer Management Best Practices

Planning & Preparation

• Count before creating: Physically verify item counts before entering quantities in the system
• Set realistic arrival dates: Account for courier delays and processing time
• Use reference numbers: Link transfers to internal paperwork or ERP systems for auditing

Organization

• Use tags consistently: Apply tags like "Urgent", "Seasonal", or "Restock" for easy filtering
• Create custom views: Set up tabs for frequently monitored routes (e.g., "Inbound Warehouse")
• Add shipment details: Always include carrier name and tracking number for accountability

Receiving

• Verify physically: Always count items before clicking "All" in the receiving interface
• Report discrepancies immediately: If items are damaged or missing, record the actual received quantity
• Process promptly: Receive transfers as soon as goods arrive to keep inventory accurate

Common Mistakes to Avoid

• ❌ Skipping the "Mark as pending" step — draft transfers don't affect inventory
• ❌ Clicking "All" without physically counting — leads to inventory inaccuracies
• ❌ Leaving transfers in Pending indefinitely — causes stock to remain "Incoming" and unsellable
• ❌ Not using tags or custom views — makes it hard to find specific transfers as volume grows

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Summary

The Transfers module ensures accurate stock levels across all your business locations by providing a structured workflow for moving inventory. Every transfer follows a clear Draft → Pending → Received lifecycle, giving you complete visibility into what stock is where.

Key takeaways:

• Transfers require at least two locations configured in your store
• The three-phase lifecycle (Draft → Pending → Received) prevents inventory discrepancies
• Always physically verify quantities before marking items as received
• Use tags, custom views, and filters to manage high-volume logistics efficiently
• Partial receipts are tracked automatically — you don't need to create separate records for missing items

If you're just getting started, create a test transfer between two locations with a small quantity, walk through the full lifecycle (Draft → Pending → Received), and confirm that stock levels update correctly at both locations.