Inventory Transfers

⚠️ This feature is currently in beta and only enabled for select MSO shops. If you're not seeing the inventory transfer options, the shop may not be enrolled in the beta.

Who Can Use This Feature?

• This feature is available to MSO accounts only.
• To access Other Shops’ Inventory and request transfers:
  • The user must have the following permissions:
    • Can view estimate section of the repair order; can create/edit/delete jobs
    • Can create new orders; can edit order details and quantities
• To access the Transfers section and approve/deny requests:
  • The user must have the following permission:
    • Can create new parts; can edit inventory part details and quantities; can delete parts.

Requesting a Transfer

Start from the "Add Parts" Modal

• Click Add Parts on a job.
• Select Add parts from Inventory.

• Go to the Other Shops’ Inventory tab.
• Select available parts from other locations.
• Click Add Parts to add them to the job.
  • Each part is added as a separate entry.
  • These parts appear in the Needed tab.
  • The receiving shop’s markup rules are applied.

Request the Transfer

• Go to the Needed tab of the estimate.
• Look for parts with the transfer icon and the source shop name.
• Select eligible parts and click Request Transfer.
  • If any selected parts are ineligible, a tooltip will appear to guide you in deselecting those parts
  • Add optional notes to the request in the confirmation modal.

What Happens After Requesting

Quoted Tab

• Parts move to the Quoted tab.
• The Vendor column will display:
  • Source shop name
  • Shop phone number
  • TR# (Transfer ID) with a clickable link
• Parts are locked — you can’t edit or source them from another vendor.

When the Transfer is Approved

Ordered Tab

• The approved part moves to the Ordered tab.
• The only available action is Mark as Received.
• When receiving:
  • You can enter an invoice number (it will apply to the internal PO).
  • All parts in a transfer must be received together — partial receipt is not supported.

After receiving:

• The part appears in Received Parts.
• You can:
  • Move to Inventory (changes order type to Inventory Order)
  • Mark as Ordered Again
• You cannot return internal transfer parts.

Supplying a Transfer 

Approve/Deny Requests

• Go to Inventory > Transfers.
• Click on a transfer request to:
  • View part details and notes
  • Approve or deny the request
    • Approved: parts go to the requesting shop’s Ordered tab
    • Denied: parts return to the Needed tab

Where It's Tracked

• Internal transfers generate two POs:
  • Requesting shop: Positive quantity
  • Supplying shop: Negative quantity
• Viewable in:
  • Orders page (Type = Internal Transfer)
  • Repair Order Summary
  • Vendor Details Page
  • Inventory Details Page (supplying shop only)
  • Parts Purchased Report:
    • Order Type = RO Order or Inventory Order
    • Source = Internal Transfer

🔒 Purchase Order Restrictions

• All part details are locked (cost, quantity, vendor).
• POs cannot be deleted.
• Only the requesting shop can mark a PO as received.
• Supplying shop cannot take further action once a transfer is approved.

❓ FAQ

Q: How are internal transfers handled in accounting?
A: Depends on your accounting method. The Back Office (TBO) team can help configure either:

1. Inventory Method (Accrual)
   • Received = added to inventory asset
   • Sold = moved to COGS
2. Direct-to-COGS (Cash)
   • Received = immediately expensed to COGS

Q: Can I receive only part of a transfer?
A: Not currently. Transfers must be received in full.

Q: Can I move a transferred part to inventory?
A: Yes. This changes the order type to Inventory Order in reporting.

Q: Can I return a transferred part?
A: No. You can only:

• Move to Inventory, or
• Mark as Ordered Again

Q: Can I return a transferred part under warranty?
A: No. These parts cannot be returned under warranty.

Tooltip: "This part cannot be returned under warranty because it was sourced through an inventory transfer."

Q: Does a transfer create a PO?
A: Yes. One for each shop:

• Requesting shop: Positive quantity
• Supplying shop: Negative quantity

Q: What happens if a transfer is denied?
A: The part goes back to the Needed tab for resourcing.

Q: Can I cancel a transfer request?
A: Yes — but only before it’s been approved or denied.

Q: Who can mark a transfer as received?
A: Only the requesting shop.

Q: Can I track who did what?
A: Yes. The Transfer Details page shows:

• Who requested
• Who approved/denied
• Who received
• Who canceled