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Transfer Inventory Screen

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The Transfer Inventory screen is accessed via the Inventory & Suppliers tab of the Maintenance Menu.

In some instances, a merchant may sell a product as an individual item and they may also sell that same item in a larger quantity, packaged as a single unit. Both the individual product and the multi-pack of the same product can have different, but related, SKUs in the Order Manager, allowing the program to track the quantity on hand for each of them separately.

In order to accomplish this, the user designates a Single Unit SKU (product inventory record) as the sole component of the Lot SKU (product inventory record), as well as the number of Single Units that make up the lot. Refer to the Knowledge Base topic for the Inventory screen for more information about creating or updating product inventory records.

The purpose of the Transfer Inventory screen is to logically "move", or transfer, some or all of the Quantity on Hand count (of physical merchandise) between the single unit SKU and the lot SKU as needed. In this topic, the use of the words "build" and "break down" refer to the movement of QOH between the Single Unit and Lot SKU inventory records.

The benefit of this feature is that when the QOH of the individual item is low, the user can "break" a lot into the individual components, increasing the number of single units available to fill orders. Conversely, the user can "build" lots from the single unit SKU's QOH, if they have an abundance of that single item SKU. For example, if you sell batteries by the piece, you can "transfer" inventory (QOH) from the single unit SKU to the lot SKU and sell packages of ten batteries, in addition to selling single batteries.

The Transfer Inventory screen displays the accurate inventory count at-a-glance; you can easily see how many single units you have in stock versus the number of ten-packs you have in stock. If you see that you are almost sold out of single pieces but still have many ten-packs in stock, you can break down some or all of the ten-packs to replenish your inventory of single units.

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Description of the Transfer Inventory Screen

Figure 1: Transfer Inventory screen

SKUs that are multiple unit "Lots" of other SKUs Section


Note: If you have not built any lots yet, you will see a QOH of 0 (zero) when you open this screen.

Sort By: Section

SKU Radio Button

Name Radio Button

Close Button

Singe Unit SKU Section

Item Name of Single Unit SKU Field

Qty on Hand Field

Qty per Lot Field

Max. Build Field

Selected SKU Section

Number of Lots to Make Field

Build Lots Button

Number of Lots to Break Down Field

Break Down Lots Button

Build/Break a Range of Lot SKUs (not labeled as such in the actual program)

Build Radio Button

Break Radio Button

Build Specified Lots Button

Quantity Field

All Possible Check Box

Lots Where: Section:

Single Unit SKU STARTS with Field
      • enter a string of text with which the Single Unit SKUs begins  
Single Unit SKU ENDS with Field
      • enter a string of text with which the Single Unit SKUs ends
Lot SKU STARTS with Field

enter a string of text with which the Lot SKUs begin 

Lot SKU ENDS with Field
      • enter a string of text with which the Lot SKUs begin  

Qty on Hand is less than or equals

      • enter a threshold value, at which the program should limit the "building" or "breaking" of lots  

Creating a Lot SKU Inventory Record

Before you can begin "building" Lot SKUs, you must first create a Lot SKU inventory record in the Order Manager.

  1. Go to Main Menu>Maintenance Menu>Inventory & Suppliers>Inventory.

  2. Click the [Add] button to create a new record, or use the [Duplicate] button to create the lot SKU from the corresponding Single-Unit SKU record. If the latter method is chosen, navigate to the individual SKU record before clicking the Duplicate button.

Refer to the Knowledge Base topic, Inventory Screen, for more information about completing the other fields on that screen, which are not mentioned in this set of instructions.

  1. In the bottom left corner of the Product Info tab, there is a section called "Selling by Lots: If this item consists of multiple units of a different SKU:". Enter the individual product SKU in the Single Unit SKU field or use the [Browse] button to search for the appropriate product record (opens the Find a Product/Search Inventory screen).

  2. Enter the number of units of the Single Unit SKU that make up the "lot" into the Qty. in this SKU field.

  3. Click the appropriate For Purchase Orders, order radio button to select which SKU, individual or lot, appears on Purchase Orders generated by the Order Manager. This usually depends on the supplier's requirements (vendor). If the Order Manager's Purchase Order system is not being used, leave this button at its default setting of Single Unit SKU.

Figure 2: Portion of the Inventory screen pertaining to Lot SKUs

  1. When all of the necessary information has been filled in, click the [Save] button to create the new Lot SKU.

Transferring Inventory (Build a Lot)

Figure 3: Example of a Lot SKU displayed at the Transfer Inventory screen

  1. From the Main Menu, click the Maintenance Menu icon, select the Inventory & Suppliers tab and double-click the [Transfer Inventory] activity at the bottom of the list of activities. Use the vertical scroll bars to locate it.

  2. A list of all of the Lot SKUs that are currently defined in the program will be displayed in the SKUs that are multiple units"Lots" of other SKUs. Refer to Figure 3.

  3. In this example, the Lot SKU, pepsi6pk, is made up of the Single Unit SKU, pepsi12oz, and there are currently 12 multi-packs in stock (QOH column).

  4. Looking in the lower left-hand corner, we see that the Single Unit SKU, Pepsi12oz, has a current QOH of 10. The Lot SKU requires 6 units (Qty per Lot) of the Single Unit SKU, so therefore the program can only "build" a maximum of 1 lot (Max. Build).

  5. Enter "1" in the Number of Lots to Make field in the Selected (Lot) SKU section of the screen and click the [Build Lots] button.

  6. The program pops up a message box that says "OK!". Click the [OK] button to acknowledge the completion of the action.

  7. The Transfer Inventory screen now reflects the changes in QOH for the Lot SKU, 13, and the Single Unit SKU, 4.


Figure 4: The result of building a lot

Transferring Inventory (Break a Lot)

  1. Referring to Figure 4, we see that there are currently 13 multi-pack units of Lot SKU pepsi6pk in stock. Each lot is comprised of 6 units of the Single Unit SKU, pepsi12oz.

  2. An order has been received for 5 units of Single Unit SKU pepsi12oz, but the program shows there are only 4 on hand. To fill the order, we can "break down" one or more of the multi-unit Lot SKUs into its components (six 12 oz bottles of Pepsi).

  3. Enter "2" in the Number of Lots to Break Down field and click the [Break Down Lots] button.

  4. Figure 5 shows the changes in QOH for the Single Unit SKU, 16 (4+ 6 + 6 = 16), and the Lot SKU, 11 (13 - 2 = 11).

Figure 5: The result of breaking a lot

Transferring Inventory for a Group of Inventory Records at Once

This section of the screen provides the flexibility to identify and build or break lots in groups of inventory records simultaneously. Use various combinations of the fields in this area to achieve the desired results. Please review the explanations provided earlier in this topic, to make the appropriate selections.

Let's assume that there are so many Lot SKUs defined in the program that they cannot all be seen in the SKUs that are multiple units"Lots" of other SKUs list box.

Let's also assume that we want to build all possible lots for all Lot SKUs that start with the letters "pep".


  1. Referring to Figure 1, go to the Build/Break a Range of Lots SKUs section of the screen and complete the steps below. The actual screen in the program does not contain a label for this section, it was added to Figure 1 for the sake of explaining its purpose.

  2. Click the [Build] radio button.

  3. Leave the Quantity field blank, since we are going to build All Possible lots, not a fixed number of lots.

  4. In the Lot SKU STARTS with field, enter the characters "pep".

  5. Click the [Build Specified Lots] button.

  6. The program will prompt the user for confirmation prior to completing the action requested.

Figure 6: Confirmation prompt from program

  1. Click [OK] to proceed, or [Cancel] to abort the change.

  2. When the OK button is clicked, the program will build as many lots as it mathematically can for the Lot SKU records that begin with the letters "pep".

Figure 7: Acknowledge the completion of the request

  1. Click the [OK] button to acknowledge the completion of the request, and return to the Transfer Inventory screen.


Created: 8/11/11

Modified: 1/13/12

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