Transferring products to a reservation site records their movement out of the warehouse and creates a product reservation. The calendar reservation for a device, or Spot, is handled separately. The product reservation continues until you record a return.
Before transferring
The warehouse feature must be enabled, and you need permission to transfer products through warehouse events, as well as access to the warehouse and reservation site involved. The product must be active, and the selected source slot must have sufficient stock. The quantity to transfer must be greater than zero.
The reservation site must already exist. Its creation and settings are described in Managing a reservation site and its products.
Transfer products in the browser
- Open Manage warehouses → Warehouses from the side menu and select the Warehouse events tab. From its Transfer menu, open Transfer to reservation site.
- Select the source warehouse under Warehouse to transfer from.
- Select a reservation site, a source warehouse slot and a product for the transfer row. Check In warehouse and enter the quantity to transfer.
- Select the Start date. The default is today. Check the details of all the rows you have filled in and press Reserve.
You do not select a purchase batch on this form or add a description to the transfer. Spotilla selects batches according to the source warehouse's Inventory usage principle setting: FIFO uses the batches received earliest, and LIFO uses the most recently received batches. If one batch is insufficient, the quantity is taken from multiple batches. For information on viewing batches, see the separate purchase batch guide.
The transfer rows on the form are saved together. If saving any row fails, none of the other rows in the same save are retained either.
Transfer products on Android or iOS
Open a product from the Products list. Expand the product's Actions section by tapping its heading and select Move to Project. Select the source warehouse, slot and reservation site, check the available quantity, and enter the quantity to transfer and the Begin Date. Press Save. The Android date picker allows today and future dates.
Purchase batches are also selected automatically when transferring to a reservation site on mobile. Move to Warehouse in the product's Actions section is a separate function: it transfers products between warehouses and does not end the reservation site's product reservation.
What happens when you save a transfer?
Saving immediately reduces the stock in the selected source slot and assigns the products to the reservation site. Products transferred to reservation sites are grouped in the system's Projektilla warehouse, and the reservation row identifies the site to which the quantity belongs.
Selecting a future start date also changes the stock immediately when you save. The start date does not schedule a warehouse transfer for later. Use the date to record the reservation period and make sure the stock change matches the actual handling of the goods.
Return products in the browser
- Open Return to warehouse from the Transfer menu on the Warehouse events tab.
- Select the Reservation site. Find the correct open reservation row using the product, quantity and Reservation start date. There may be several reservations for the same product.
- Select the receiving warehouse and slot for the row. The return does not have to go to the original warehouse or slot.
- Enter the Returning amount. The default is the full quantity reserved on the row. For a partial return, enter only the quantity that has physically arrived.
- Check the Transfer date, which also includes the time. The default is the current date and time. If needed, enter text in Remarks relating to returned products and press the Return products button for that row.
The quantity returned must not exceed the row's reserved quantity, and the return time must not precede the start of the reservation. The selectable dates in the browser's return calendar begin on the day after the reservation's start date; the form's default time is still the current date and time. Check the time particularly carefully for a same-day return.
Return products saves one row at a time. The text currently in the remarks field is saved with each row you return separately. Successfully returning one row does not return the other rows.
A reservation row that has ended cannot be returned again. An individual return of a deactivated product is blocked; in this case, the product's status must be clarified before returning it.
Return products on Android or iOS
Open a site from the mobile Sites / Projects list and open its Products. Tap the edit icon on the product row to return. The Return to warehouse form that opens applies to that reservation row. Select the receiving warehouse and slot, enter the quantity to return and the return date, and press Save. The Android return date picker allows today and future dates.
To return several rows in full, select their checkboxes and tap the edit icon at the top of the product list. Select a shared receiving warehouse, slot and return date, then save. This bulk return returns the full remaining quantity of every selected open row; partial returns are made from individual rows. Rows that have already ended are skipped. The rows being processed are saved together, so a save error rolls back the changes for the entire bulk return.
Use the browser for a partial return of a decimal quantity: the quantity limit for individual returns on iOS is restricted to whole numbers.
Partial returns, dates and history
A return increases the stock in the receiving slot immediately when saved, even with a future return date. It returns the products to the purchase batches associated with the reservation in their original order of use and does not create a new purchase.
Returning the full quantity ends the reservation. A partial return ends the original row and creates a new open reservation for the quantity that has not been returned, with the return time as its start time. The original row remains in the history.
For example, returning 4 products from a reservation of 10 increases the receiving slot's stock by four. The original reservation of 10 products ends, and a new open reservation of 6 products is created for the site. The next return is made from this new row.
A return row recorded with a future date may remain in the mobile product list as read-only until the return date. The quantity shown on it is the returned quantity, even though the stock change has already been made. The remaining quantity from a partial return appears on a separate new reservation row. Do not interpret the read-only row as another quantity to return.
The start and return dates also define the period used for calculating product reservation costs. Both boundary dates are included in the calculation, so the partial return date belongs to both the ending reservation row and the new one. Weekends are excluded if Calculate Only Weekdays is enabled for the reservation site when the reservation is created, or if the product's own weekday restriction is enabled. For the background to pricing, see Reservation costs and billing information.
Check the result
After saving, check the site's updated product reservations, the stock in the source or receiving slot, and Warehouse events in the browser. A transfer creates a Reservation event, and a return creates a Reservation return event. For a partial return, pay particular attention to the new row for the remaining quantity. If saving reports an error, check the details before trying again.
Changing a reservation site's availability or ending a Spot's calendar reservation does not return products. Check and record product returns separately.