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Transfer Orders

A transfer order is a planned movement of inventory from one warehouse to another. Unlike a generic stock movement, transfer orders include logistics tracking — shipping method, tracking numbers, and estimated arrival times — making them ideal for managing inter-warehouse shipments.

Transfer Order Lifecycle

Transfer orders move through stages that mirror the physical process of shipping goods between warehouses:

DRAFT --> PICKING --> IN TRANSIT --> RECEIVING --> COMPLETED
                                              \-> CANCELLED
StatusWhat is happening
DraftThe transfer is being planned. Source and destination warehouses are set, items are listed, but nothing has physically moved.
PickingItems are being collected from their locations in the source warehouse.
In TransitItems have left the source warehouse and are on their way to the destination.
ReceivingItems have arrived at the destination warehouse and are being checked in.
CompletedAll items have been received and verified. Stock has been moved from source to destination.
CancelledThe transfer was cancelled. Any picked items are returned to their original locations.

Creating a Transfer Order

  1. Go to Transfers in the sidebar under Inventory and click Add Transfer.
  2. Fill in:
    • Transfer Number — a unique identifier (e.g., TRF-2026-001).
    • Source Warehouse — where the goods are coming from.
    • Destination Warehouse — where the goods are going (must be different from source).
    • Estimated Departure — when you expect the shipment to leave.
    • Estimated Arrival — when you expect the shipment to arrive.
    • Shipping Method — how the goods will be transported (e.g., company truck, courier, freight).
    • Tracking Number — the carrier’s tracking reference, if applicable.
  3. Save the transfer order.

Logistics Tracking

Transfer orders track four key timestamps:

FieldWhen to set it
Estimated DepartureWhen planning the transfer — your expected ship date.
Estimated ArrivalWhen planning — your expected delivery date at the destination.
Actual DepartureWhen the goods physically leave the source warehouse.
Actual ArrivalWhen the goods physically arrive at the destination warehouse.

Comparing estimated vs. actual dates helps you identify delays and improve logistics planning over time.

Transfer Lines

Each transfer order contains lines listing the specific items being moved:

  • The product or variant being transferred.
  • Source and destination locations within the respective warehouses.
  • Quantity Requested — how many items should be transferred.
  • Quantity Picked — how many items have been collected from the source.
  • Quantity Received — how many items have been checked in at the destination.

Discrepancies between picked and received quantities (e.g., from transit damage or miscounts) are automatically flagged.

Tip: For routine transfers between the same pair of warehouses, establish a consistent transfer number format (e.g., TRF-ALG-ORN-001) to make them easy to search and filter.