Transfer Sales Order

A Transfer Sales Order (TSO) is an order for creating a sales order of items that are going to be delivered to another store. 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 sales order is created, its associated transfer purchase order is automatically generated, and vice versa. The correct procedure for processing transfer orders is to ship the TSO first and then receive the Transfer Purchase Order.

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

Creating Transfer Sales Order

Creating a transfer sales 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 sales orders and easily monitor the movement of goods and services.

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

Entering the Sales Details

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

Transfer Sales Order Header Fields

Section	Field	Description
Sales	From Store	This field allows you to select the store from where items are being transferred.
Sales	To Store	This field allows you to select the store to which items are being transferred.
Sales	Transfer PO#	The corresponding Transfer Purchase Order# will be displayed here after a Transfer Sales Order has been saved.
Sales	From Store Default Location	Enter the default location of the store from where the item(s) would be transferred.
Sales	To Store Default Location	Enter the default location of the store to which the item(s) would be transferred.
Sales	Ref No	This field allows you to enter a reference number for tracking and monitoring purposes.
Sales	Date	The date on which the transfer sales order was created or initiated is captured in this field.
Sales	Project/Class	Select a project or class to associate this transfer sales 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.
Sales	Date To Be Shipped	This field allows you to specify the date on which the order is supposed 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.
Sales	Order Type	Specify the type of sales order, such as wholesale, retail, or ecomm, to categorize and handle orders accordingly. The order types can be added in the "Order Type" module.
Shipping	Ship Method	This field enables you to select the preferred method of shipment for the sales order. Select Pick Up if the customer is picking up the goods by themselves. Select Delivery (Own Truck) if your own company’s truck is being used for the delivery. And select Delivery (Third Party) if an external company is shipping the goods for you.
Shipping	Ship Via/Carrier	Specify the carrier or shipping service responsible for delivering the order. If Delivery (Own Truck) is selected, the company’s own carrier can be selected. If however Delivery (Third Party) is selected, choose another company’s carrier for shipping (FedEx, UPS, etc.).
Shipping	F.O.B	Specify the freight on board - origin or destination.
Shipping	Total Weight	Specify the total estimated weight of the shipment for tracking and logistics purposes
Shipping	Shipping Terms	Select the Shipping Terms options for the order. Available options - Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing
Shipping	Ship Service	This field allows you to specify the type of shipping service for the sales order, such as Standard Ground, Express Overnight, Two-Day Delivery, etc.
Shipping	Ship Package Type	This field allows you to specify the type of packaging used for the sales order shipment, such as "Box," "Envelope," or "Pallet".
Shipping	Shipping Notes	This field allows you to add any relevant notes or instructions related to the shipment.
Shipping	Shipping Cost	This field allows you to enter the total cost incurred for shipping the order.
Shipping	Tax Code	This field allows you to specify the tax code applicable to the shipping charges.
Shipping	Total Amount	This field displays the overall total cost of the shipping, including shipping taxes.
Custom Fields	Custom Fields	This section allows you to enter data in the custom fields defined for the sales order entity. This feature provides the flexibility to capture and store additional information relevant to the transfer sales order, tailoring the system to your unique business requirements.
Footer	Ship From Addres	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 sales 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 Sales 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 sales order. Click here to learn about adding items to the transfer sales order.

Transfer Sales 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 Shipped	This field represents the quantity of the item that has been shipped.
Qty Allocated	This field displays the quantity of the item that is reserved/allocated on a pick wave.
Uom	This field displays the unit of measure for the item (liter, unit, kilogram, etc.).
Project/Class	This field allows you to select a project or class to associate with the item line.
Ship Date	This field displays the date on which the item is expected to be shipped.
Availability	This field indicates whether the item is available or unavailable for sale from its Ship Store.
Custom Fields	This will allow you to enter data in the custom fields defined for the sales order detail entity.

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

The system will automatically assign a unique number to the transfer purchase order in the format of TSR-TS000001, where "TSR" 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 Sales 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 Sales Order Statuses

• Open: After creating a TSO, it is in open status. This means it has not been finalized and changes can be made to it.

• Released: After you release a TSO, it will be sent to the warehousing department, where it will be prepared for shipping. Make sure a TSO has been finalized before releasing. Releasing a TSO also automatically generates its associated Transfer Purchase Order.

• Partially Shipped: If there are items that are back-ordered (items yet to be shipped), a TSO will be in partially shipped status.

• Shipped: This status indicates that all items of a TSO are shipped, and the order has been fulfilled (Shipped).

• Closed: A TSO can be closed once it is fully Received or if it is no longer valid.

Transfer Sales Order Options

The Transfer Sales 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 sales order.

• Release: Releases the transfer sales order for further processing and shipping.

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

• Create Wave: Redirects the user to the Create Wave module and initiates the process of picking the inventory from the system.

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

• Close Transfer SO: Closes the transfer sales order and restricts any further processing.

• Link Orders: This option allows you to establish a connection between the line items in the sales order and the line items of one or more purchase orders. This linkage enables seamless coordination and tracking between the sales and procurement processes, streamlining order fulfillment and enhancing efficiency.

Transfer Purchase Order Line Level Options

The Options" menu in the Estimate 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 TSO Details section of the transfer sales order.

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

Sorting Transfer Sales Order Items

Beside the Options menu in the details section of the transfer sales 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 Sales Order will impact the corresponding TPO?

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

Editing a Transfer Sales Order (TSO) can trigger automatic updates in the corresponding Transfer Purchase 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 TSO is modified, the corresponding TPO will automatically update to reflect the new quantity.

2. Adding or Deleting Items:

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

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

Conditions for Making Changes

• Released Status: Changes to the TSO 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 TSO, the new quantity cannot be less than the sum of the quantities that have already been received and those that are currently being received. This ensures that inventory management remains accurate and avoids any discrepancies between the TSO and TPO.

Auto-Generating ASN for the corresponding TPO

XoroERP provides the ability to automatically generate an ASN for the TPO (Transfer Purchase Order) once the items on the TSO (Transfer Sales Order) are shipped. This functionality streamlines the shipping process by automatically generating an Advanced Shipping Notice (ASN) for the quantity shipped on the wave as soon as the wave is shipped for the TSO (Transfer Shipping Order).

This feature is controlled by the app config, "Auto generate ASN in case of TSO". When this config is enabled, the system will automatically generate an ASN for the shipped quantity on a wave as soon as the wave is shipped for a TSO.

How it works

• Existing Open ASNs: If a TPO line already has an open ASN, no new ASN will be created, even if the quantity is updated. This prevents duplicate ASNs.

• Single ASN per TPO Line: Only one ASN can be generated per TPO line from a corresponding TSO line at any given time.

• New ASN for Updated TSO Lines: If the quantity on a TSO line is updated and the line is shipped again, a new ASN will only be generated for the corresponding TPO line if the previous ASN for that line has been closed.