Entering Transfers

This tech note will walk you through the data entry, edit list, pick list and posting processes for generating transfers between Stocking Locations. You may not generate transfers from Stocking Locations to Non-Stocking Locations – Requisitions should be used in those instances. From the main Purchasing/Receiving screen select > Transfers. The following screen will appear:

1) Select Data Entry

To create a new batch of transfers, press F5 to go into INSERT mode. To modify or view an existing batch of transfers, press F8 to go into UPDATE mode. A screen similar to the following will appear:

An explanation of each field is given below.

Batch ID

If not automatically assigned, you may enter a 5-character Batch ID to uniquely identify this batch. Transfers may be batched by any criteria as long as all requisition transactions within a batch are posted to the same fiscal period and property ID.

Property ID (Multi-Property only)

Enter the Property ID for this batch of Transfers. Properties cannot be combined within a batch. If this is not a multi-property database, this field is inaccessible.

Transaction Count

Enter the total number of Transfers to be entered within this batch.

Post Mo/Yr

Enter the Post Month and Year to which you would like this batch of Transfers to post. The default date is from the Parameter file. If this field is manually changed, all transfer transactions within the batch are also changed.

Print Pick List?

If you would like to print a pick list for this batch, enter ‘Yes’; otherwise enter ‘No’.

Press F2 to continue. A screen similar to the following will appear, where you will enter the details for each individual transfer transactions within the batch.

A definition for each field is given below.

Transaction No

The number of the transaction within the batch is displayed.

Transfer Number

This field displays the transfer number of this transaction, maintained by the system.

Transfer Date

Enter the date on which this transfer should be effective.

Pick List Printed

This is a system-maintained field that will display the date on which the pick list was printed.

Transferred From

The system will default this field automatically to the Location ID specified in the parameters file. You may also Use Ctrl-L to search and select a different From Location ID. This is the location from which items are being transferred.

Property

The Property ID will automatically default in from the location record.

Transferred To

Use Ctrl-L to search and select the Location ID to which the items are being transferred.

Transfer Req By

Use Ctrl-L to search and select the Requisitioner ID of the person who requisitioned the transfer.

Notes

Enter any notes pertaining to this Transfer transaction, or you may leave blank.

Press F2 to continue. You will be prompted with a list of items that exist in the From Location specified from the previous screen. You may highlight any items you want to include in this transfer, and specify the quantity.

Once you have specified the quantity for each item you want to include in the transfer press F2 to save and continue. The following screen will appear with a list of the items you selected from the previous screen.

Verify that each of the Line Item is correct. Once finished, press F2 to save and continue OR press Escape to exit to the main Transfers screen.

2) Edit List

Once you have finished entering the Transfers through Data Entry, you may run the Edit List to verify the details of each transaction, and that no errors exist in the batch. If errors do exist, they must be corrected in order for the batch to post successfully. Simply go back into Data Entry, select the batch in question and make any modifications necessary, then you may rerun the edit list again. The edit list must also be printed prior to the Pick List. Upon selecting the edit list button, the following screen will appear:

Enter up to 10 Batch ID’s to include in this job. If left blank, all applicable Batch ID’s are then selected.

Sample Edit List:

3) Print Pick List

If you chose to print a pick list for this batch of transfers, select this button. The pick list is a listing of all items included for each transfer you entered. The edit must be run prior to the pick list; otherwise it will not print successfully.

Enter up to 10 Batch ID’s to include in this job. If left blank, all applicable Batch ID’s are then selected.

Sample Pick List

3) Post

Once you have run your edit list without errors, and printed your pick list, you may now post your batch of transfers. Once posted, the transfer transactions will be available to view in your reports, and inquiries.

Enter up to 10 Batch ID’s to include in this job. If left blank, all applicable Batch ID’s are then selected

Sample Posting Journal:

If you have further questions, please visit our website www.dphs.com OR contact Data Plus Support.