How to Transfer Stock Between Warehouses in CrmLeaf
All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Availability: All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Overview
A stock transfer moves material from one warehouse to another. Because stock is tracked per warehouse and product, a physical movement between locations must be recorded as a transfer, otherwise the issuing warehouse will appear to hold material it no longer has. Transfers are approved, then delivered, and can be cancelled.
How It Works
You raise a transfer naming the source warehouse, the destination warehouse and the products and quantities being moved. The transfer is approved, and delivered once the material has physically arrived at the destination. A transfer that is not going ahead is cancelled rather than deleted, so the record of the intent remains.
Raise transfer → Approve → Deliver → Cancel if it does not proceed
- A transfer names a source warehouse and a destination warehouse.
- The documented progression is approve, then deliver, with cancel available.
- Only stock that is available in the source warehouse should be transferred, because reserved and stock-out quantities are not free to move.
- Transfers are the correct record for a location change. Adjustments are for corrections, not movements.
Who Can Use This Feature?
Administrator
- Approve transfers raised by the team.
- Cancel a transfer that is not going ahead.
- Review transfer activity between locations.
User
- Raise a transfer for the products and quantities to be moved.
- Record delivery once the material has arrived at the destination warehouse.
- Track the transfer's progress.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The Purchase add-on module enabled for the account.
- Both the source and destination warehouses created.
- Available stock in the source warehouse for the products being moved.
- A role with approval permission, for the approval step.
For Users
Step 1: Check available stock at the source
What to do: Confirm the available quantity in the source warehouse covers what you intend to move. Available is quantity minus reserved minus stock-out.
What to verify: You are reading the row for the source warehouse, not a company-wide total.
Step 2: Raise the transfer
What to do: Select Add, choose the source and destination warehouses, add one line per product with the quantity being moved, then Submit.
What to verify: The source and destination are not the same warehouse, and quantities match what is physically leaving.
Step 3: Record the delivery
What to do: Once the transfer is approved and the material has physically arrived, record the transfer as delivered.
What to verify: Stock at the destination warehouse reflects the received quantity, and the source warehouse no longer shows it as available.
For Administrators
Step 1: Review the transfer
What to do: Open the transfer and check the source and destination warehouses, the products and the quantities against the available stock at the source.
What to verify: The source warehouse can actually release the quantity requested.
Step 2: Approve or cancel
What to do: Select Approve to authorise the movement. Where the movement is not going ahead, Cancel the transfer instead of deleting it.
What to verify: The transfer's state reflects the decision, and cancelled transfers are visibly cancelled rather than missing.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Source warehouse | The warehouse the stock is leaving. | Yes |
| Destination warehouse | The warehouse the stock is going to. | Yes |
| Products and quantities | One line per product being moved, with the quantity. | Yes |
Expected Result
The transfer is recorded, approved and then delivered. Stock at the destination warehouse increases and stock at the source warehouse decreases, so the per-warehouse figures match the physical position.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- This feature depends on the Purchase add-on module. Confirm it is included in your plan.
- Record the delivery only when the material has physically arrived. Recording it early overstates stock at the destination.
- Use a transfer for a movement and an inventory adjustment for a correction. Mixing them makes stock history hard to audit.
- A transfer cannot move more than the source warehouse has available, because reserved and stock-out quantities are not free.
Common Scenarios
Example: feeding a plant from the central store. Plant A needs 100 units for a requisition but holds only 40. A transfer of 100 is raised from the central store to plant A, approved by the Administrator, and marked delivered when the van arrives. The requisition can then be approved and issued.
Example: a transfer that is called off. The receiving plant no longer needs the material, so the transfer is cancelled. The record remains, showing what was planned and that it did not proceed.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Stock at the destination has not increased | The transfer has not been recorded as delivered | Complete the delivery step once the material has arrived. |
| The transfer cannot be approved | The role lacks approval permission | An Administrator or a role with approval permission must action it. |
| The quantity cannot be transferred | Available stock at the source is lower than requested once reserved and stock-out are deducted | Reduce the quantity, release the reservation, or procure the shortfall. |
| A warehouse cannot be selected | The warehouse does not exist, or the role has no access to it | Create the warehouse or ask your Administrator for access. |
| Stock Transfers is not visible | The Purchase add-on module is not enabled | Enable the module for the account. |
Frequently Asked Questions
What is the sequence a transfer follows?
Approve, then deliver, with cancel available if the movement does not proceed.
Can I transfer more than one product on a single transfer?
Yes. Add one line per product with its quantity.
Should I use a transfer or an adjustment?
Use a transfer when material physically moves between warehouses. Use an adjustment to correct a recorded quantity.
Can a cancelled transfer be reused?
Raise a new transfer. Cancelling preserves the record of what was planned.
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