Manual Transfer notes
The transfer note moves quantities from an issuing stock to a receiving stock (e.g. central warehouse → seller stock). It generates a dual movement (type 7): an outgoing entry on the source side, an incoming entry on the destination side.
Overview
A transfer note formalizes the movement of goods between two stocks of the company: supplying a field seller's stock from the central warehouse, feeding a POS register, rebalancing two depots… The transfer preserves the overall volume (nothing leaves the company) but redistributes the quantities differently. It is recorded via two type 7 movements.
Business goal
- Supply a seller stock / register
- Rebalance quantities between depots
- Track who moves what, and when
- Respect batches / expiry dates during the move
Target audience
- Warehouse staff — prepare the transfers
- Supply — coordinates the allocation
- Field sellers — receive the stock
Transfer ≠ sale
A transfer does not take goods out of the company: it moves them. For an outbound movement outside of a sale (assignment, correction), see issue notes; for a sale, see delivery notes.
Access and navigation
Left-hand side menu: Stock → Transfer notes.
List of transfer notes
The page lists the transfer notes with their number, their date, the two stocks concerned and the responsible person.
| Number⇅ | Responsible⇅ | Date⇅ | Transfer stock | Receiving Stock | Actions | |
|---|---|---|---|---|---|---|
| BT: N°000087 | A. ABDELKEFI | 02/06/2026 | Central Warehouse | Seller stock — Mr. ORABI | ||
| BT: N°000086 | A. ABDELKEFI | 30/05/2026 | Central Warehouse | POS register — Shop 1 | ||
| BT: N°000085 | Mr. BEN AZIZA | 28/05/2026 | North Depot | Central Warehouse |
List columns
| Column | Description |
|---|---|
| Number | Unique reference of the transfer note (e.g. BT: N°000087). |
| Responsible | User who initiated the transfer. |
| Date | Date of the transfer. |
| Transfer stock | Source stock (that gives up the goods) — it is decremented. |
| Receiving stock | Destination stock (that receives the goods) — it is incremented. |
Do not confuse the two columns
Transfer stock = where the goods leave from; Receiving stock = where they arrive. Swapping the two reverses the direction of the flow.
Action bar
New
Opens the creation form (section 5).
Delete
Deletes the ticked notes (reserved for the administrator).
Details
Opens the note: transferred lines, quantities, batches/expiry dates.
Create a transfer note
Click New. Choose the transfer stock (source) and the receiving stock (destination), add the items and quantities, then save.
| Item | Available stock (source) | Qty to transfer | ||
|---|---|---|---|---|
| 467802 - SMART SUPERVISOR MODULE | 92.000 | 20.000 | ||
| 110233 - CABLE SMART BUS 5M | 42.000 | 10.000 |
Availability on the source side
The quantity to transfer cannot exceed the stock available in the transfer stock (source). Exceeding it blocks the save.
Dual movement (type 7)
On save, the transfer note writes two movements of type 7 to the log: an outgoing entry on the source stock side and an incoming entry of the same quantity on the destination stock side. The total volume remains constant.
Transfer stock (source)
Type 7 movement, outgoing — the quantity is decremented from the stock that gives it up.
Receiving stock (destination)
Type 7 movement, incoming — the quantity is incremented on the stock that receives it.
Conservation · quantity removed from the source = quantity added to the destination · the company's total stock is unchanged.
Allocation by batch / expiry date
If the destination stock is managed by batch or by batch + expiry date, the transfer requires allocating the quantities by batch. Only valid (non-expired) batches are offered.
| Batch | Expiry | Available stock | Allocated Qty |
|---|---|---|---|
| LOT-A7 | 30/06/2026 | 60.000 | 12.000 |
| LOT-A8 | 15/07/2026 | 32.000 | 8.000 |
Expired batches hidden — a batch whose expiry date has passed (or expires within 2 days) is not offered for allocation: it is not possible to transfer an expired batch.
On-the-fly batch creation — if the item does not yet exist in the destination stock, its line (and the batch) is created automatically on validation. See the management modes in Stocks & levels.
Lifecycle (workflow)
The transfer note links two stocks through a single flow, split into two movements on validation.
flowchart LR N([New transfer note]):::s --> SRC[(Transfer stock
source)]:::st SRC -->|outgoing · type 7| BT[Transfer note
validated]:::p BT -->|incoming · type 7| DST[(Receiving stock
destination)]:::ok BT -.->|batch / expiry| R([Batch allocation]):::p R --> DST classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef s fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef st fill:#FFF7ED,stroke:#E07B00,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
Business rules
Dual movement — a transfer = one outgoing entry (source) + one incoming entry (destination), both of type 7. The overall volume is preserved.
Source cap — you can only transfer what is available in the source stock. Exceeding it blocks the operation.
Batch allocation — to a batch/expiry-managed stock, the quantity must be broken down across valid batches; expired batches are excluded.
Automatic creation — an item missing from the destination stock is created there on validation: no pre-configuration needed.
Roles & permissions
| Action | Warehouse | Supply | Management | Admin |
|---|---|---|---|---|
| View transfers | ✅ | ✅ | ✅ | ✅ |
| Create a transfer | ✅ | ✅ | — | ✅ |
| Allocate by batch / expiry date | ✅ | ✅ | — | ✅ |
| Delete a transfer | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
FAQ & Tips
What is the difference between "transfer stock" and "receiving stock"?
Transfer stock = the source (decremented). Receiving stock = the destination (incremented). Check the direction before saving.
A batch does not appear in the allocation?
Its expiry date has passed or it expires within 2 days: Swifto hides it to avoid transferring an expired product.
Tip — supplying sellers
Prepare a transfer from the central warehouse to each seller stock at the start of the route; unsold items are then returned via a return note.
