Transferring assets in from another opportunity is a great way of efficiently moving your equipment around. Rather than collect and book out your equipment again, you can now just use the Transfer In feature to take equipment directly from another opportunity.
Get Started
Firstly, head to the destination opportunity and add some opportunity items if you haven’t done so already. Next, enter the Detail View and select the items you want to transfer in, using the tick boxes. Click the Actions dropdown and select Transfer In.
⚠️Transferring assets is currently only possible on the destination opportunity (Transfer In), not the source opportunity (Transfer Out). However, we’re always looking at ways to improve, so if you have any suggestions about how we can improve further, then please let us know.
The form below will then appear, which will ask you to select where you’ll be transferring items from (the source opportunity). Search for an opportunity and click Transfer In to create the transfer for the items you selected.
⚠️If the source opportunity does not have enough of an item to fill the full quantity on the destination, then a Partial Transfer will be created. Further information below.
When transferring sub-rent items, the supplier must have been selected to allow the transfer to be created. The source opportunity must have a sufficient quantity of each item with the same supplier as the destination to allow the transfer.
Once a transfer has been created, the opportunity item will have an arrow on its status, which shows more detail when you hover over it.
⚠️ For serialised items only, if you look at the source opportunity in the Detail View, you will see where that item has been transferred to by hovering over its quantity field or status field. Currently, this does not apply to Bulk items.
Setting Up Document Layouts for Asset Transfers
If you need a document layout that displays all items being stock transferred to another opportunity, follow these steps:
Go to System setup.
Navigate to Document layouts.
Click on Upload document and upload the appropriate layout file.
Once uploaded, this layout will allow you to view all items included in the stock transfer.
Serialised Transfers
If you've not allocated the assets you are transferring, they will be transferred as group bookings.
⚠️ If you have multiple opportunity line items for the same serialised product, they will need to be transferred separately. The transfer-in feature is not available for serialised containers.
Partial Transfers
When the quantity of an item on the source opportunity is fewer than the quantity on the destination, a partial transfer is created.
These are created when there is not enough of an item on the source to fulfil the full quantity on the destination, which means you will need to get the remaining quantity through other means, e.g. another transfer, or from your store, etc
Currently, the maximum quantity will be transferred from the source opportunity, with any remaining items on the destination split onto a new opportunity item.
For example:
We need to transfer in 10 LED lamps (single opportunity item with Quantity as 10)
We chose a source opportunity that only has 2
The destination will now have 2 lines – one for the transferred-in quantity and one for the remaining 8
This can be split further still if there are subsequent transfers needed
The following warning will then appear on screen once these have been created
⚠️ It is not currently possible to choose an exact number to transfer from a specific opportunity. If you have any other examples of feedback, please let us know.
Clearing a Transfer
If you’ve accidentally created a transfer or you need to cancel, you can use Clear Transfer to remove all the transfer information for a particular item.
Simply go to the Detail View on either the Source or Destination opportunity, select the item you wish to cancel, and choose Clear Transfer from the Actions dropdown.
⚠️ Clear Transfer will not work once the transfer has been completed (when the item is booked out on the destination), as the process is irreversible at that point. To remove the transfer, the source opportunity must be deleted.
Next Steps
Once the transfer has been created, you will then need to allocate and Book Out the items. For more information, please see our next guide. Additionally, consider setting up document layouts to track all items being stock transferred to another opportunity, ensuring easier documentation and tracking.