Transfer orders are used to move inventory. A regular transfer order moves inventory between warehouses within the same company. To move inventory between companies, the Intercompany transfer functionality can be used.

Transfer order

A Transfer order is used to transfer equipment between Warehouses

Creating a Transfer order

Navigate to Rental management > Journal entries > Transfer order

• Create new header by selecting the ‘New’ icon in the top half of the screen
• Transfer number: This populates from a number sequence
• From warehouse: Enter the Warehouse the item is transferring from  
• To warehouse: Enter the Warehouse the item is transferring to.
• Transfer status: Shows the status of the transfer 
• Create new line: Use the ‘Add’ button in the lines section
• Item number: Enter the item you are transferring
• Type: Select the type i.e. Rental or Sale if the item being transferred
• Dimensions: Fill in the dimensions of the item you are transferring
• Transfer quantity: Enter the quantity you are transferring
• Ship date: Enter the date the item is going to be shipped 
• Receipt date: Enter the date the receipt of the transfer is expected        

Shipping the Transfer order

Navigate to the relevant Transfer order

• From the Ship tab Click on Generate picking list. A new window will open
  • Update: Ensure this is set to All
  • Click OK to create the picking list
• From the Ship tab, click on Picking list registration
  • Under the Lines section
  • Serial number: Select the serial number of the item being transferred (if required)
  • Click Updates > Update all
• From the Ship tab click on Ship transfer order
  • Update: Ensure this is set to All
  • Click OK to ship the transfer

Receiving the Transfer order

Find the relevant Transfer order you are receiving

• From the Receive tab click on Receive - A new window will open
• Update: Set this to All
• Posting date: Set to the date you are posting the receipt
• Print transfer receipt: Check to print a copy of the transfer note

Lines Section

• Reason code: Select a reason for not receiving the line or partially receiving the line
• Receive quantity: Select how many you have received
• Click OK

The item will now be received into the receiving warehouse

Intercompany Transfers

The intercompany transfer journal lets you move the inventory of rental items from one company to another. It requires setups of journals, parameters, and released items in both supplying as receiving company. The fixed asset value will stay in the supplying company and is never moved.

Prerequisites

Intercompany transfer journal

Navigate to Rental management – HSO > Setup > Journal setup > Intercompany transfer

Create an intercompany transfer journal:

• Journal type = intercompany transfer
• Select company account ID of the receiving company
• Select Inventory adjustment journal
• Select warehouse (optional)

Rental parameters

Navigate to Rental management – HSO > Setup > Rental parameters > Journal entries

In the journal entries section select an intercompany transfer journal. This is the default the system will suggest when creating a new journal. Under intercompany transfer receipt, select an intercompany adjustment journal and a warehouse (for the current company). Please set this up for both the supplying and the receiving company.

Released products

The item(s) that will be transferred from one company to another need to be released in both companies. This means it needs to have fully functioning setup in both companies too, including settings such as item model group, item group, fixed asset group + book and object type on all involved items.

Processes

Rental item transfer

Navigate to Rental management – HSO > Journal entries > Intercompany transfer

Create a new journal (select an intercompany journal type).

Set the desired journal posting options (optional):

• Delete lines after posting: yes, deletes the journal.
• Post issue journal: this posts the inventory journal in the current company.

Set the storage dimensions site, warehouse, location, inventory status and license plate if desired, as all are optional here.

The receipt company account ID and warehouse will be filled from the intercompany journal type but can be changed or selected manually as well.

Add a journal line with the item number that needs transferring.
Select the inventory dimensions applicable to that item (site, warehouse, serial number).

When the journal line is saved, the system checks if the item is released in the receiving company and a message appears confirming the result of that check. The message also mentions that a new rental object will be created in the receiving company once this journal is posted.

When all setups are correct, post the journal. This results in the rental object being created in the receiving company, the item inventory being increased in the receiving company and being reduced in the supplying company. As mentioned, the fixed asset value stays in the supplying company where it belongs, the journal only transfers the inventory quantity.

Intercompany rental orders

The intercompany rental journal can also be used via an intercompany rental order. This does require some additional setups.

Rental order type setup

Navigate to Rental management – HSO > Setup > Rental order types

Create a rental order type and select the intercompany transfer journal type on it.

This will link it to the company account ID that was setup on the journal type.

Intercompany customer

Setup an intercompany customer just like you setup any other rental customer.

Make sure that the following information is filled on the customer account:

• It needs a rental site project number (on the addresses tab)
• Select invoice profile (on the rental tab)
• Select the (intercompany) order type (on the rental tab). This step is crucial for this functionality, so make sure link the specifically created rental order type for that company.  

Please note that you do not need to use the (create) intercompany functionality or direct delivery. You can setup the customer as a rental customer.

Rental order process

Navigate to Rental management – HSO > Rental orders > All rental orders

Create a rental order with the intercompany customer using the intercompany order type and journal (will be automatically used when setup on the customer).

Add the rental item to the rental order and calculate the rental charge using the regular functionality.

Post the packing slip of the rental order.

This results in the rental object being created in the receiving company, the item inventory being increased in the receiving company, and being reduced in the supplying company. The fixed asset value stays in the supplying company, the journal only transfers the inventory quantity.

Please note that you do not need to use the intercompany / direct delivery functionality but can further process these orders as regular rental orders.

Synchronize rental object data

Rental items that are ‘shared’ between companies can be synchronized. On the rental object, under maintain, there is a ‘synchronize rental object data’ function. Only the owning company can edit the data, the receiving companies cannot.

Note that when inventory is created by a counting journal without a value or asset, the system cannot determine who the owner is. In other words, everybody is the owner. This allows updates from any company to be synchronized.