Updated: January 24, 2022 7:47am

Chapter 26. Transfer Verification

Prism 1.14.7 User's Guide Chapter 26. Transfer Verification PDF

Prism 2.0 User's Guide Chapter 26. Transfer Verification PDF

Background
Transfers are always verified. By "verified" we mean that the items and quantities on the out slip created at the transfer source match the items and quantities on the receiving voucher created at the transfer target (within the allowed discrepancy). If there are discrepancies, they must be resolved by correcting either the out slip or voucher, or by creating an adjustment memo to account for the missing/extra quantities. The question is whether you want to verify transfers manually or automatically. This is determined by the "Verify Transfers upon Voucher Update" preference in Admin Console > Node Preferences > Transfers > General. If "Verify Transfers Upon Voucher Update" is enabled, then transfer verification happens automatically. If the preference is disabled (default), you must verify transfers manually in the transfer verification area.

Transfer Verification Configuration
Configuration for transfer verification involves:

  • Assign security permissions
  • Configure preferences related to transfer verification

Transfer Verification Security Permissions
The following permissions are specifically related to Transfer Verification. Other permissions (e.g. for accessing Store Operations) may also be required. Refer to the Prism User's Guide for a full list of security permissions.

Permission Description
Transfer Verification - Access Transfer Verification Allow group members to access Transfer Verification area.
Transfer Verification - Change Subsidiary Allow group members to change the subsidiary when working in the Transfer Verification area.
Transfer Verification - Manually Resolve Transfers Allow group members to manually resolve transfers. If not allowed, transfers are resolved automatically via the method selected in preferences.

Transfer Verification-related Preferences

Preference Description
Admin Console > Node Preferences > Transfers > General: Upon Transfer Slip update generate:  ASN or Voucher.
If set to ASN then the receiving store gets an ASN that they can generate a voucher against AND the documents will end up in transfer verification so that they can be reconciled.
If set to Voucher, the Transfer Verification module is bypassed completely and both the sending and receiving stores have the appropriate vouchers and inventory is updated without further action. Nothing will need to be reconciled in Transfer Verification (and nothing will be displayed). Note: This is the same way that transfer verification worked in legacy versions of Retail Pro.
Admin Console > Node Preferences > Transfers > General: Default Resolution Method The Default Resolution Method defined in preferences is consumed when the user is in Transfer Verification and selects the RESOLVE ALL option. Prism will use the Default Resolution Method and apply the Resolution Rules.
The default resolution method is used when a user clicks the "Update All" button in the Transfer Verification area. This preference is not used when manually resolving or updating selected document pairs.
Prompt (default): If set to "Prompt", the user will select a method at runtime.
Correct Sending: Resolution method which assumes the sender made an error. This is corrected by way of reversal and generation of replacement documents
Correct Receiving: Resolution method which assumes the sender made an error. This is corrected by way of reversal and generation of replacement documents
Adjust Sending: Resolution method which assumes there were no user errors. The document record is corrected by way of reversal and generation of replacement documents. Required quantity adjustment memos are generated for the sending location
Adjust Receiving: Resolution method which assumes there were no user errors. This is corrected by way of reversal and generation of replacement documents. Required quantity adjustment memos are generated for the receiving location.
Admin Console > Node Preferences > Transfers > General: Verify Transfers upon Voucher Update If this preference is checked, when a ASN is referenced at the Send To store and the user selects Generate Voucher, once that voucher is updated AND there are no discrepancies, the transfer will be automatically Verified; nothing will display in Transfer Verification for the document. This setting reduces the number of documents that a back-office person would have to go through to reconcile transfers. In other words, if there are no problems with the sending and receiving transfers then Prism will automatically verify the transfer, removing the need for a person to deal with it.
Any differences between documents at the source and target stores is handled by the Default Resolution Method preference.
Admin Console > Node Preferences > Transfers > Resolution Rules

Resolution Rules are the rules for resolving transfer discrepancies. The rules you define in preferences will be applied in Transfer Verification when you click the Resolve All button. This helps speed up the transfer verification process. Often, small discrepancies can be ignored. You can define thresholds for your rules so that only quantities or amounts above acceptable limits will be flagged for resolution.
Disabled: Default. No transfer resolution rules are applied.
Global:  The resolution rules you define will apply to all stores for the subsidiary.
Store: The resolution rules you define will apply to the specified store combinations only.

Notes:

  • Define discrepancy threshold values for Cost Value (Total Cost), Quantity (Total number of units), and Item Count (number of unique line items) that will determine whether the auto-resolution method will be applied. Cost is off by x, Qty per item is off by x, or number of items (qty) is off by x.
  • The rules use OR logic, so if multiple thresholds are defined and any single threshold is met, the rule is applied.
  • Only one rule can be defined for a specific From/To location combination. A separate rule can be defined for each direction, i.e., one rule for transfers from 000 to 001, a second rule for transfers from 001 to 000.
  • A Store-Based rule takes precedence over a global rule.
  • Item Count Discrepancies refer to an item that is listed on one document but not the other. For example, if item #321 is listed on the out slip but not on the receiving voucher, this would be an Item Count discrepancy of one (1).
  • Threshold values are always applied using the upper limit. For example, if a cost threshold is set at $500 and the Cost Value discrepancy is between $0 and $500, the rule will be applied. If the Cost Value discrepancy is greater than $500, the threshold is exceeded and the rule will not be applied. When the threshold is exceeded, the mismatched pair is left in Transfer Verification for manual resolution.

Access the Transfer Verification Area
The Prism Transfer Verification area helps you verify that all the items and quantities transferred from a source store arrive at the target store and enables you to make corrections to the document record, if necessary.
Transfer verification helps ensure that:

  • Sent merchandise was received at the target store
  • Inventory valuations remain correct for auditing purposes

In the Transfer Verification area, match each slip with its associate voucher(s) and bring the document record into agreement, if discrepancies exist. You can verify an individual slip-voucher pair, or verify all documents using rules predefined in preferences. As part of the verification process, if there are discrepancies between an out slip and its ASN voucher, you can select how to bring the document record into agreement (by correcting/adjusting either the sending or receiving document).
You can define resolution rules in Prism preferences that specify how to resolve discrepancies between the transfer slip and receiving voucher. The rules you define can be set at the global level or store level and come into play when using the "Resolve All" button.
Select Transfers > Trans Verification from the home screen. The top (Shipping) pane of the screen displays a list of transfer slips. The bottom (Receiving) pane displays unverified vouchers. While working in the Transfer Verification area, you can search for specific slips or vouchers. You can also select a Date Range to display only documents created within that date range.
Transfer Verification screen:
Transfer verification screen

Transfer Verification Process Flow
Step 1 - Create a Transfer Slip at the Source Store
The transfer verification process always starts with a transfer slip being created at the source store. Select the target store for the transfer and list items being transferred. You can add Freight and Fee information by clicking the Slip Details button. When you update the transfer slip, one of two things will happen, depending on the preference setting in Node Preferences > Transfers > General: Upon Transfer Slip update generate. By default, an ASN voucher is automatically generated. This is the default setting. You should use this setting if you want to have control over the transfer verification process. You can instead choose to generate a receiving voucher. (Note: If voucher is selected, then you may also want to select the preference "Verify Transfers Upon Voucher Update" in Node Preferences > Transfers > General.)
 Step 2 - Find and display the ASN
Select Store Operations > ASN Lookup. Enter filter criteria and click Search. Select the desired ASN and click the View button.
 Step 3 - Generate a Voucher from the ASN
With the ASN displayed, click the Options button and select Generate Voucher.
 The voucher is displayed. You can edit the voucher, if necessary. Update the voucher.
Step 4 - Verify Transfers by Resolving Discrepancies and Updating
If there are any discrepancies between the Transfer Slip and the ASN Voucher, the differences must be resolved.
When resolving discrepancies, you can choose how to bring the document history into agreement.

Option Description
Correct Sending If you click Correct Sending, Prism will modify the appropriate document. For example, if the Transfer Slip lists a quantity of 10 for an item, but only 9 are listed on the receiving voucher and you click Correct Sending, the slip will be modified to list a quantity of 9 (so that it now matches the receiving document).
Correct Receiving If you click Correct Receiving, Prism will modify the document for the receiving location. For example, if the Transfer Slip lists a quantity of 10 for an item, but only 9 are listed on the receiving voucher and you click Correct Receiving, the receiving voucher will be modified to list a quantity of 10 (so it matches the sending document).
Adjust Sending An adjustment memo is generated for the sending location to cover the discrepancy. For example, if the Transfer Slip lists a quantity of 10 for an item, but only 9 are listed on the receiving voucher, if you click Adjust Sending, an Adjustment Memo removing one unit from inventory is generated.
Adjust Receiving An adjustment memo is generated for the receiving location to cover the discrepancy. For example, if the Transfer Slip lists a quantity of 10 for an item, but only 9 are listed on the receiving voucher, if you click Adjust Receiving, an Adjustment Memo adding one unit to inventory is generated.

Prism Resolve Pair menu

Transfer verification menu

Transfer Verification Notes

  • The voucher must be generated from the ASN.
  • Only a single voucher can be generated from an ASN for transfer verification.
  • If you resolve a pair, it automatically verifies the pair, too.
  • The resolution rules you define are only applied when you select Resolve Pair or Resolve All.
  • If you click Update All and there are discrepancies, no vouchers will be verified. You must resolve the discrepancies first.
  • If you click Resolve Pair, you must click a resolution method. The rules defined in preferences are not applied.
  • If you click Resolve All, the rules defined in preferences are applied.
  • If there are no discrepancies, can click Update Pair, or Update All.
  • If there are discrepancies, click Resolve Pair, or Resolve All and select a resolution method.


Filter List of Slips
You can apply a filter in the Transfer Verification area to display only certain slips. For example, you can filter for only slips from a certain store, or only slips created during a certain date range. Click the Filters arrow to display a Filter screen. In the Search By dropdown, select an element for filtering the list: Slip No, From Store, To Store, Package No or Tracking No. In the text box for the selected element, type the value to use as search criteria. For example, if filtering by From Store, you can enter a store number such as "001", "002" or "003".
 When you click the Search button at the bottom of the filter area, a list of slips that include the entered filter criteria is displayed. You can use the page navigation buttons to navigate the list of slips. If necessary, you can change the filter criteria and search again.

transfer verification filter
Show Mated, Show Selected Mate
At the top of the Transfer Verification screen is a dropdown where you can select to display mates to the transfer slip selected in the top pane. By default, the bottom pane displays the voucher that is the mate of the slip selected in the top pane.

Show Selected Mate:    (Default) Filters Voucher section for vouchers mated to the selected Transfer Slip.
Show Mated:    Filters Voucher section for all mated Vouchers, regardless of Transfer Slip selection. This shows you all the vouchers that have already been mated with a slip.

Show mated dropdown

Resolve and Update Action Buttons
On the bottom of the screen is a set of buttons for resolving/updating slip-voucher pairs.

Button Description
Resolve Pair button Opens "Resolve" menu selection where you can choose a resolution method.
Resolve all button Resolves all slips/vouchers using the default Resolution Method defined in preferences and marks the documents as Verified. Mismatches that exceed the defined thresholds are left for you to resolve manually.
Update Pair button Files selected pair of documents as verified. The Pair must have matching items and quantities.
Update all button Files all paired and matched documents (per slip filter) as verified. Only pairs with item matches will be updated. Non-matched pairs will remain unverified. The number of documents updated is displayed.

Resolve Single Document Pair
Select a transfer slip in the top pane.  Select Show Mated or Show Selected Mate from the dropdown.
The bottom pane displays matching vouchers for the slip that is selected in the top pane. Select the desired voucher by clicking the check mark in the left column.  Click the Resolve Pair button and select a Resolution Method. The selected resolution Method is applied and the document pair is verified.
 Resolve All Documents
Click the Resolve All button.  When a user clicks the Resolve All button, if the difference falls within the thresholds defined preferences, the default Resolution Method selected in preferences is executed for all paired documents included in the filter. This updates the document history and helps to ensure that inventory valuations remain correct. If the default Resolution Method is set to "Prompt", a prompt will be displayed to allow the user to choose the desired Resolution Method.

About Resolve vs. Update
Some transfer documents may have an exact match in which the From and To stores are the same and the items and quantities match. These matching documents can be updated using the Update Pair or Update All buttons. Other documents may not have an exact match. There may be some discrepancy in the items and quantities (or other information) on the documents. These documents must be resolved first, using the Resolve Pair or Resolve All buttons. After that, the document pair can be updated. If the discrepancies are within the thresholds defined in preferences, the system will automatically resolve/update the documents. If the discrepancies are not within the thresholds defined in preferences, those documents will remain in transfer verification and will have to be resolved manually.
Multi-Store Transfers
On a multi-store transfer, you first create a transfer order that lists the items and the quantity of each item to be transferred to each store. In such a case, when you select Options > Generate Slips from the TO, multiple transfer slips will be generated, one for each store. You can then go into the ASN Lookup area and find the ASNs. There will be one ASN for each slip. The Store field on the ASN displays the target store; that is, the store where the merchandise will be received.
Transfer Verification Use Cases
This section provides additional detail about specific transfer verification use cases.

Use Case Description
Transfer slip generates verified voucher When a transfer slip is created/updated and the preference is set to generate a voucher and the Verify Transfers Upon Voucher Update, then an "auto-verified" matching voucher is generated and auto-verified. In this use case, after the transfer slip is updated and the other documents are generated, the transfer is complete. Transfer Verification is not required.
This requires the following preferences:
•    Upon Transfer Slip Update generate: Voucher
•    Verify Transfers Upon Voucher Update: Enabled
Transfer Slip generates ASN, which generates Voucher, Documents Match When a transfer slip is created/updated and the preference is set to generate an ASN, a matching ASN is generated. The receiving location clerk uses ASN Lookup to find the ASN and then generates a Voucher from the ASN. If no edits are made, the items and quantities on the two documents will match; therefore, in transfer verification a user can use the Update Pair (or Update All) button.
Transfer Slip generates ASN, which generates Voucher, Error on Sending Document     When a transfer slip is created/updated and the preference is set to generate an ASN, a matching ASN is generated.
The receiving location (clerk) generates a voucher from the ASN and edits the items/quantities to match what was physically received. Items and quantities do not match, between the two documents.
In this example, let's assume that an error was made by the sending location. Transfer Verification is used to correct the document history and inventory for the sending location. Use the Resolve Pair button and select Correct Sending.
Transfer Slip generates ASN, which generates Voucher, Error on Receiving Document    When a transfer slip is created/updated and the preferences is set to generate an ASN, a matching ASN is generated. The receiving location clerk generates a voucher from the ASN and edits the items/quantities to match what was physically received.
Items and quantities do not match, between the two documents. An error was made by the receiving location. Transfer Verification is used to correct the document history and inventory for the receiving location. Use the Resolve Pair button and select Correct Receiving
Transfer Slip generates ASN, which generates Voucher, Adjust Receiving In this use case, when a transfer slip is created/updated and the preference to generate an ASN is set, a matching ASN is generated. The receiving location clerk generates a voucher from the ASN and edits the items/quantities to match what was physically received.
Items and quantities do not match between the two documents. Neither sending or receiving location made errors. This is a case where item quantities were either found or lost during transit.
Transfer Verification is used to correct the document history and inventory for the receiving location (to match received items). An adjustment is generated for the receiving location to account for the quantity changes. Use the Resolve Pair button and select Adjust Receiving.