The transfer functionality is only available if you have the multi-location module. If you are interested in adding this functionality to your license please contact support@rentp.com for more information.
- Transfers can be created either directly or from the Shortages grid. The Shortages grid also provides options to resolve shortages by creating a cross-rental, transfer, or purchase order.
- If a location has a product shortage and the required product is available at another location, you can create a transfer to move the product from the other location and fulfil the shortage.
- Transfers can also be created from the Shortages grid. The Shortages grid provides options to resolve shortages by creating a cross-rental, transfer, or purchase order.
Note that transfers don't have the same 'Fixed' option that sub hires do. Other than using the assigned booking's reservation date, transfers go into a pool of stock that you have available for rental at the destination; so there is the possibility of another booking at that location taking precedence over the assigned booking. Use ‘Manage Reservations’ option to resolve reservation precedence
Transfer Parameters
Transfer options are available under the Transfers section of parameter setup.
Set transfer preferences below as needed
Once transfer parameters are set, reload software settings (with all users logged off) to avail of the latest changes
One Way Transfers
One way transfers are used when equipment is being transferred to another warehouse location permanently (or for an undetermined period of time). When you create a one way transfer, meaning that the equipment will remain in the location it is sent to, the transfer booking will be archived as soon as all the stock has been checked in at the destination and the transfer booking has been final returned.
- Once entered transfer bookings appear in the booking grid
- One way transfers are handled similar to a booking where they have one checkout and return except that the return happens at the destination location.
- If the equipment on the transfer is barcode tracked you need to check out the transfer booking FROM Location A and check it in to Location B.
- Assets being returned will be updated to reflect their new permanent location. If Operational parameter #65 is enabled, asset tracked items (checked out with a barcode) will be moved as soon as they are returned, even if the transfer is not final returned immediately.
- Transfers will archive on final return.
- Once archived the stock quantities in product set-up will be updated to reflect the transfer.
Processing a One Way Transfer
Create a transfer booking from the Booking Grid
The transfer will automatically be assigned to the current highlighted booking on the grid, this can be useful if you are transferring items that are short on the current booking. Use the 'x' to the right of the booking number to remove the assignment if needed.
When you access the Equipment tab, any equipment shortages for the selected booking are displayed, allowing them to be easily added to the transfer. Simply check the box to the left of any item needed, then '+Add' to continue.
Once the transfer is saved the transfer booking number is assigned and displayed to the user
The transfer booking number is also recorded against the shortage in the assigned booking
The transfer booking is visible on the booking grid once saved and should be checked out at the source location first
The same booking is visible on the booking grid for the destination location and can be received using the 'Return Booking' option.
The transfer is moved to the archive table on final return
Tracked assets are moved to the transfer location as soon as they are returned on a transfer booking. Non-tracked items are moved to the transfer location only after the final return has been completed and the transfer booking has been archived.
Two Way Transfers
Two way transfers can be used to temporarily lend stock to another location to cover shortages they may have.
- Once entered transfer bookings appear in the booking grid at the source and the destination locations
- Two way transfers only cover shortages within the specified time period of the transfer.
- Although it is not necessary to check out two-way transfers, you can do so if required. Two-way transfers include four checkout and return stages: checkout from the source location, return at the destination location, checkout from the destination location, and return to the source location.
- Two way transfers are archived when the booking they are assigned to are archived.
- An assets location is not affected by being checked out and returned from a two way transfer.
To create a two way transfer.....
Create a transfer booking from the Booking Grid
The transfer will automatically be assigned to the current highlighted booking on the grid, this can be useful if you are transferring items that are short on the current booking. Use the 'x' to the right of the booking number to remove the assignment if needed.
Use the 'Two Way' tab to enter transfer details since the gear simply on loan from a different location
When you access the Equipment tab, any equipment shortages for the selected booking are displayed, allowing them to be easily added to the transfer. Simply check the box to the left of any item needed, then '+Add' to continue.
Once the transfer is saved the transfer booking number is assigned and displayed to the user
The transfer booking is then visible on the Booking Grid showing the booking (if any) it's assigned to.
The equipment grid of the assigned booking also shows the transfer resolving the shortage of the transfer item
Tracking a Two Way Transfer
The transfer is displayed in the products Running Balance at both locations showing the increase and decrease in stock as the item on the transfer moves in and out of each location. There is no need to check out and return a two way transfer since the stock is not permanently moving.
Transfers, Shortages & Operator Privileges
- When you enter a transfer to move equipment to a certain location, the stock will immediately become available at the destination.
- At the source they transfer may or may not create a shortage and this will need to be managed by those at the source location. You may check/uncheck the operator privilege in red below to allow/prevent transfers that will create a shortage at the ‘transfer from’ location.
- The screenshot below highlights the operator privileges available for processing transfers. Speak to your systems administator if you don't have access to these options.
Synchronized Two Way Transfers
The option to use synchronized transfers is activated in the Transfer parameter window by checking the box below
A synchronized transfer consists of two one-way transfers. The first transfer is created from the source location to the destination location. A second transfer is then automatically created and synchronized with the first to return the equipment to the source location after use.
Check the 'Create Return Transfer' option if a return transfer is needed.
Both the original transfer and the return transfer associated with it can be viewed in the Booking grid at both locations involved in the transfer.
Source location:
Destination Location:
Check out the transfer (in this example, T000000000152) from the source location,
then use the Return option to receive it at the destination location.
When the equipment is ready to be returned, check out the Transfer OUT booking (in this example, T000000000153) from the destination location,
then use the Return option to receive it back at the original source location, completing the transfer.
Synchronized transfers are archived automatically on final return of the synchronized transfer at the source location.