Inventory Transfers

Who Can Use This Feature?

• This feature is only available for Tekmetric Multi-Shop accounts.
• 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

Q: Can I transfer a part from inventory? 

A: Inventory transfers can only be made from the RO.