You can create transfer projects when you want to transfer your equipment from one stock location to another one. For example, you want to move some of your equipment to another warehouse because you often internally subrent them, or you wish to have your equipment in a specific location for a more extended period of time, such as during the festival season.

Differences between transfer projects and regular projects

Creating a transfer project is very similar to creating a new project. However, there are a few key differences.

Firstly, In transfer projects, there are two stock locations: a source stock location and a target stock location. These determine where the equipment is transferred from and where it is transferred to. All equipment in the transfer project will be moved from the source stock location to the target stock location.

Secondly, since there are no clients related to the project (the transfer does not go to an external client), it’s not possible to select a client for a transfer project. Instead, you have a delivery card in the General tab of the project, displaying a map and the address of the target stock location.

Lastly, transfer projects don’t have subprojects.

How to transfer equipment from one stock location to another

To create a project to transfer equipment from one stock location to another:

Go to the table_chart Projects module and click on + Add project
Under project types, select “Transfer project” and under project template, choose “Blank project” and click on Select
In the General tab, enter the name of your transfer project.
Pick the stock location you want to transfer your equipment from and the stock location you want to transfer your equipment to.
In the Time schedule tab, determine the transfer period. This is the duration of the transfer process, which indicates the time needed for the equipment to be physically moved from one location to another.
Note: The transfer period refers to the time it takes to complete the transfer, not the length of time the equipment will remain at the destination location. The equipment will be permanently transferred to the new location after the transfer process is complete, unless a subsequent transfer is scheduled.
In the Equipment tab and from the menu on the left, select the equipment you want to transfer to a new stock location.
Equipment Price. When adding new equipment, the price is set to 0, resulting in more accurate financial insights. But if you import the equipment, the price will still be displayed.
Under the Quantity column, adjust the quantity of the equipment you want to transfer. You can only adjust the Quantity to transfer when you are transferring equipment through internal subrents.
(Optional) Plan your crew members and transportation.
Click on Save to save your project.

Now you have created a stock movement which is also visible in the equipment’s timeline. The stock movement will happen after the transfer project ends, and new quantities will be automatically adjusted in your stock locations.

Hint: you can later create a project template for your transfer projects.

Note: Transfer projects do not impact your revenue calculations or forecasts. When adding new equipment, the price is set to 0. However, if you import your equipment into the transfer project, the price will be displayed.

Tracking transfer projects

You can track the transfer project and equipment planned in the exact same way as you track all other types of projects in the group_workWarehouse module.

Transfer projects have the same status flow as all other types of projects.

The transfer project will be visible in both stock locations that are involved in the transfer project as a sending warehouse or receiving warehouse.

Note: Equipment will be submitted as transfers to another warehouse only when it is scanned/booked to Return in the project. Meaning that the items were approved as received by the receiving warehouse.

Marking equipment items as not transferring

You can mark equipment items as not transferring during the warehouse process when using Transfer projects. This helps when certain items are no longer needed. For example, if some equipment is marked as “confirmed” but not actually transferred, it can cause stock discrepancies since the bulk stock mutations remain.

By marking items as not transferring, you can adjust the planned quantities and stock movements, ensuring accurate data.

To enable this functionality, please follow the steps below:

Go to the ‘User Roles’ section in the settings Configuration module
Enable the permission

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Once enabled, when booking your equipment items in the warehouse Warehouse module, simply navigate to the item, click on the More optionsmore_vert button → select "Remove Transfer."

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Tracking transfer projects via internal subrents

Just like regular transfer projects, you can track the transfer and equipment planned in the exact same way as you track all other types of projects in the group_workWarehouse module.

Projects will be visible only in the stock location of the sending warehouse as this warehouse will be responsible for packing all needed items and delivering them to either location of the event or receiving warehouse and leaving the correct amount of items in the receiving warehouse. Receiving warehouse will track internally sub-rented items in the standard project.

Warehouse statuses for transfer projects

Transfer projects have the same status flow as all other types of projects.
The On location status is considered as Receiving warehouse location (or the location of the event, depending on the Delivery setting chosen in the Project).

In the On location status, you can only see the amount of equipment that should be returned back to the Sending warehouse.

Since some of the equipment will be transferred to another stock location, the total of items to return can be less than the serial numbers listed. As soon as the correct amount of serial numbers is returned, other serial numbers will be hidden.

Equipment will be submitted as transferred to another warehouse only when correct amount of items will be returned to Sending warehouse. Meaning that all items left behind were approved as received by the receiving warehouse.

Hint: You can’t leave more equipment that was planned to be transferred in the internal subrent in another warehouse.

FAQs

Can I connect any subrents to my transfer project?

No, since you can’t transfer subrented equipment, it’s not possible to connect any subrents to transfer projects.

Can I assign a specific serial number for a serialized equipment in a tranfer project?

No, users can not assign a specific serialized equipment in a transfer project. However, assigning serial number does happen during the packing process. In the warehouse, users are forced to assign a serial number to make sure the correct number is transferred to the other warehouse.

Can I transfer equipment from a storage location to a warehouse?

Yes, storage locations cannot be used to plan equipment on a regular project, but they can be used to move equipment from a storage location to another stock location.

I have a shortage on my transfer project. What does that mean exactly?

The shortage means the same as on a regular project: The item is not fully available in the project duration (transfer period). However, keep in mind that since the item will be moved between stock locations, the stock (and thus, the availability) will be adjusted. The stock movement will go through, even if there is a shortage on the transfer project.

Can I transfer specific serial numbers?

Yes, you can. However, serial numbers cannot be assigned during the planning phase of a transfer project. Once scanned in the warehouse, the specific serial numbers will be updated to the correct stock location.

Can I create function groups for my transfer project to plan crew members?

Just like a regular project, you have the option to add different time periods and create function groups for scheduling crew members for transferring the equipment.

What happens if I cancel or delete a transfer project?

Canceling or deleting a transfer project will remove the stock movement. It will also revert any stock changes that took place.

Why do I get an error message in a transfer project when I try to book my bulk physical combination?

This error occurs because your bulk physical combination includes serialized equipment items. While you can plan it on a transfer projects, the system does not allow you to book bulk physical combinations with serialized items as a content in the warehouseWarehouse module. Although serialized items have unique identifiers, bulk bookings do not track individual serial numbers. As a result, the system cannot determine which specific serialized items are being moved. To complete the transfer, you must either serialize the entire physical combination or transfer each serialized item individually.

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