Updated: October 28, 2020 1:23pm

Chapter 25. Transfer Slips

Transfers Overview

(Disclaimer: This topic includes information for features like transfer verification that will be added in an upcoming Prism release.)

The Transfers chapter explains how to use the Transfers area of Prism to create documents for moving merchandise from one store to another (within a single subsidiary).
This topics in this chapter fall into these groups:

  • Configuration: Assign permissions and define preferences related to transfers. Customize grid formats for transfers to include the specific fields you need.
  • Transfer Orders: Create a transfer order (TO) to plan a transfer. The TO lists the items to be transferred. If the transfer will send items to multiple stores, the TO enables you to allocate the item quantity for each store. Transfer orders are planning documents that do not affect inventory. You can modify the TO as needed up until the time of the transfer. When ready, generate a transfer slip from the transfer order (or reference the TO # on a new slip).
  • Transfer Slips: Transfer slips (out slips) record the movement of merchandise out of the source location. Updating a transfer slip removes the item quantities from the inventory of the source store (the quantities are added to the target store by the receiving voucher). You can generate slips from a TO or enter a TO# on a slip.
  • Transfer Verification: Transfer verification enables you to match each out slip with its corresponding ASN voucher. This enables you to confirm that the items and quantities sent from the source store were received at the target store. If there are discrepancies between the out slip and its ASN, you can resolve those discrepancies by correcting or adjusting documents.

Basic Steps for using Transfers

  1. (Optional) Create a transfer order (TO) that lists the items to be transferred and the quantity to be shipped to individual stores. A TO is a planning document that does not update inventory.
  2. Create a transfer slip that references the TO. You can bring any or all TO items and quantities to the slip. If there is no TO, create a new slip that lists the items being transferred and the target stores. When you update the slip, it is replicated to RP 9. A new ASN voucher is automatically generated for each target store.
  3. At each target store, review the ASN voucher created in Retail Pro 9 and generate a voucher. Updating the voucher updates inventory quantities.
  4. Updated inventory information is replicated back to Prism.

Sample transfer order:
transfer order

Limitations

  • Prism does not currently have support for inter-company transfers (transfers between subsidiaries).
  • Preferences for global resolution rules are set to the logged-in user's subsidiary and cannot be changed.
  • ASNs in Prism are not assigned a number in Prism. The ASN will be assigned a number when it is replicated to RIL.
  • Slips cannot be reversed in Prism currently; however, they can be replicated in RIL (or RIL) and the Reversing/Reversed documents will replicate to Prism.

Note: Auto-generating ASN vs. auto-generating voucher
The preference setting "Upon Transfer Slip update generate: [ASN or Voucher]" determines what happens when a user updates a slip. By default, Prism will auto-generate an ASN voucher.
If the preference is set to "ASN", to complete the transfer, a user must generate a receiving voucher from the ASN.
If the preference is set to "Voucher", a receiving voucher will be generated and updated, adding the items and quantities to the target store's inventory.

Transfer Preferences

There are several areas in preferences that include settings related to transfers. The primary transfer-related settings are found in:

  • Global Preferences > Days in Transit
  • Node Preferences > Transfers > General
  • Node Preferences > Transfers > Comments

Other areas that include settings related to transfer slips are found in:

  • Grid Formats
  • Sequencing
  • Serial/Lot

Global Preferences > Days in Transit
In this area, define the default Days in Transit to use when transferring merchandise between specific Subsidiary/Store combinations. When you update a transfer slip, Prism will calculate an ETA Data based on the slip Created Date and the days in transit values entered here (ETA Date = Created Date + Days in Transit) for the Sub/Store combo involved. The values that you enter here can be displayed in Transfer Slip Lookup; simply add the Eta Date and Days in Transit fields to the Transfer Slip Lookup grids in Grid Format preferences.

Node Preferences > Transfers > General Settings
In this area, define general preferences related to transfers. The second setting listed, "Automatically create after slip is updated … " is a key setting. The table that follows has details on all the settings in this area.

Preference Description
After transfer slip is updated go to: Select what should be displayed after a slip is updated:
New Slip: A new slip form is opened, ready for editing.
Former Slip: The Former Slip is displayed. To create a new slip, the user must click the New button.
Defines whether the user is taken to a new Transfer Slip or the finalized Transfer Slip, after update
Automatically create after slip is updated ...

Select what should happen when a transfer slip is updated.
ASN: Generate an ASN voucher. To complete the transfer, a voucher must be generated from the ASN.
Voucher: Generate a receiving voucher. The generated voucher is automatically updated.

Default Resolution Method

The default resolution method will be 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.

Verify Transfers upon Voucher update

If selected, when the voucher is updated, the matching transfer slip and the voucher are automatically verified. If not selected, transfer slips and matching vouchers must be verified in the Transfer Verification area.
Any differences between documents at the source and target stores is handled by the Default Resolution Method preference.

   
Availability checking If set to Check OH Qty, quantities will be checked whenever an item is listed on a slip. If set to None, checking is not done. By default, availability checking is disabled.
Require comment on transfer slips  If selected, a Comment must be selected before a user can update a slip.
Note: To select a Comment on a slip, you must first define Comments in Preferences & Settings > Transfers > Comments.
Require Transfer Slips to reference Transfer Orders

If selected, a TO Number must be entered on transfer slips.
If not selected, the TO No field can be empty.

Fee Types Fee Types for transfers must be set at the Subsidiary level. If you are at the global level, first double-click the desired Subsidiary, then the Fee Type UI will be editable.


Transfers > Comments
When creating a transfer, you can select a Comment from the drop-down in the Slip Details dialog. Define the Comments that will be available for selection in Node Preferences > Transfers > Comments.
Note: You can optionally require a comment on transfers by selecting the Transfers > General: Require Comments on Transfer Slips option.

Fee Types
Fee Types for transfers must be set at the Subsidiary level. If you are at the global level, first double-click the desired Subsidiary. The fee types that you define in preferences are available for selection in the Transfer Details area of the slip. Click the pencil icon for the Fee Type you want to edit. Type the desired Fee Name for the Fee Type (limit six characters). Select the Active checkbox (only active Fee Types are available on slips.). Click the check mark button. Save preferences.
transfer preferences

Grid Formats for Transfer Documents
You can customize the grid columns for the layouts that users see when looking up transfer documents. You can set grid format preferences for the following transfer document types:

  • Transfer Order Items
  • Transfer Orders Lookup
  • Transfer Slip Items
  • Transfer Slip Lookup

Assigned Qty, Due Qty and Sent Qty for Transfer Order Items
The Assigned Qty, Due Qty and Sent Qty columns can be added in the Transfer Order Items area of Grid Formats preferences. This enables you to see how many units will be sent in total (Assigned Qty) and the number of units already sent.

Transfer Verification Columns in Grid Formats Preferences
When defining Transfer Slip and ASN Voucher grid formats, you can add the following columns to help you identify the resolution and verification status of documents.

Columns Description
Resolve Date The date that any discrepancies between the slip or voucher and its mate were resolved.
Resolve Status Flat to indicate transfer verification status:
0 or Null = None
1 = Original Doc
2 = Replacement Doc
Resolve Method Flag to indicate the method used to resolve discrepancies between the transfer slip and receiving voucher.
1 = Correct Sending
2 = Correct Receiving
3 = Adjust Sending
4 = Adjust Receiving
Verified Flag to indicate whether the transfer has been verified yet.
1 = Verified
0 = Not verified
Verify Date The date the transfer was verified.
Verify Type The type of verification performed: Manual or Auto.


Grid Formats for Days in Transit
In Grid Formats preferences, you can add the Days in Transit and ETA Date fields to transfer-related grids. If you have defined days in transit values in Global Preferences > Days in Transit for the slip's From Sub/Store and To Sub/Store combination, then the Daysintran field on the slip is populated. The Eta Date is calculated as the Created Date for the slip plus the number of days in transit as defined in preferences.
In Grid Formats preferences, by default the Daysintran field is in the list of Available columns, which means the field will not be shown. You can move Daysintran to the list of Selected columns to make it available to be added to the grid by users (but not necessary displayed by default). Only columns in the Default Visible list that have the checkbox selected will be visible in UI. By default, the Eta Date column is in the list of Selected columns. This means that users can add the column to the grid when working in Transfer Slip Lookup (by clicking the hamburger icon in the grid). If you move Daysintran and EtaDate to the Default Visible list and select the checkbox, those columns will be included in the grid in the Slip Lookup area.

 

 

 

About Transfer Slips
Transfer Slips record the actual movement of merchandise out of the source store's inventory.
You create a transfer slip when you are ready to transfer merchandise out of one store and into another store (or stores). You can generate a slip from a transfer order or create a new slip that references a transfer order.  Slips list the source store (From Store) and target store (To Store), the date of the transfer, the expected date of arrival, and a list of the items being shipped. When the merchandise arrives at the target store, create a voucher to receive the items into the target inventory.
A key preference setting controls what happens when you update a slip. By default, Prism will generate an ASN voucher when you update a slip. You can then generate a standard receiving voucher from the ASN. Alternatively, you can configure Prism to generate a voucher. A separate preference, if enabled, will auto-verify the voucher.
Admin Console > Preferences > Transfers > General:
transfer slip preferences
 
New Transfer Slip    
1.    Select Store Operations from the Prism Menu.     
2.    Click the Transfers button.    
3.    Click the New Transfer button.     
4.    Select the To Store from the dropdown. This is the store to which the merchandise will be sent.    
5.    Navigate to the Item Lookup field. List each item being transferred by scanning the barcode or typing the UPC. Alternatively, you can use the Advanced Lookup button to search Inventory and select slip items.    
6.    Edit the Qty field for each item to the quantity being transferred.    
7.    To enter fees, freight or comments, tap or click the Slip Details button.     
8.    When finished, tap or click the Update Only button.     

Sample New Slip:
Sample new slip

Slip #
The Slip # field is not populated until the slip is saved or updated.

Advanced Item Lookup on Slips
When using Advanced Item Lookup, enter the Doc Qty for each item to be listed on the slip. Click the Add Selected button to bring each item with a Doc Qty to the slip. Note: It is not necessary to select the Check Mark on the side of the grid. Simply enter the Doc Qty for each item you want to list and click the Add Selected button.
 

Fees on Slips
Note: When entering a fee on a slip, select a Fee Type. The Fee Type indicates the reason for applying the fee. The Fee types available for selection are defined in Node Preferences > Transfers > General.
1.    On a slip in progress, tap or click the Slip Details button.     
2.    On the General tab, select a Fee Type and enter the Fee Amount.    
3.    Click the Close button.    


Freight on Slips
1.    On a slip in progress, tap or click the Slip Details button.    
2.    On the General tab, enter the Freight Amount.    
3.    Click the Close button.     

Comments on Slips
The Comment field on slips enables retailers to capture information related to the transfer. When entering a comment, users can select from one of the comments defined in Node Preferences > Transfers > Comments or type a freeform comment.
New comments can be added to a slip using the following steps. If you add a comment, the comment is specific to the voucher and is not added to the list of comments defined in Preferences.
1.    On a slip in progress, tap or click the Slip Details button.    
2.    Click the Comments tab.     
3.    Click the Add button.     
4.    Select a Predefined Comment from the dropdown.    
5.    Click the Checkmark button.     
6.    Click the Close button.     

Slip Fields
The following table lists the fields displayed on a new slip.

Field Description
From Subsidiary Subsidiary the merchandise is being transferred from.
From Store Store the merchandise is being transferred from.
To Subsidiary Subsidiary the merchandise is being transferred to.
To Store Store the merchandise is being transferred to.
Associate Employee creating the transfer slip.
Slip # Document number assigned to the slip.
Ref Doc # The document number of the document referenced on the slip.
Ref Doc Type The type of document being referenced (e.g. purchase order)
TO# Transfer order number.
Created Date Date/Time the slip was updated.
Last Edit Date Date/Time the slip was last edited.
ETA Date The date the shipment is scheduled to arrive.
Post Date Date/Time the slip updated inventory.
Carrier The carrier used to ship the merchandise.


Transfer Slip Lookup
1.    Click the Retail Pro button in the lower-right corner.    
2.    Select Store Operations.    
3.    Click the Transfers button.    
4.    Click the Transfer Slip Lookup button.     
5.    Enter filter criteria. Documents that match the criteria entered will be displayed.
From Date/To Date: Enter a date range. Documents within the range will be included.
Slip Number: If you know the slip number, enter it.
From Store: Select the source store for the transfer.
To Store: Select the destination store for the transfer.
Associate: Select the employee who created the slip from the dropdown.
6.    After entering filter criteria, tap or click the Search button.     
7.    A list of matching documents is displayed. Select the check mark for the document you want to view and then click the View button.     

Pending Transfer Slips
1.    Select Store Operations.    
2.    Click the Transfers button.    
3.    Click the Pending Transfer Slips button.     
4.    Enter filter criteria. Documents that match the criteria entered will be displayed.
From Date/To Date: Enter a date range. Documents within the range will be included.
Slip Number: If you know the slip number, enter it.
From Store: Select the source store for the transfer.
To Store: Select the destination store for the transfer.
Associate: Select the employee who created the slip from the dropdown.
Type: Normal, Reversal, or Reversed.
Held: If selected, held documents are included in the search.     
5.    After entering filter criteria, tap or click the Search button.     
6.    A list of matching documents is displayed. Select the check mark for the document you want to view and then click the View button.     


Document Designs for Slips
Retailers can use RP Prism Document Designer to customize the print design used when printing transfer slips. Navigate to the …\Program Files (x86)\RetailPro\DocumentDesigner folder and launch DocumentDesigner.exe. Select Transfer Slips in the Area dropdown and Slip in the Document dropdown.

Displaying Serial Type, Lot Type on Transfers
Within the Prism database, the SerialType and LotType fields are stored as numbers. This section explains how to configure document designs to display the plain text value on printed documents instead of a number.
To display a plain text value for SerialType or LotType fields, you must add an "onBeforePrint" method for the field(s). Within the method, list each number value that can be assigned and the desired string that you want displayed instead of the number. Within the switch statement, be sure to enter the most common value for the field as the "default" case.

Replication of Slips
For transfer slips to replicate correctly between a store and its POA and between the POA and RIL, you need to create the necessary profiles and assign the correct resources.
To send transfer documents from a store to its POA, create a Prism-to-Prism profile and only send documents.
To send transfer documents from the POA to RIL, create a Prism-to-RIL profile and only send documents.
Here are the specific transfer-related resources:

  • transferslip
  • transferorder
  • transrule
  • tranfeetype

Availability Checking for Slips
Retailers can have Prism perform availability checking on slips. This enables retailers to verify the quantity listed on an out slip is on-hand in the source store's inventory. If the quantity specified on the slip exceeds the current OH Qty in Inventory, Prism will display a warning.
In most cases, stores want to transfer excess inventory. If a store were to transfer out its entire stock of an item, then the source store will end having to place a new order, which negates the benefit of the transfer from one store to another. By enabling the Availability Checking preference, retailers will be alerted whenever the quantity on an out slip exceeds the current OH Qty.
To access the preferences, in the Admin Console go to Node Preferences > Transfers > General. Navigate to the Availability Checking dropdown. If set to Check OH Qty, quantities will be checked whenever an item is listed on a slip. If set to None, no checking is done. By default, availability checking is disabled.
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. When doing transfer verification, you will see
Multi-Store Transfer: How to tell which ASN is for my store
The Store field on the ASN displays the target store; that is, the store where the merchandise will be received.
Reverse Slips
Reversing a slip "undoes" the effects of the original slip, returning item quantities to the state they were in before updating the original slip. This means that the item quantities are returned to the source store for the slip. If the original document referenced an order document, reversing it also updates the order document's fill status and balances.
1.    Use Transfer Slip Lookup to find and display the slip you want to reverse.     
2.    With the slip displayed, click the Options button.    
3.    Click Reverse Transfer Slip    
4.    A confirmation is displayed. Click OK to continue.    
5.    Select the reason and click OK.    

A new document will be created [and not shown to user]:
    a) with the same items' quantity but
    b) with mirrored From store and To store.
    c) initial slip will be referenced document
    d) If slip requires comments, then user will be shown a window for entering these;
    e) if slip requires a reason, then user will be shown a widow for entering that;
    f) the new slip will be auto updated and sent to RIL after update,
    g) the initial slip will be updated with information about the new slip as a referenced document and replicated
    h) a new transfer voucher will be created and updated for 'Store To' of the initial slip and with type Return
Slip Type for Reversed Slips
The Slip Type used to describe reversed slips differ slightly between Prism and RIL. Refer to the following table. When looking up slips, you can search by the slip types of Reversed or Reversal.

  Prism RIL
Original Reversed Document Reversed Reversed
New document created to undo the original document Reversal Reversing

Options Button Menu on Slips
Use the Options button on the slip form to go immediately look up a slip, pending slip or to print tags.

Option Description
Transfer Slip Lookup Opens the Slip Lookup area.
Pending Transfer Slips Opens the Pending Slip Lookup area
Reverse Transfer Slip Reverses the slip.
Print Tags Opens the Print Tags modal to print tags for the items on the slip.