Product transfer between branches, the transfer of excess or slow‑moving items from one store to another store where they are needed. When managed correctly it reduces new purchase needs, refills empty shelves faster and turns existing stock into sales. However, the product is only moved physically; if the outbound and receipt records in the system are not handled together, the transfer quickly becomes a stock discrepancy.
A healthy transfer process; It requires more than just a record of “10 units sent from branch A to branch B.” Which product was chosen and why, who approved it, how many units were prepared, when the product was sent out and how many units were accepted by the receiving branch should be followed as separate steps. In this guide, we discuss step by step the workflow required to ensure that the store, central warehouse and accounting records are in harmony with each other.
Short Answer
What is the correct order of inter‑branch transfers?
Determine the need, check the source branch's salable stock, approve the transfer order, prepare and issue the products with barcodes, track them as "stock on the road" during shipment, and receive them by re-scanning them at the target branch. If the exit amount and acceptance amount do not match, create a difference record without closing the transfer.
When should an inter-branch transfer be made?
The transfer decision should not be made based solely on a branch's request. Even if the source branch seems to have a lot of product on hand, pending customer orders, reserved stocks, products in the process of return and upcoming campaigns may change the available amount. When making a decision, at least the following data should be evaluated together:
Things to check in the source branch
- Amount of salable and unreserved stock
- Last sell date and stock turnover rate
- Minimum stock and display requirement
- Pending orders, change and return records
Things to check at the target branch
- Recent sales rate and lost sales demand
- Color, size, number and model requirement
- Dispatch from the central warehouse or new purchase lead time
- Season and campaign calendar of the product
For example, if a size 42 shoe has not been sold at branch A for 60 days, and if it is not in stock at branch B despite being requested three times in the last two weeks, the transfer may be meaningful. On the other hand, if there is a customer order reserved for the same product in branch A, the total stock on the screen is not available for transfer. To determine how fast products are selling by store from the stock turnover rate calculation guide You can benefit from it.
Moda Trend Store Stock Tracking Experience
“We quickly solved the tracking of depleted stock in stores and the easy replenishment process.”
Nihat Aslan, Chairman of the Board of Moda Trend
How to Transfer Products Between Branches in 7 Steps?
Determine Transfer Needs Based on Product Variant
Demand is determined not only by the product model; Create with color, size, number, series or lot information. Choosing the size 42 black variant of the relevant model instead of “black shoes” prevents sending the wrong product.
Check Source Branch and Shippable Quantity
The system should show the actual available inventory at the source branch. Transfers that would drop inventory below safety stock or jeopardize pending orders should trigger a warning or require authorized approval.
Create a Numbered Transfer Order
The source and destination branch, products, quantities, request reason, requester, approver, and planned shipment date must be in the same document. When instructions given by phone or message are not recorded later, responsibility and quantity tracking are lost.
Collect and Verify Products with Barcode
During preparation, each product must be scanned with a barcode; Incorrect model, colour, size or quantity should be alerted immediately. Parcels must be labeled with the transfer order number and destination branch information.
Track Shipped Product as “Stock in Transit”
Once the product leaves the source branch, it should no longer appear salable there; It should not be added to the shelf stock before the target branch receives it. This intermediate status should be tracked separately as “in transfer” or “stock in transit”.
Re-read and Receive at the Target Branch
The document should not be automatically closed just because the parcel has been delivered. The target branch must count the products or scan them with barcodes; Once the accepted quantity is confirmed, the stock must move to the target branch.
Close Missing, Excess or Damaged Product with a Difference Record
If the shipped and accepted quantity do not match, the reason code must be selected: undershipped, overshipped, wrong item, transit damage or counting error. Accepting the transfer as completed before the difference is resolved will disrupt stock accuracy.
Why Should In-Road Stock Be Tracked Separately?
Source Branch
After exit, salable stock decreases.
in transfer
The product waits in the stock account on the way.
Target Branch
Only the accepted quantity enters stock.
Adding the product directly to the target branch's stock at the time of release may lead to sales before the physical product has even arrived. Continuing to keep it at the source branch may cause the same product to be transferred and appear on sale. A separate transfer warehouse or in-route stock status makes the location and responsibility of the product clear during shipment.
What Information Should Be Included in the Transfer Receipt?
| Information | Why is it necessary? | Checkpoint |
|---|---|---|
| Transfer number | Matches dispatch and receipt records. | It must be unique for each transfer. |
| Source and target branch | Determines the direction of inventory movement. | It should prevent referral to the wrong branch. |
| Product and variant | Maintains distinction of model, colour, size or number. | Must be verified with a barcode. |
| Request, shipment and acceptance amount | Shows the quantity difference in the process. | The three values must be stored separately. |
| Date and user | It shows who performed the transaction and when. | Change history must be preserved. |
| reason for difference | Explains missing, excess or damaged delivery. | It should be mandatory before the document is closed. |
Most Common Transfer Mistakes
- Making the request by phone or message and not creating a numbered transfer order in the system.
- Accepting the total stock amount as usable stock and sending the reserved products to another branch.
- Skipping checking color, size, number, series or lot because the model is correct.
- Showing that the product can be sold at one of the two branches while on the road.
- Automatically accepting the entire amount sent without waiting for the actual count of the target branch.
- frequently transporting low-value or slow-selling products without considering transfer cost.
In cases where the product that appears to be in stock in the system cannot be found on the shelf, the transfer recommendation will also be incorrect. Basic problems in barcode, location, reserved stock and counting processes Why can't the product that appears to be in the warehouse be found in the guide? and review it.
How to Measure Transfer Success?
Coverage Rate
Accepted ÷ Requested
Transfer Duration
Between Request and Acceptance
Variance Ratio
Different Quantity ÷ Shipment Quantity
Conversion to Sales
Post‑Transfer Sales
A high number of transfers is not a success alone. If the product sent is not sold at the target branch, only transportation costs and operational burdens occur. The sales results for 7, 15 or 30 days after the transfer should be monitored and it should be measured in which product groups and branches the move is beneficial.
Inter-Branch Stock Transfer with ERP
In ERP and warehouse management systems, store stocks, transfer requests, approvals, barcoded collection, shipment, stock in transit and acceptance movements can be monitored in the same document chain. With authorization rules, transfers over a certain amount may be subject to central approval; An automatic difference record can be opened for products that are accepted as missing or excessive.
KG WMS warehouse management system It offers a central structure for preparing products with barcodes, monitoring warehouse and store movements and maintaining stock accuracy. In structures where e-commerce orders and store stocks are managed together KG Shop e-commerce ERP integration It helps keep stock, order and shipment data in a single center.
Determining which store to transfer the product to which store according to the sales speed is the decision stage before the physical transfer. How this approach is used, especially in products with colors and sizes In the article on stock replenishment and broken body management between stores you can see.
Frequently Asked Questions
Is an invoice issued for inter-branch transfers?
The movement between branches affiliated with the same taxpayer is not the same as the shipment between different legal entities. Since the document order may vary depending on the company structure and the nature of the transaction, the guidance of your financial advisor and current legislation should be taken as basis.
When should the transferred product be available for sale at the target branch?
After the product is physically received and the quantity and product accuracy are checked, it must be transferred to the target branch's salable stock. Putting the product on the road for sale early may result in the customer order not being fulfilled.
Can transfers between stores be made automatically?
The system can create transfer suggestions according to rules such as sales rate, minimum-maximum stock, season, product age and transportation cost. Barcoded user control must be maintained during the physical shipping and acceptance stages.
To evaluate the transfer issue and acceptance records together with the store management. chain store management program You can review the page.
Manage Branch Stocks from a Single Center
Reduce stock difference and sales loss by tracking all movements from transfer request to barcoded issue, from stock in transit to branch acceptance.