Transferring stock between warehouses
Create a stock transfer when inventory needs to move from one Spendive warehouse to another. A transfer preserves the movement history for both locations and should be used instead of separate increase and decrease adjustments.
Who can do this
You need permission to create inventory transfers and access the source and destination warehouses. Approval or completion actions may require additional permissions.
Before you start
Confirm the source warehouse, destination warehouse, products, quantities, and the physical movement plan. Check that the source warehouse has enough available stock.
Create a transfer
1. Sign in to the Spendive admin workspace.
2. Open Inventory, then Stock Transfers.
3. Select Create Transfer.
4. Select the Source Warehouse — the location sending the stock.
5. Select the Destination Warehouse — the location receiving the stock.
6. Enter Notes that explain the purpose of the movement or include a supporting reference.
7. Under Transfer Items, use the first item row or select Add Item for another line.
8. For each transfer item:
- Select the Product.
- Enter the Quantity.
9. Review all item rows and select Create Transfer.
Track the transfer
Return to Inventory > Stock Transfers to follow its status. The summary cards show Total, Pending, Approved, Completed, and Declined transfers. Open the transfer to review its items and current status.
The exact status sequence depends on your organisation's approval and inventory controls. Do not treat stock as received at the destination until the transfer has reached the completed status required by your process.
Good practice
- Use a transfer only when both the source and destination are Spendive warehouses.
- Record a clear note, delivery reference, or internal request number.
- Confirm quantities physically before dispatch and again on receipt.
- Add every product to the same transfer when the items move together.
- Do not create an increase at the destination and a decrease at the source; this breaks the linked transfer history.
Troubleshooting
- Warehouse is missing: confirm that it is active and that you have access to it.
- Product is missing: confirm that the product is active and available for inventory use.
- Quantity is rejected: check the source warehouse's available stock and enter a positive number.
- Source and destination cannot be selected: they must be different warehouses.
- Transfer remains Pending: open the record and confirm whether an approval action is required.
- Transfer was Declined: review the reason, correct the underlying issue, and create or resubmit according to your organisation's process.
Related guides
- Setting up a warehouse
- Making an inventory adjustment
- Reviewing stock levels and low-stock items
Screen guide
Create Stock Transfer form showing source, destination, items, quantities, and notes.
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