Transfer Voucher

Feature Overview:

This feature provides the Transfer Voucher functionality, commonly used by enterprises to record the internal transfer of goods between departments or branch warehouses within the same system.

Navigation path to the feature:

WAREHOUSE -> TRANSFER VOUCHER.

Figure 1: Transfer Voucher list screen

Step 1: Brief overview of data displayed on the screen

In which the search information is “Filter”

1. Search for document number information.
2. Order Creation Date: From date -> To date
3. Order Status:
   1. Save as Draft: The voucher information is only saved as a draft; inventory data has not yet been issued from or received into the relevant warehouses.
   2. Approved: Inventory data has been approved and processed for issuance from the source warehouse and receipt into the destination warehouse.

Information on the data columns displayed on the Transfer Voucher screen.

1. No.: Automatically incremented serial number.
2. Voucher No.:The voucher code will be automatically generated according to the configuration set in the voucher numbering rule.

1. Branch Warehouse - Outbound: The branch warehouse dispatches goods according to the transfer order.
2. Branch Warehouse - Inbound: The branch warehouse receives goods according to the transfer order.
3. Document Status: 
   1. Save as Draft: Save the voucher (goods have not yet been dispatched or received).
   2. Approved: The quantity of goods has been dispatched from the source warehouse and received at the destination warehouse.
4. Creator: The user who logs in and creates the new voucher.
5. Recipient: The user selected from the voucher list (by branch).
6. Voucher Date: The date the voucher is created.
7. Notes: Transfer order notes.
8. Action: View/Edit/Delete.
   1. View: Loads the document detail popup screen; all information is disabled.
   2. Edit: Editing is permitted for 'Save as Draft' documents; editing is not allowed for 'Approved' documents.
   3. Delete: Deletion is permitted for 'Save as Draft' documents; 'Approved' documents cannot be deleted.

Functions outside the document screen:

Create new: Create a new document related to the business process.

Approve: Approve the document -> Goods will be issued to or received into the designated warehouse, and inventory will be decreased or increased accordingly.

Print: Print vouchers; multiple vouchers can be viewed simultaneously.

Export to Excel: Export the list of vouchers (raw data).

Step 2: Overview of data fields on the new voucher creation screen.

1. Voucher number: The voucher number is automatically incremented according to the voucher numbering rules.
2. Voucher creator: The user who logs into the system to create the voucher.
3. Voucher creation time: The time the voucher is created.
4. Branch Warehouse (outgoing): The warehouse from which goods are transferred.
5. Branch Warehouse (incoming): The destination warehouse receiving the transferred goods.
6. Voucher Status:
   1. Open Voucher: The document is in a newly created state; data has not yet been generated in the system.
   2. Save as Draft: Data has been saved in the system, and the related document number will be generated.
   3. Approved: Data has been approved; inventory quantities have been issued from and received into the designated warehouse.
7. Document Type: Transfer Voucher.
8. Recipient: List of employees by branch.

- Detailed Information: “Goods Information”

1. No.: Sequential number information; automatically increments the number of item lines.
2. Document Type: Transfer Voucher.
3. Item Code: The SKU (Stock Keeping Unit) is a unique identifier for each product or product line in the warehouse, enabling more effective inventory management.
4. Item Name: Displays the name of the item.
5. Quantity: Enter the quantity of the item upon receipt.
6. Unit of Measure: Displays the storage unit of measure for the item in the Goods & Materials section.
7. Transfer Quantity: The end user enters the quantity to be transferred. The quantity of goods to be transferred must not exceed the available inventory.
8. Batch Number: A Batch Number (Lot Number) is an identifier assigned to a specific batch of goods during the production, warehousing, or distribution process. This code enables traceability, inventory management, and product quality control.
9. Expiry Date: The Expiry Date (EXP) is the final date on which the product is guaranteed to maintain its quality, efficacy, and safety for use. After this date, the manufacturer is no longer responsible for the product’s quality.

1. View voucher:

Review Transfer Voucher information

2. Edit Transfer Voucher:

Edit documents for Transfer Vouchers in 'Save as Draft' status

Editing is not permitted for documents in 'Approved' status

3. Delete document:

Delete Transfer Vouchers in 'Save as Draft' status

Deletion is not permitted for vouchers in 'Approved' status

This concludes the instructions for the Transfer Voucher feature. Thank you for reading the instructions from the Ordersys Team. We look forward to providing further guidance in future materials.