How Inventory Transfers Work
Access requirements. Transfers are only available if you have more than one store. You need the "Inventory transfers" permission set to "Access." To start a transfer, you need it at both stores. To confirm or reject a transfer, you only need it at the store sending the stock. To see costs, you also need "Stock and cost" access at both stores.
One store asks, the other sends. Whoever needs the stock creates a transfer and requests it. The store sending the stock then confirms how much it's actually sending, or rejects the request.
The sending store can send less or more. When confirming, the sending store changes the amounts to what it really has on hand. Scotch shows anything sent short or extra.
Stock moves at both stores at once. As soon as the transfer is confirmed, stock comes out of the sending store and goes into the receiving store. Nobody at the receiving store has to accept it.
The real cost moves with it. The transfer uses what the stock actually cost the sending store. While you're building a transfer, the cost shown is an estimate, and the final cost is set when it ships.
Important: Once a transfer is confirmed, there's no way to undo it yourself. If one goes out wrong, contact Scotch support.
Where to Access Each Feature
To… | Go to |
See and create transfers | Stock management → Inventory transfers |
See requests waiting for your store to send | Dashboard → "Transfer requests" |
Print a pick list | Open a requested or completed transfer → "Print pick list," or the print icon in "Transfer requests" |
Requesting a Transfer
Do this at the store that needs the stock, or for it.
Step 1
Click "Stock management" in the left-hand menu, then click "Inventory transfers." Click "New transfer."
Step 2
Choose the store the stock is coming "From (source)" and the store it's going "To (destination)." Add any "Notes," then click "Continue."
Note: You can't change the stores once a transfer is started. To use different stores, delete the draft and start a new one.
Note: Scotch doesn't send a notification when a transfer is requested, confirmed, or rejected. Let the other store know, or check the transfer's state in the list.
Step 3
Click "Add items." Search by name, SKU, or barcode, or scan an item.
Step 4
Click the item. Enter how many "Cases," "Units," or both you need, and click "Add to transfer." You'll see how much each store has in stock as you go.
To add a lot of items at once, click "Bulk add from a product list" at the bottom of the "Add items to transfer" window. The list shows only items in stock at the sending store unless you untick "In stock items only." Tick the items you want and click "Add to transfer," or click the quick-add button on a row to add that item right away. Items added this way start at 0, so type the quantities in the "Requested cases" and "Requested units" columns afterward.
Step 5
Check the list. You can change "Requested cases" and "Requested units" right in the list, or click the trash icon to remove an item. If you ask for more than the sending store has, you'll see a warning, but you can still send the request.
Step 6
Click "Request transfer." You'll see "Transfer requested."
If any item still has no quantity, you'll see a red banner, like "2 items need a requested quantity." Add quantities or remove those items, then try again.
Sending a Transfer
Do this at the store sending the stock. Waiting requests show in "Transfer requests" on that store's dashboard, and in the transfers list as "Requested."
Step 7
Open the requested transfer. Click "Print pick list" to get a list of what to pull. It shows each item's location and bin at your store, grouped by department.
Step 8
Under "Items requested," change "Transfer cases" and "Transfer units" to what you can actually send. They start at the amounts requested. Items you're sending short or extra are marked, and the totals at the top update as you go.
Step 9
Click "Confirm transfer," then confirm when you see "Confirm this transfer? Stock moves from [store] to [store] now."
Important: Confirming moves the stock right away and can't be undone. Check the amounts first. If you're sending more than you have, stock at your store will go negative.
You'll see "Transfer processing." In a moment the transfer shows "Complete."
If you can't fill the request at all, click "Reject" instead, and confirm when you see "Reject this transfer?" You'll see "Transfer rejected," and nothing moves.
Reviewing a Completed Transfer
Open a completed transfer to see what was asked for and what was sent, side by side, with the cost of each item and the whole transfer. Use "Show only:" with "Short-shipped" or "Transferred extra" to find items where the amounts were different.
Deleting a Transfer
You can delete a transfer while it's a draft or waiting as a request. Open it, click the ⋮ menu, choose "Delete transfer," and confirm when you see "Delete this transfer? This can't be undone." Either store can delete a request it no longer needs. Completed and rejected transfers can't be deleted.
What It Looks Like in Back Office
The transfers list shows each transfer's number, stores, "State," items, total cost, who created it, and when. You can sort and filter any column.
Transfers move through these states:
"Draft" is still being put together.
"Requested" is waiting for the sending store.
"Processing" means the stock is moving.
"Complete" means the stock has moved.
"Rejected" means the sending store turned it down.
"Transfer requests" on the dashboard lists up to four requests waiting for this store to send, oldest first. Requests waiting more than two days are highlighted. Click "View all requests" to see them all.
Troubleshooting
There's no "Inventory transfers" in the menu: You need more than one store, and the "Inventory transfers" permission. Ask an admin.
"New transfer" is grayed out: You need "Inventory transfers" access at two or more stores.
You see "You don't have permission to edit this transfer. Editing requires Inventory transfers access at each of its stores.": Ask an admin for "Inventory transfers" access at both stores.
There's no "Confirm transfer" or "Reject" button: Only someone with "Inventory transfers" access at the sending store can confirm or reject it.
You see "Destination store must differ from source store": Pick two different stores.
"Confirm transfer" is grayed out, or you see "Nothing is shipping. Reject the transfer instead.": Every amount to send is 0. Enter what you're sending, or click "Reject."
Costs show "-": You need "Stock and cost" access at both stores to see costs.
The cost changed after the transfer was confirmed: That's expected. While you build a transfer, the cost is an estimate. The final cost is set from what the stock actually cost when it ships.
A transfer went out with the wrong amount or stores: There's no undo. Contact Scotch support.
You're trying to split one purchase order's delivery across two stores: Receive it all at one store, then use a transfer to move part of it to the other.