Updated: January 13, 2022 11:36am

Chapter 25. Transfer Slips

Prism 1.14.7 User's Guide Chapter 25. Transfer Slips PDF

Prism 2.0 User's Guide Chapter 25. Transfer Slips PDF

About Transfer Slips
Transfer Slips record the actual movement of merchandise out of the source store's inventory. Users can manually create a new transfer slip or generate a slip from a transfer order. A transfer slip specifies the source store (From Store) and target store (To Store), Transfer Date, Arrival Date, and the items being transferred. When the merchandise arrives at the target store, a user will create a voucher to receive the items into the target store's inventory.

Configuring Transfer Slips
Configuration for transfer slips involves:

  • Enabling security permissions groups of users for transfer slips
  • Defining preferences related to transfer slips

Transfer Slip Security Permissions
You can control employee access to transfer features using the following permissions:

Permission Description
Transfer Slip - Allow Edit Received Items

This permission controls a user's ability to edit received quantities on a transfer voucher. In concept, a receiving clerk generates a transfer voucher from a transfer ASN.
Allow - Allows user to edit items/quantities on Transfer Vouchers (current behavior)
Deny - Restricts editing of item information (including qty) on Transfer Vouchers

(Note: The Override option is not available for this permission.)

Transfer Slip - Allow Hold Allow group members to hold a transfer slip
Transfer Slip - Change Associate on Updated Slips Allow group members to change the Associate on a slip that has already been updated.
Transfer Slip - Change Store Allow group members to change the store within the default subsidiary on a transfer slip.
Transfer Slip - Change Subsidiary Allow group members to change the subsidiary on transfer slips.
Transfer Slip - Copy Former Slip Allow group members to create a new slip by copying a former slip.
Transfer Slip - Create Slip Allow group members to create a new slip using the New or Copy buttons.
Transfer Slip - Edit Former Slip Allow group members to edit a former slip.
Transfer Slip - Print Allow group members to print a slip.
Transfer Slip - Print Held Allow group members to print a slip that is currently in a Held status.
Transfer Slip - Reverse Slip Allow group members to reverse a transfer slip.

Transfer Slip Preferences
In this area of preferences, you can define the following preferences related to transfers:

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.
Upon Transfer Slip update generate:

Select 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.

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.

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.

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 Node Preferences > Transfers > Comments.
Require Transfer Slips reference Transfer Order

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.


By default, Prism will generate an ASN voucher when you update a slip. At the Send To store 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
 

Transfer Slip Permissions
You can control employee access to transfer features using the following permissions:

Permission Description
Transfer Slip - Allow Edit Received Items

This permission controls a user's ability to edit received quantities on a transfer voucher. In concept, a receiving clerk generates a transfer voucher from a transfer ASN.
Allow - Allows user to edit items/quantities on Transfer Vouchers (current behavior)
Deny - Restricts editing of item information (including qty) on Transfer Vouchers

(Note: The Override option is not available for this permission.)

Transfer Slip - Allow Hold Allow group members to hold a transfer slip
Transfer Slip - Change Associate on Updated Slips Allow group members to change the Associate on a slip that has already been updated.
Transfer Slip - Change Store Allow group members to change the store within the default subsidiary on a transfer slip.
Transfer Slip - Change Subsidiary Allow group members to change the subsidiary on transfer slips.
Transfer Slip - Copy Former Slip Allow group members to create a new slip by copying a former slip.
Transfer Slip - Create Slip Allow group members to create a new slip using the New or Copy buttons.
Transfer Slip - Edit Former Slip Allow group members to edit a former slip.
Transfer Slip - Print Allow group members to print a slip.
Transfer Slip - Print Held Allow group members to print a slip that is currently in a Held status.
Transfer Slip - Reverse Slip Allow group members to reverse a transfer slip.

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.
Sample Slip Details > General tab:
 Slip details, General tab 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 drop-down.    
5.    Click the Check mark icon.     
6.    Click the Close button.     

Item Details on Slips
Item Details on transfer slips includes elements for adjusting the transfer quantity of the selected item to individual stores.
In edit mode, select an item on the slip and click Item Details.
The Item Details modal is displayed. The top part of the modal has information about the item like Price, Cost and current OH Qty. The lower part of the modal has a list of stores and the current Doc Qty for each store. Adjust the Doc Qty for individual stores as needed and click Close.
Sample Item Details screen on a transfer slip showing text box for entering Doc Qty for individual stores:
Transfer Slip Item Details

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.

Filter Element Notes
Created Date Date the slip was created. Users can enter a date range (From/To Date). Click the calendar icon to display a calendar for selecting the desired From/To Date.
Created By The name of the employee who created the slip. Users can select a name (Full Name) from the drop-down.
Modified Date Date the slip was last modified. Users can enter a date range (From/To Date). Click the calendar icon to display a calendar for selecting the desired From/To Date.
Modified By The name of the employee who last modified the slip. Users can select a name (Full Name) from the drop-down.
Slip No The identifying number assigned to the slip.
From Store Source store for the transfer
To Store Target store for the transfer.
Package Number Shipping package number.
Slip Type Normal, Reversed or Reversing.


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 OK button.
Sample Transfer Slip Lookup:
 Transfer slip lookup 

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 OK 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.

Days in Transit
In Prism Admin Console > Global Preferences > Days in Transit, users can define the default number of days that it takes to complete a transfer between individual store locations.
Sample Admin Console > Global Preferences > Days in Transit:
 


Updating Days in Transit on Transfer Slips
When a user creates an out slip, Prism will enter the default Days in Transit value on the slip. This enables employees at the destination store to know when the merchandise will arrive and enables more effective monitoring and reporting.
The default days of transit defined in preferences for a pair of stores is used to populate the ETA Date field on the transfer slip. If no value is defined in preferences for a store pair, the ETA Date is set to the current date. Notice here the ETA date is 10 days after the Created Date (matching the value set in preferences for transfers between stores 000 and 001). The Arrival Status is set to "Scheduled."
Sample transfer slip showing ETA Date and Arrival Status fields:
 


Once the transfer is complete, Prism will update the transfer documents with the number of days the merchandise spent in transit (voucher Post Date - ASN Post Date, or, if a voucher has not been created, Current Date/Time - ASN Post Date). When you click Resolve All in Transfer Verification, Prism corrects the documents' Days in Transit values to match the actual transfer time (In Slip/Voucher Created Date - Out Slip Created Date).

Status field on Transfer Slips
The Status field shows the current status of the transfer. The Status field can have one of the following values:

Status field value Description
Scheduled If a Days in Transit value is defined, then before the voucher is updated, the Status is set to Scheduled. The DIT shows the default value defined in preferences
Received When a transfer voucher is updated but not yet verified, the Status is set to Received. The DIT shows the actual DIT based on the slip and transfer voucher created dates.
Verified When the transfer voucher is updated and verified (per preference setting or Transfer Verification), the Status is set to Verified. The DIT shows the actual DIT based on the slip and transfer voucher created dates.

Arrival Date on ASNs
When the slip is updated, by default an ASN voucher is generated (based on preference setting). On the ASN Voucher, the actual Arrival Date is initially set to "Open." Edit the Arrival Date as needed.
Sample ASN showing Arrival Date set to "Open":
ASN voucher with arrival date set to open

Next, the user generates a receiving voucher from the ASN.
After the voucher is updated, the original transfer slip is updated with new information. The ETA Date, being an estimated date, remains based on the value set in preferences. The Transfer Status is set to "Received."
Transfer slip after receiving voucher is updated:
Transfer slip with Status field set to Received