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Microsoft Dynamics GP: Moving Inventory Quantities

- Monday, January 04, 2016

by Randy Chapman, The Resource Group

There are a couple of different ways to move inventory quantities from one inventory site to another inventory site within Microsoft Dynamics GP. Both ways have their own advantages and disadvantages. These methods are Transfer Entry and In-Transit Transfer Entry.   

Transfer Entry 

The Transfer Entry is a very simple process that makes item quantities available at the receiving site upon posting the entry. The Transfer Entry is a one-step process that moves an item quantity directly from one site to another. This function is available by navigating to Inventory - Transactions - Transfer Entry: 

To enter a transfer, choose the default sites for the originating (from) site and the destination (to) site. Once you have chosen the sites, enter or choose the item number (or numbers) you would like to transfer. Enter the quantity to be transferred, then post it or add the transaction to a batch for later posting. 

If you save the transfer entry to a batch, the inventory is allocated when you save the transaction and that quantity will not be included in available quantity in the originating site. It will have no impact on the receiving site until the transfer entry is posted. Once the transaction is posted, the allocation will be removed and the originating site on hand quantity will be decremented and the receiving site quantity will be incremented. 

The disadvantages with Transfer Entry include potential timing differences between the shipping/moving and receiving of the quantity transferred, as well as no workflow or out-of-the-box shipping documents, such as a packing slip or pick list. 

In-Transit Transfer Entry 

The In-Transit Transfer Entry is a multi-step process that transfers an item quantity from the originating site to an in-transit site. The quantity is then received into the receiving site. The advantages of this method include: 

  • No timing difference between sites in terms of available quantities, because the shipment (decrement to originating site) and the receipt (increment to the receiving site) are processed separately and follow physical flow of inventory. 
  • Pick list and packing slip are available to be printed from within the process.
  • Status of transfers are readily available (for example, Picked, Shipped, Partially Shipped). 
  • Receipts are entered and posted similarly to purchase order receipts. 
  • Partial receipts/multiple shipments are supported. 
  • Landed Cost amounts may be applied to the receipts. 
The disadvantages include: 

  • Transfers remain as open in a partial shipment status if the original quantity is not fully received. These partial transfers can be moved to history using SQL but Dynamics GP 2015 R2 does not support cancellation of the remaining quantity. 
  • Process requires multiple steps and an inventory “Via Site ID” which is a separate inventory site. 
The setup for the in transit site is accessible from Inventory- Setup- Inventory Control and the site should be assigned in the VIA Site ID field: 

The In-Transit Transfer Entry window is accessed by navigating to Inventory- Transactions- In-Transit Transfer Entry: 

The process flow is as follows: 

  1. Click on New. 
  2. Enter order date.
  3. Enter From Site ID. 
  4. Enter VIA Site ID. 
  5. Enter To Site ID. The default customer name and address will be the name and address assigned to the site.
  6. Enter shipping method (optional). 
  7. Choose item(s) to be transferred and enter quantity ordered (quantity to be transferred). Quantity picked will default to quantity ordered and may be overridden. 
  8. Click on Print if pick list and/or packing list is required.  
  9. Click on Save. 
When the item is ready to be shipped, bring up the In-Transit Transfer Entry you saved and update the quantity picked (if necessary), then click on Ship. The quantity (or quantities) picked will be decremented from the originating site and incremented on the Via site. 

Once the item or items have been received, navigate to Purchasing- Transactions- Receiving Transactions Entry and choose In-Transit Entry as the Type: 

Next, click on Auto-Receive. This will bring up the open In-Transit Transfers and you may select the transfer(s) to be received as you would for a standard purchase order receipt selection: 

Click on Receive and the select window will close and the receipt transaction entry will be populated with the selected transfer information. Post the transaction and you will have completed the process. As receipts are posted, the status of the In-Transit entry will be updated. Once the entry is fully received, the entry will be moved to history. 

Contact The Resource Group if you have further questions regarding this functionality or need assistance.

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