Updated: October 16, 2019 3:25pm

Transfer Examples

The following examples show the transfer process from beginning-to-end:

  • Transfer with no discrepancy
  • Transfer with discrepancy

Example 1: Transfer with no discrepancy
Here, TO #6 lists three items. The user allocates the items to the target store. Save the TO. The TO Unfilled % is 100. The Unfilled % represents the percentage of the TO that has yet to be sent out of the store on out slips; it does not represent the percentage of items yet to be received on vouchers. When you create an out slip, if the slip includes all the items and quantities on the TO, then the TO Unfilled % will be updated to 0%.
transfer order

The TO is replicated to RIL and can be viewed in the Transfers > Transfer Orders area of RIL.
 RIL Transfer Order
Go back to the transfer order in Prism. Click the Options button and select Generate Slips.
TO Options Menu

A confirmation modal where you have the option to print the slips is displayed. Click Close to close the modal. Go into Transfer Slip Lookup and search for the slip. Select the slip and click the View button. The slip is displayed.  Transfer Slip No. 9 references TO no. 6.
Transfer slip nine

Because we had the setting "Upon Transfer Slip update generate: " set to ASN, at the same time the slip was generated, an ASN Voucher was generated.
Use ASN Lookup to find the ASN voucher. Select the voucher and click View. Notice that the ASN Voucher does not have a document number. A number will be assigned when the document is replicated to RIL.
ASN for slip nine
The ASN is replicated to RIL (or Retail Pro 9) and can be viewed there. Looking at the same ASN voucher in RIL shows that an ASN # was assigned.
RIL ASN for slip nine
Go back to the ASN Voucher in Prism. Click the Options button and then select Generate Voucher.
When the voucher is generated from the ASN, the user has the option of editing the document. For example, if the user receiving the merchandise counts only 9 units instead of the 10 listed on the ASN, the user will edit the voucher. If the user editing the voucher adds or removes items or quantities, when the voucher is updated, there will be a discrepancy between the Slip and its Voucher that must be resolved in transfer verification. In our current example, the received units match the sent units so there is no discrepancy.
Next, navigate to Transfers > Transfer Verification. In Transfer Verification, the user selects the slip and its matching voucher and click Update Pair (or Update All).
Transfer verification no discrepancy
You can also view the documents in Transfer Verification in RIL (or Retail Pro 9). The layout in RIL can be easier for viewing the mated documents.
Here, slip # 9 and voucher #8 are mates.
RIL Transfer verification

Go back to Prism Transfer Verification area and click the Update Pair (or Update All) button. Because there are no discrepancies, you can use the Update Pair (or Update All) button. If there was a discrepancy, you would have to use the Resolve Pair (or Resolve All) button to resolve the difference (e.g. by correcting the sending document).
Update pair button
Example 2: Transfer with Discrepancy
This example shows what happens when there is a discrepancy between the slip and its receiving voucher. If there is a difference in Price, Cost, or number of items that meets or exceeds the values specified in preferences (Transfers > Resolution Rules), the difference must be resolved. This can be done by correcting either the sending or receiving document, or by creating adjustment memos. Resolution is only required if the difference in Price, Cost or Number of Items meets or exceeds the threshold specified in preferences.
First, we create a TO (TO #8). The TO has a single line item - UPC #24 - allocated to Store 2.
transfer order eight

Next, a user generates a slip from the TO. When viewing the generated slip, we can see that it references TO #8. Although we don't see the default Daysintran value, we can see that the ETA Date was calculated as three days past the Post Date.
 Slip eleven
Because we had the setting "Upon Transfer Slip update generate: " set to ASN, at the same time the slip was generated, an ASN Voucher was generated.
ASN for transfer order eight

This time, when a user generates a voucher from the ASN, before updating the voucher, the user adds another item to the voucher, so that the voucher has two items instead of one. When the voucher is updated, there is a discrepancy between the slip and the voucher and this discrepancy must be resolved in transfer verification. In Transfer Verification, the slip shows non-zero values in the Item Diff, Qty Diff and Cost Diff columns.
Transfer verification with disrepancy

It can be easier to view the differences information in RIL. Here, the Transfer Verification shows that the transfer involving Slip #5 has a Qty Difference of 1 and a Cost Diff of 9.00.

Transfer verification with discrepancy

In Prism Transfer Verification, select the slip and click Resolve Pair.
Resolve Pair button
A pop-up menu lists the options for correcting document history. In our example, the user selects Correct Sending. This means that the document created at the sending store will be corrected to match the document updated at the receiving store.
Resolution options menu
To view the resulting changes to document history, you can view the Slip list in RIL.
Below, we can see that Slip # 11 is the reversed original slip. Slip #12 is the reversing document that undoes Slip 11 (both Slip 11 and Slip 12 have a Tot Transfer Qty of 1). Slip 13 is a new Regular slip that has the Tot Transfer Qty of 2. This shows that the document history at the sending (source) store was corrected to match the receiving voucher created at the receiving store.
To correct the document history, an additional set of slips is created: one marked Reversed, one marked Reversal.
Document history after correct sending