Transfer Purchase Order

A Transfer Purchase Order (TPO) is an order for requesting the transfer of items from one store to another. These orders are created when you want to internally transfer the goods between stores. Because this is an internal transfer, no invoices or bills are generated during the receiving and shipping of transfer orders. When a transfer purchase order is released, its associated Transfer Sales Order (TSO) is automatically generated, and vice versa. The correct procedure for processing transfer orders is to ship the transfer sales order first, and then receive the TPO.

Please Note: Any modifications to the transfer purchase order after release will be automatically reflected on the respective transfer sales order.

Creating Transfer Purchase Order

Creating a transfer purchase order involves entering the store and item details. You will begin by entering the essential header-level information about the order. Once the header-level information is set, you can proceed to add item(s) to the order. This streamlined method enables you to efficiently manage transfer purchase orders and easily monitor the movement of goods and services.

To create a Transfer Purchase Order, go to Menu > Warehouse > Transfers > Transfer Purchase Order

Entering the Purchase Details

In the header section of the Transfer Purchase Order module, you will begin by selecting the purchase details, such as source store, destination store, item location, ship date, delivery date, etc.

Transfer Purchase Order Header Fields

Section	Field	Description
Purchase	From Store	This field allows you to select the store from where items are being transferred.
Purchase	To Store	This field allows you to select the store to which items are being transferred.
Purchase	Expected Ship Date	This field allows you to select the date on which the order is expected to be shipped. By clicking the "Gear" icon, you can choose to apply this date to all items, selected items, or remove it from all items in the order.
Purchase	From Store Default Location	Enter the default location of the store from where the item(s) would be transferred.
Purchase	To Store Default Location	Enter the default location of the store to which the item(s) would be transferred. Please note that if the inventory is being transferred to a default location, and the "Auto Mark Damage Inventory Move as Not Available" app config is enabled, the inventory being transferred to the specified damage location will automatically be marked as Non-Available.
Purchase	Expected Delivery Date	This field allows you to specify an anticipated date on which the ordered goods or services are projected to be delivered. By clicking the "Gear" icon, you can choose to apply this date to all items, selected items, or remove it from all items in the order.
Purchase	Date	The date on which the transfer purchase order was created or initiated is captured in this field.
Purchase	Transfer SO#	The corresponding Transfer Sales Order# will be displayed here after a Transfer Purchase Order has been saved.
Purchase	Project/Class	Select a project or class to associate this transfer purchase order with. By clicking the "Gear" icon, you can choose to apply the selected project/class to all items, selected items, or remove it from all items in the order.
Purchase	Order Type	Specify the type of purchase order, such as wholesale, retail, or ecomm, to categorize and handle orders accordingly. The order types can be added in the "Order Type" module.
Purchase	Ref No	This field allows you to enter a reference number for tracking and monitoring purposes.
Custom Fields	Custom Fields	This section allows the users to define the custom fields associated with the order.
Footer	Ship From Address	This field displays the address of the store from where the goods are supposed to be transferred. When you select the 'From Store', this field is automatically populated with the associated store address, which can be edited as needed.
Footer	Ship To Address	This field displays the address of the store where the goods are supposed to be delivered. When you select 'To Store', this field is automatically populated with the associated store address, which can be edited as needed.
Footer	Memo	This field provides space for writing notes or any additional information related to the transfer purchase order. This allows you to add important details or instructions that need to be considered during order processing.

Fields marked with an asterisk * suffix are required fields

Adding Lines to a Transfer Purchase Order

After inputting the header-level information in the order, you'll proceed to enter line-level details, which include the specific goods and services being transferred. In the line-level section, you can add individual items and specify their quantities, unit prices, and any applicable discounts or taxes.

There are multiple ways to add an item to a transfer purchase order. Click here to learn about adding items to the transfer purchase order.

Transfer Purchase Order Line Fields

Field	Description
Item#	The unique identifier for the item.
Item Type	This field specifies the type of item, such as inventory, non-inventory, etc.
Title	Displays the title associated with the base product of the item.
Description	This is an editable input field that displays the description of the item.
Qty	This is an editable input field that specifies the order quantity of the item.
Qty Received	This field represents the quantity of the item received from the vendor on an ASN.
Qty In Receiving	This field displays the quantity of the item that is in the process of being received (onto an ASN).
Uom	This field displays the unit of measure for the item (liter, unit, kilogram, etc.).
Delivery Date	This field displays the date on which the item is expected to be delivered.
Expected Ship Date	This field allows you to specify a date when the item is expected to be shipped.
Notes	This field provides the ability to add notes or additional information for the item line.
Project/Class	This field allows you to select a project or class to associate with the item line.

After completing the header fields and adding items, click on the "Save" button to create a transfer purchase order.

The system will automatically assign a unique number to the transfer purchase order in the format of TPR-TP000001, where "TPR" denotes the store code and 1 denotes a sequential series. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered.

Use the convenient keyboard shortcut (Alt+S) for the "Save" action and (Alt+N) for the "Save and New" action.

The new order will be created in the Open status. For more details on the purchase order statuses, read Transfer Purchase Order Statuses.

You can print this purchase order once it is created using the Print button situated on the top right of the page.

Transfer Purchase Order Statuses

• Open: When a Transfer Purchase Order (TPO) is initially created, it is in the "Open" status, indicating that it is not yet finalized and modifications can be made to it.

• Released: After finalizing the TPO, it can be "Released," allowing the procurement department to prepare it for receiving. However, the release is subject to the condition that there are no restrictions on the items (if applicable).

• Partially Received: If some items in the TPO are yet to be received, the status becomes "Partially Received."

• Received: Once all items on the TPO have been received and the order is fully fulfilled, it enters the "Received" status.

• Closed: The "Closed" status is applied manually to purchase orders where either part or the entire order is not intended to be fulfilled. Closed orders are restricted from any further actions.

• Cancelled: The "Cancelled" status indicates that there are no items available on the order with an order quantity greater than zero. XoroERP also allows manually applying the "Cancelled" status. Cancelled orders are restricted from any further actions.

Transfer Purchase Order Options

The Transfer Purchase Order module offers a variety of options at both the header and detail levels to efficiently manage purchase orders.

Transfer Purchase Order Header Level Options

These options are located under the "Options" menu in the top right corner of the page. These options influence the overall attributes and workflow of a transfer purchase order.

• Release: Releases the transfer purchase order for processing and receiving.

• Create ASN: Redirects the user to the Create ASN module and initiate the process for receiving inventory in the system.

• Link Sales Order: This option allows you to establish a connection between the line items in the transfer purchase order and the line items of one or more sales orders.

• Close Transfer PO: Closes the transfer purchase order and restricts any further processing.

• Add To Email Queue: Places the transfer purchase order in the email queue for sending at a later time.

• Void: Voids the transfer purchase order. Voided orders are deleted permanently from the system.

Transfer Purchase Order Line Level Options

The Options" menu in the Transfer Purchase Order Details section offers a variety of options to manage the items, while the "Sort By" option allows you to sort the items in the estimate as per your needs.

Transfer Purchase Order Line Level Options

These options are located under the "Options" menu in the TPO Details section of the transfer purchase order.

• Delete Selected Row(s): Deletes the selected line items from the transfer purchase order.

Sorting Transfer Purchase Order Items

Beside the Options menu in the details section of the transfer purchase order, there is an option to sort the items. To sort the items, click on the "Sort By" option and select how you want to sort the items.

Sorting Options

The sorting options available include:

• Item Number: Arrange items either in ascending or descending order based on their item numbers.

• Quantity: Arrange items by quantity, aiding in inventory management and fulfillment tracking.

How editing a Transfer Purchase Order will impact the corresponding TSO?

When making edits to a Transfer Purchase Order (TPO), it is important to understand how these changes will affect the corresponding Transfer Sales Order (TSO).

Editing a Transfer Purchase Order (TPO) can trigger automatic updates in the corresponding Transfer Sales Order (TPO). This ensures that both documents remain synchronized, reflecting the most accurate information.

Here's a breakdown of how edits affect the TPO:

1. Item Quantity Changes:

   • If the quantity of any item in the TPO is modified, the corresponding TSO will automatically update to reflect the new quantity.

2. Adding or Deleting Items:

   • Adding a new item line in the TPO will result in the same addition in the TSO.

   • Deleting an existing item line in the TPO will also remove the corresponding line in the TSO.

Conditions for Making Changes

• Released Status: Changes to the TPO can only be made when it is in the Released status. This ensures that updates are controlled and tracked accurately.

Quantity Constraints: When updating the line quantity in the TPO, the new quantity cannot be less than the sum of the quantities that have already been shipped and those that are currently allocated. This ensures that inventory management remains accurate and avoids any discrepancies between the TPO and TSO.