Orchid POS Inventory Transfer

• For stores with multiple linked location accounts

An inventory transfer helps you to move products from one store location to another or from a central warehouse location to your sub-stores.

First, a transfer request is created. The requesting employee can view available inventory at any linked location and then request it be moved to another. 

Then, a manager, owner or employee with special permission settings approves the request. Once the request is approved a purchase order is created at the receiving location. 

When the equipment arrives at the receiving location, the purchase order is received just as any other purchase order would be. 

• If the user creating the transfer also has permission to approve transfer requests, then the transfer will automatically create a purchase order at the receiving location.

Getting ready / Setup:

• Office > Back Office Settings > Store Settings; for each store location:
  • Click Edit icon
  • Set an Inventory Transfer Code
    • This should be two to five letters or numbers to identify each location during the transfer process
  • Save your changes by clicking Update at the bottom at the page.
• Adjust permission settings for employees
  • Each Access Level now has “Approve Transfer Request” and “Create Transfer Request.”
    • Approve Transfer Request provides the employee the ability to approve an inventory transfer request; this finalizes the order and places the resulting purchase order into the Manage Purchase Order page for the receiving store.
    • Create Transfer Request provides the employee the ability to create an inventory transfer which then must be approved by an employee with permission, manager, or owner.
      

Create an Inventory Transfer Request

• Office > Inventory > Inventory Transfer > Create Inventory Transfer (Products)
• Select the store that you are transferring from, then the store(s) you are transferring to.
  

• Now you can filter your inventory using the search options above (vendor, category, etc.)
• Each “Transfer To” location will have a column, showing current inventory in stock of each displayed item as well as blank transfer field. Enter the quantity you want to transfer to one or multiple locations in this field.
  

• When you’re ready, click Add to Cart.
  • Unlike a standard purchase order, there are no restrictions based on vendor or manufacturer when creating an inventory transfer. You can add inventory from any brand line to the same cart.
    

• When you are completely done adding items to the transfer cart, you will go to the cart to review and finalize the request.
  

• On the Review Cart page, make any notes you want the person who will approve the transfer to see, then click Request for Approval.
  • If you also have permission to approve transfers instead of Request for Approval you will see a button that says Create Transfer; clicking this button is your final step in creating the order. The receiving store now has a purchase order with a TPO reference number that can be received when the inventory arrives there.
    

• Now, employees with transfer approval access, managers, and owners will see a notification in Inventory > Inventory Transfers menu that there is a request awaiting approval.
  

Approving an Inventory Transfer Request

• If you have permission to approve an inventory transfer request you will be notified of orders awaiting approval in the Office menu when you log in to Orchid POS and again in the Inventory Transfers page within the Office menu
  

• Go to Office > Inventory > Inventory Transfer > Review Transfers
• Click Review to see the transfer request details and notes
• When you’re ready click Create Transfer to create the purchase order at the receiving store
• You can print a packing slip from the Review Transfers page
  

Receiving an Inventory Transfer

A transfer purchase order is nearly identical to a standard order. The purchase order number will be in a different format – a number followed by “TPO.” Go to Office > Purchase Orders > Manage Purchase Orders to view and receive the inventory.