Managing Transfers
Hand a batch to a partner for sale, processing or distribution, and follow the transfer from pending to completed.
A custody transfer records that a batch, or part of it, passed from one party to another: a sale to a buyer, goods sent for processing, stock sent to a distributor. Each confirmed step is added to the batch's history and appears on its trace page.
Before you begin
The other party must be one of your partners. Under Partners you can:
- Invite Partner to send a business an email invitation. They get their own free IndiTrace account for partner work and confirm transfers themselves.
- Add Partner for a business that doesn't use IndiTrace, such as a local shop. You confirm transfers on their behalf.
Create a transfer
Open Transfers and choose New Transfer. Transfers always go out from your organization. Fill in:
- Batch: the batch you are handing over. The list shows how much of each batch is free to transfer.
- To: the partner receiving the goods.
- Transfer Type: Sale, Processing, Distribution, Return or Consignment.
- Quantity and unit: how much is moving. It can't be more than the batch's free stock. For a batch with several products, enter a quantity per product.
- Notes (optional).
Statuses
| Status | Meaning |
|---|---|
| Pending Acceptance | Created and waiting for the receiving party |
| Accepted | The receiving party has accepted it |
| In Transit | The goods are on their way |
| Completed | The goods were received; the transfer is done |
| Rejected | The receiving party declined it |
| Cancelled | The sender cancelled it before it was completed |
Each transfer shows what happens next and who it is waiting for.
Who does what
- Accept or reject: the receiving party. Rejecting needs a reason, which the sender sees.
- Mark in transit: the sender, when the goods leave.
- Confirm goods received: the receiving party, once the goods arrive. This completes the transfer.
- Cancel: the sender, any time before the transfer is completed, with an optional reason.
For a partner added with Add Partner (one without an IndiTrace account), the sender records their acceptance and confirms the delivery for them, each with an optional note, for example who signed for the goods. The history shows these steps as confirmed by the sender. The sender can't reject on the partner's behalf; cancel the transfer instead.
What happens to stock
While a transfer is open (pending, accepted or in transit), its quantity is held, so the same stock can't be sent twice. When the transfer is completed the quantity leaves the batch's stock; if it is rejected or cancelled, the held quantity becomes free again. When a completed sale leaves no stock to sell, the batch is marked sold, unless it is in a state that can't be sold yet, such as still processing.
Good practice
- Create the transfer when the goods leave, not afterwards.
- Use the notes for the vehicle, invoice number or anything the receiver should check.
- Reject a transfer if the goods don't match, and say why in the note.