IMS Documentation › Inventory › Stock Transfer

Stock Transfer

Stock Transfer creates an inventory transfer voucher from one IMS store or warehouse to another. Users can scan items, use Item Search, import an item list, verify source quantities, review current balances or product photos, and then save or save-and-print the transfer.

Open the screenInventory → Stock Transfer.

IMS Stock Transfer screen — Stock Transfer before items are added: source store, destination store, voucher number, notes, item entry area and transfer totals.

Field	Purpose
Date	Transfer date. IMS uses the current server date.
From	The source store or warehouse. The available list depends on the user's transfer permissions.
Trans.	The transfer voucher number generated for the source store.
To	The destination store. The available list depends on the user's transfer permissions.
Notes	Optional remarks stored with the transfer voucher.
View current balances	Shows the selected item's on-hand quantity across stores.
View item's photo	Shows the image for the selected Style + Color when an image is available.

Balance view or photo viewOnly one of these views is shown at a time. Selecting one automatically closes the other.

Source and destination access

IMS can allow a user to transfer from/to all authorized centers or restrict the user to specifically assigned source and destination stores. The store-selection window therefore shows either the full authorized Centers list or only the user's assigned Transfer From/Transfer To locations.

Select a store and click Select, or double-click the store row. IMS checks that transactions are currently enabled for the selected location before accepting it. The same store cannot be used as both the sender and destination.

When the source store is changed, IMS also generates the next Stock Transfer voucher number for that source location. If the user has no valid source location, IMS does not allow a new Stock Transfer.

The source and destination stores are checked again when the voucher is saved. If an administrator temporarily disables transactions for either location, IMS stops the transfer and displays the affected store.

Add items

After selecting the destination store, enter the required Qty and scan or type the item into the Barcode field, then click Add or press Enter.

The scan field accepts the IMS Item Code, the item's main barcode, or an alternate barcode registered for that item. Only inventory items are accepted.

Grid information	Meaning
Item Code / Description	Identifies the transferred SKU.
Style / Color / Size	Product variant information.
Qty	Quantity being transferred.
Current Price / Total Value	Current retail value of the transfer lines.
Cost	Item cost. Cost information is visible only to users authorized to see COGS/cost data.

Stock availability

IMS compares the requested quantity with the source-store balance. When the quantity is not sufficient, IMS warns the user and normally refuses the item. A store configured to ignore balance can continue according to that store setting.

Items placed On Hold are checked again during Save and cannot be transferred while they remain on hold.

Item Search and Import Items

Press F3 to open Item Search and add items without scanning them. Import Items opens the common IMS Import Items window for loading multiple inventory items from a text file. The Import Items button is shown only to users who have the corresponding import permission.

Using Item Search

Item Search is shared with Sales Transactions and can return the selected Item Code directly to the open Stock Transfer. Search by Item Code, Barcode, Style or Description, then choose the required matching method.

Option	Effect
Source store only	Limits the result to the current Stock Transfer source store.
Brand only	When a store/workstation brand is configured, limits the result to that brand.
Hide Zeros	Excludes rows whose current store quantity is zero.
Get style's details by barcode	Finds the Style from one barcode and shows the related variants/store rows.
Show Item's Image	Displays the stored product image for the selected Style + Color when available.

The result grid shows Item Code, Style, Description, Color, Size, Original Price, Discount, Current Price, Store and Qty. Large searches are loaded in batches and can expose a Load More Rows option.

When the same item appears on consecutive rows for different stores, IMS visually groups the repeated item details: the repeated Item/Style/Description/Color/Size/price cells may appear blank while Store and Qty remain visible. Those blank cells do not mean the item data is missing.

Select the required row and use the shared Add To Invoice action or double-click the row. When Item Search was opened from Stock Transfer, IMS returns that Item Code to the transfer and processes it through the normal Add-item workflow.

Stock Transfer import file format

The Stock Transfer importer reads a tab-delimited text file. The first row is treated as a header and is skipped. Each following row must contain the Item Code and transfer Quantity.

Column	Required	Meaning
ItemCode	Yes	IMS inventory Item Code. The item must exist and must be an inventory item.
Qty	Yes	Whole-number quantity to import into the transfer.

Recommended file layout

ItemCode	Qty
30225010001	2
30225010002	1
30225010003	4

Use the … button in the Import Items window to browse for the file, then click Start. The file picker is intended for .txt files.

What IMS validates

Before importing the rows, IMS validates that the file contains data, that every Item Code exists as an inventory item, that the quantity is a valid whole number, and that the input does not contain duplicate item rows. If validation fails, IMS creates an -ErrorLog.txt file next to the import file and opens it for review.

For Stock Transfer, Force System's Prices is always enabled. Imported files therefore do not supply a price column; IMS uses the item's current/original price and cost from the database.

Balance handling during import

By default, IMS checks the source-store balance while loading imported items. If an imported quantity is greater than the available balance and Show Balance Warning is enabled, IMS asks whether to continue with that quantity. If the item does not exist in the selected source store, IMS records it as an import error.

Ignore Store's Balance bypasses the quantity-versus-balance check. When it is selected, the Balance Warning option is disabled because no balance warning is required.

Partial importIf the file itself passes validation but some rows cannot be loaded for the selected source store, IMS can keep the rows that were imported successfully and writes the rejected rows to an -ImportErrorLog.txt file with the Item Code and reason.

Remove an item

Select one row and click Remove Row. IMS asks for confirmation, removes the row and recalculates Total Quantity, Total Retail and Total Cost.

View current balances

Enable View current balances and select an item row. IMS shows the source store first and then other stores where that item currently has stock. The balance panel updates when another item is selected.

View item's photo

Enable View item's photo and select an item. IMS builds the image key from the item's Style and Color and displays the corresponding product image. If no image has been stored, IMS displays the standard No Image Available image.

Transfer totals

Total	Meaning
Total Quantity	Total number of units on the transfer.
Total Retail	Total current retail value of all transfer lines.
Total Cost	Total cost value. Hidden when the user is not authorized to see cost information.

Save or Save and Print

Save records the transfer without printing. Save and Print (F8) saves the same transfer and then prints the Stock Transfer voucher using the workstation's configured printer and copy count.

After a successful save, IMS creates the transfer voucher, updates the inventory balances between the two stores, records the transfer activity and creates the related inventory-cost financial journal entries.

Before savingConfirm the From store, To store and transferred quantities. The transfer changes stock balances when it is successfully saved.

Keyboard shortcuts

Shortcut	Action
F3	Open Item Search.
F5	Start a new Stock Transfer.
F8	Save and Print when the transfer is ready.
Enter in Barcode	Add the entered/scanned item using the current Qty.

Start a new transfer

Click New (F5) to clear the current voucher and obtain a new transfer number. If unsaved items already exist, IMS asks for confirmation before cancelling them.

Changing the From store while a voucher contains items also requires confirmation because the current item list will be cleared.

Relationship with Replenishment

Stock Transfer can also be opened directly from the Replenishment workflow. In that case the source, destination and suggested items are supplied by Replenishment, the store selectors are locked, and the transfer notes identify the voucher as a replenishment transfer.

Grid layout

IMS remembers the Stock Transfer grid's column visibility/layout when the form closes. Restricted cost/internal columns remain protected according to the user's permissions.

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InventoryReturn to the Inventory module overview.

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Manage StoresStore transaction status, balance behavior and other store settings affect transfer processing.

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Manage ItemsItem codes, barcodes, Style/Color/Size, pricing, cost and product images used by Stock Transfer.