Locations & Transfers

Locations model where stock lives; transfers move it between them with full auditability. Each transfer runs draft → pending → in transit → received (or cancelled), deducting the source on Ship and crediting the destination on Receive.

Key capabilities

• Locations typed as warehouse, store, office, supplier, manufacturer, packaging, copacker, or other
• One default location where new stock lands unless a location is specified (the default cannot be archived)
• Optional short code (unique per business), address, contact details, and notes per location
• Cards and Matrix views: sites as cards, or a product-by-location grid with a Low stock filter
• Per-location summary: on hand, SKUs, inbound, outbound, ready to ship, and items needing reorder
• Reorder point and reorder quantity per variant, edited in the location's detail drawer
• Transfers between two distinct locations with variant line items and quantities
• Suggested transfers: surplus stock at one location paired with a location running below its reorder point
• Ship, Receive, and Cancel actions that move inventory automatically
• Received quantity per line with a damage flag and notes, plus discrepancy detection
• A forecasted bill is created automatically when a costed transfer ships
• Inbound Shipments list for shipments created from purchase orders

How it works

Shipping moves a transfer to in transit and deducts the source; receiving credits the destination; cancelling reverses any deduction already made.

flowchart LR
  draft["Draft / Pending"] --> ship["Ship (deduct source, in transit)"]
  ship --> bill["Forecasted bill created"]
  ship --> receive["Receive (credit destination)"]
  receive --> done["Received"]
  ship -.->|"Cancel"| reverse["Source deduction reversed"]
  draft -.->|"Cancel"| void["Cancelled (no inventory change)"]

How to use it

1. Open the Locations tab and click Add to create a location for each warehouse, store, supplier, or copacker you use.
2. Pick the Type and use Set as default on the location that should receive new inventory.
3. Open a location (or a matrix column header) to see its per-variant stock and set reorder points. The eye icon shows a quick inventory list.
4. Open the Transfers tab, review Suggested transfers, or click New Transfer.
5. Choose distinct From and To locations, add variants with quantities, and optionally enter a transfer number, tracking number, carrier, and expected arrival. Leave the number blank to get the next TRF number.
6. Click Ship, confirm the ship date, tracking number, and carrier, then Receive at the destination.
7. On receive, enter the actual quantity per line and flag any damage with notes.

Pro tips

• Source and destination must be different, and the destination must be an active, non-archived location.
• The source must have enough available stock, counting units already reserved by other draft or pending transfers. DayZero checks this when you save and again when you ship.
• You can only edit line items while a transfer is draft or pending; once shipped it is locked except for Receive and Cancel.
• You cannot receive more than was shipped; receiving fewer flags a discrepancy on the transfer and the line.
• Cancelling a shipped transfer restores the source stock; cancelling a draft or pending transfer changes no inventory.
• Archive retired locations instead of deleting them; tick Show archived to restore one.

In-depth guide

Transfer status lifecycle

• Ship works from draft or pending and needs at least one line.
• Receive works only from in transit and needs every line to have a received quantity.
• Cancel works from draft, pending, or in transit.

Transfer queue and filters

The summary tiles show In Transit (with units), Value in Transit, Pending, Received, and Total Transfers. Filter the queue by status, search by number or location, and use Load more for older transfers. Expand a row for its lines (Sent, Received, Final, discrepancy, Damaged) and the linked bill.

Transfer bill

When a transfer ships and its units have a recorded unit cost, DayZero creates a forecasted bill with no vendor, expected about 30 days out. Expand the transfer and use View Full Bill to open it in Accounts Payable. Transfers whose items have no unit cost create no bill.

Suggested transfers

Each suggestion shows the variant, quantity, the donor (available / reorder point), and the receiver (on hand / reorder point). Create transfer opens the New Transfer form pre-filled so you can review and save.

Freight and landed cost

If a transfer carries freight (an estimate, or the confirmed amount once the carrier invoices), receiving spreads it per unit across the received units and adds it to the destination variants' landed cost for the current month. The confirmed amount wins over the estimate. The Transfers tab has no freight field today; freight reaches a transfer only when it is set through the API.

Edge cases

• In-transit transfers with no lines cannot be received; cancel them.
• Inbound Shipments only lists shipments created from Purchase Orders; transfers are listed separately.