Purpose
This function is used to upload Stock Transfer orders. This is an alternative way of creating transfer orders than via data input using the ‘Order Entry’ function. Using this method a “spread-sheet” style tool can be used to create a data file with a list of products & quantities to be used to create a transfer order.
For additional details on creating upload files see the note HERE.
Data Input
Step 1 – File Upload
Upload File
Select the data file you wish to upload, by clicking Browse. This assumes you have access to the data file with the product line items and quantities from the browser you are currently using.
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Step 2 – Review details
The line item details of the data file selected will be displayed so that you can review the individual items and confirm that the correct data has been uploaded before you continue. Click Submit to submit all the details.
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Spread sheet format
The spread sheet must be in a csv format.
The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Product’, ‘Product Code’ or ‘SKU’.
The columns required are:
| Column | Name | Additional Details |
| A | Transfer Order Number | The transfer order number should be repeated for each product on a specific transaction. This may/may not become the invoice number depending on whether you have the system setting configured so that invoices numbers are matched to order numbers. Set to ‘N’ to get “Next” sequential system generated order number. Mandatory. |
| B | Issue Location | This is the Stock Location the stock is issued from- the ‘Source’. It must be a valid Stock Location code already created in the system. Mandatory |
| C | Receipt Location | This is the Stock Location the stock is received into – the ‘Destination’. It must be a valid Stock Location code already created in the system. Mandatory |
| D | Invoice Date | This will be the date of the invoice. Optional |
| E | Product Code | This is the code of the product being transfered. It must be a valid Product code already created in the system. Mandatory |
| F | Product Description | This is a text description of the product transferred. Optional |
| G | Size Code | If used, this is a size code for the product transferred. Mandatory if the product is sized and must be valid for the nominated Product. |
| H | Colour Code | If used, this is a colour code for the product transferred. Mandatory if the product is coloured and must be valid for the nominated Product. |
| I | Delivered Quantity | This is the quantity of the product delivered/despatched for the transfer. Mandatory |
Updating
Once you review the details and click submit, the rows on the spread sheet data are uploaded and validated. If no invalid data is detected, the Stock Transfer order(s) are created. The use of the letter ‘N’ for the “Next” order number is provided for as part of the functions logic.
NOTE: It should be noted that the data is processed row by row in the sequence as it appears in the file. When any of the significant data elements of the order “header” information changes, a new order is created. For Transfer Orders, this means any change in the Issuing Location, Receiving Location or Invoice Date will trigger the creation of a new order.