MBS ARC (MERCHANDISE) MANUAL Transfers This chapter focuses on inventory movements between stores. These transfers are created to show inventory moving from the shipping store, and to show inventory arrival at the shipping store. Table of Contents Transfer Set-Up... 2 Create and work with Transfers/Distributions... 3 Working with a Transfer... 5 Posting the Transfer/Distribution... 7 Received Transfers... 10 Working with Received Transfer Header... 10 Release and Post Received Transfer without Exceptions... 11 Work with Transfer Exceptions... 13
Transfer Set-Up An MBS Client Representative or Implementation Specialist will assist you to set up transfer options. You will likely be asked to answer a few brief questions. Questions include: Use control totals to balance transfers? o Yes requires entry of total quantities prior to entering the transfer detail. The transfer must match the total before the transfer can be completed. o No does not require entry of totals prior to entering the transfer detail. Received transfers? o Yes requires the shipping store to create and post the transfer. This will only update inventory in the shipping store. A batch will be created in Received Transfers for the receiving store to post once items are received. When Received Transfers are posted the receiving store s inventory is updated. o No updates both the shipping and receiving store s inventories when creating and posting the transfer in the shipping store. Document control? o Yes forces the user to assign and keep track of document numbers. o No allows the system to self-generate document numbers. NOTE: It is recommended that the system assign and keep track of document numbers for the user. When using Ship/Receive method Document Control must be set to Yes. Do you want the system to assign documents? o Yes allows the system to assign the documents. o No and the user assigns the documents. If your store uses Replenishment or Warehouse applications, additional questions may be asked as well. MBS TEXTBOOK EXCHANGE, LLC PAGE 2 OF 15
Create and work with Transfers/Distributions Merchandise > Transfers > Process Transfers > Transfers/Distributions When inventory needs to be transferred from one store to another, the first step is to create the transfer in the Transfers/Distributions menu. It is recommended the shipping store creates the transfer. 1. Click Add to create the transfer header. 2. Batch date/time default. Enter the shipping store and key in a document number. Click Save to complete the header entry. If your store is set to auto-generate document numbers a document number will be created instead when you click Save. 3. The detail entry screen displays for entering the item that will be transferred. MBS TEXTBOOK EXCHANGE, LLC PAGE 3 OF 15
Options on this screen include: Receiving Store Required. Transferred inventory will be sent to this store. Item Number Required. Use the drop down, scan, or type the item that will be transferred. Logo/Color/Size and Add with Type Grid Type level items can be transferred by entering the corresponding type code for logo/color/size. A grid version can be used instead of the drop down using the Add with Type Grid Additional Option. Retail/Cost These fields update automatically from the item file when saving the entry. 4. Click Save. The Retail and Cost will display. MBS TEXTBOOK EXCHANGE, LLC PAGE 4 OF 15
5. Click Save again to complete the entry of this item on the transfer. Additional items can then be added as needed. You may also select Go Back to work with other features. Working with a Transfer Merchandise > Transfers > Process Transfers > Transfers/Distributions Work with options for the transfer include: Change Edits header information. Document number cannot be edited. Work with Detail Displays the list of the items on this transfer. Options exist to change the transfer details, delete the item on the transfer, display the details, verify grid entry or serial number entries, and to print the list of items. Print Edit Select the transfer and click Print Edit. This displays the information that would be updated once posting is completed. Print All Prints a list of all the transfers. MBS TEXTBOOK EXCHANGE, LLC PAGE 5 OF 15
An example of the Print Edit: MBS TEXTBOOK EXCHANGE, LLC PAGE 6 OF 15
Posting the Transfer/Distribution Merchandise > Transfers > Process Transfers > Transfers/Distributions Two options exist when posting the transfer based on how your options for receiving transfers are customized. 1. Using Received Transfers Posting of the transfer updates only the shipping store inventory. A batch is automatically created for the transfer in Received Transfers so it can be worked with and posted by the receiving store. 2. Not using Received Transfers Inventory automatically is updated for both the shipping and the receiving store once posted. If using Received Transfers, it is recommended the shipping store Posts the transfer when the inventory leaves their store. Store communication should be made to verify how posting needs to be done, especially if the store is not using Received Transfers. 1. Highlight the transfer and click Post Transfer. 2. Confirm the Calendar Month and Year and Save. MBS TEXTBOOK EXCHANGE, LLC PAGE 7 OF 15
3. Posting changes to Y, and a transfer notice is printed. Once the transfer reports print, the transfer will disappear the next time you go into Transfers. If you are using Received Transfers, the receiving store will then verify and post the transfer batch once the items are received. The two reports that print are: Packing Slip MBS TEXTBOOK EXCHANGE, LLC PAGE 8 OF 15
Transfer Posting Journal MBS TEXTBOOK EXCHANGE, LLC PAGE 9 OF 15
Received Transfers If your store is customized to confirm the received transfer, the receiving store should work with and post the transfer in Received Transfers. Working with Received Transfer Header Merchandise > Transfers > Process Transfers > Received Transfers The header for the transfer can be displayed or changed. Change provides the option to enter a Confirm Date for the received verification. MBS TEXTBOOK EXCHANGE, LLC PAGE 10 OF 15
Release and Post Received Transfer without Exceptions Merchandise > Transfers > Process Transfers > Received Transfers If the merchandise received matches what was shipped without error, the transfer is ready to be released and posted. Once posted, the inventory in the receiving store is updated to show the increase of items. It is recommended the shipping store complete the post process. 1. Highlight the Received Transfer Batch and click Release No Exceptions. 2. The confirm date displays to verify with today s date. Click Save or edit the date first if needed. 3. The Released Transfer table now shows the Cnf Date and the Release Status as R Released. MBS TEXTBOOK EXCHANGE, LLC PAGE 11 OF 15
Once the transfer is released, it is ready to be posted. 1. Highlight the transfer and click Post Transfer. 2. Verify Calendar month/year and Save. The transfer now displays Y in the Posting column. Once the transfer is posted, inventory is updated in the receiving store. A Posting Journal prints automatically as part of the posting process. MBS TEXTBOOK EXCHANGE, LLC PAGE 12 OF 15
Work with Transfer Exceptions If not all merchandise was received correctly, exceptions can be made. Merchandise > Transfers > Process Transfers > Received Transfers 1. Highlight the transfer batch and click Work with Detail. The list of items shipped display. 2. Highlight the item and click Change. The only option that can be changed is the Quantity Received. MBS TEXTBOOK EXCHANGE, LLC PAGE 13 OF 15
3. Save to complete the edit, and the item list will now show the Qty. Ship column and Qty. Rec d column as different numbers. 4. Make additional changes or Go Back to the Received Transfer main screen. 5. Since there are exceptions, the confirm date must be entered manually. Highlight the batch and click Change to enter the Confirm Date. 6. Once the Confirm Date is saved, the table is updated to show the transfer is released. MBS TEXTBOOK EXCHANGE, LLC PAGE 14 OF 15
7. Highlight the transfer and click Post Transfer to complete the process. If received inventory is different than the shipped inventory, edits are made in both stores. The shipping store is updated for the difference in what was shipped. The receiving store only receives what was entered. In the previous example, two units were shipped but only one was received. Since only one was received, posting will return one unit to the shipping store, and it will only increase the receiving store s inventory by one unit. Since this edit was made, the posting journal will show a Qty Rcvd for both the shipping and the receiving store. Posting Journal with Exceptions MBS TEXTBOOK EXCHANGE, LLC PAGE 15 OF 15