This article covers creating a new in-store transfer.
From the Transfers page, users can create in-store transfers, which are item transfers that occur within the same location. In-store transfers allow for the internal transferring of item costs to other GL accounts. The cost is taken from the item's assigned cost account and transferred to the selected GL account.
In-store item transfers might occur when one or more items purchased from one account may need to be transferred to another account.
| Example Location A's bar runs out of limes for cocktail garnishes. Location A's bar takes four bags of limes from Location A's kitchen. Users can create an in-store item transfer that transfers the cost of the limes from the Produce Purchases GL account to the Bar Sales GL account.  |
This article covers the following topics:
Note: In-Store Transfers is in beta. Contact your CSM or R365 Support to learn how In-Store Transfers can enhance your R365 experience!
Security
The permissions listed here are associated with creating in-store transfers . These permissions can be added to custom user roles or single users. Learn more about managing permissions and custom user roles here.
In-Store Transfer permissions are found in the permission tree as follows:
- Food
- InStore Item Transfer
- View InStore Item Transfer
- Edit InStore Item Transfer
- Create InStore Item Transfer
- Submit/Unsubmit Item Transfers
- Approve/Reject InStore Item Transfers
- Void InStore Item Transfers
- Delete InStore Item Transfer
- InStore Item Transfer
The Permission Access report can be used to determine which user roles or users already have these permissions assigned.
Learn more about user setup and security here.
Navigation
To create a new in-store transfer, first navigate to the Transfers page.
From any tab, click the +Create button, hover over Transfer, and then select In-Store. this will open a new in-store transfer form.
In-Store Transfer Form
| Field | Description | |
 | Template Selector | The option to use an in-store transfer template created for the location. Selecting a template will auto-fill the form with the details entered on the selected template. Read more about in-store transfer templates, here. |
 | Transfer Number | The system-generated identifying number assigned to the transfer. |
 | Transfer Date | The date that the transfer is to occur. This field is required. |
 | Note | Notes or comments that give details about the transfer. This section is required. |
 | Location | The store location that the in-store transfer is occurring. |
 | Search | Used to search the list for specific entries. |
 | Bulk Add | Used to bulk add items by item category to the Transfer Items list. |
 | Transfer Items List | The list of items added to the item transfer. This table includes the following
|
 | +Add Item | Adds a single item to the Transfer Items list. |
 | Total | The total dollar amount of the transfer based on the item quantities and each amounts. |
Add Items
Once a location is selected, the +Add Item and +Bulk Add buttons will be enabled. Users can begin adding transfer items to the list.
Add a Single Item
To add a single Item to the transfer, follow these steps:
- Click the +Add Item button.
- A line will appear where the item details can be entered. Some fields will require a manual edit while others will auto-populate based on the manual edit of other fields. The required fields include the following:
- Item - Manually entered
- Unit of Measure- Auto-populated based on the item selected
- Note: This field will only be editable if the Item has more than one UofM
- Quantity - Manually entered
- Each Amt - Auto-populated based on the current cost of the Item selected
- Total - Auto-populated based on the Quantity Entered and Each Amt
- Transfer To - Manually selected
- Comment - Manually entered
- Once the necessary fields are entered, users can press the Enter key to finish entering Items or click +Add Item to add another item.
Add Items in Bulk
Items can be added in bulk by item category by first clicking +Bulk Add button in the right corner of the Transfer Items grid.
In the box that appears, select the desired item category options. Then, click the Add # Items. All items will then be added to the Transfer Items list.
Delete Items
If an item was added in error or is no longer needed on the Transfer form, delete the item by clicking the checkbox to highlight the item(s). Then, click Delete.
Submit and/or Unsubmit an In-Store Transfer
When an in-store transfer is completed, users can submit the transfer for approval. In-store transfers can also be unsubmitted. Only users with the following permission can submit/unsubmit in-store transfers.
Food → InStore Item Transfer → Submit/Unsubmit InStore Item Transfers
Submit a Transfer
Once the transfer form is complete and ready to be submitted, click Submit to submit the in-store transfer. The Submit button will only be enabled once all required fields are entered.
Once the transfer has been submitted, it is sent for approval. Users with the necessary permissions can review and approve or reject the in-store item transfer. Read more about reviewing and approving item transfers, here.
Unsubmit a Transfer
If necessary, users can unsubmit an in-store transfer. Only transfers with a status of Submitted that have not been approved or rejected can be unsubmitted.
Open the transfer that needs to be unsubmitted. Then, at the top of the form, click the Unsubmit button.
Users will be prompted to confirm. Once the 'unsubmission' is confirmed, the Transfer form will return to draft mode, where it can continue to be edited or deleted if necessary.