PPS/COM: Create an Auto-Transfer

If you want the system to automatically transfer all items on an order from another branch, your PPS/COM (Pick/Pack/Ship / Customer Order Management) work flow begins by creating an automatic transfer. Use this method when all the items on an order are stocked in a different location. For example, the items the customer is ordering are all stocked in your central warehouse; therefore, you would transfer the entire order from that location. The transfer the system automatically generates will be status "R" (request).  A "transfer notice" prints at the From-Store to alert the store about the transfer.

Notes:

• See option 9583 "Create Sourced Transfers as Request or Complete" if your business would prefer for automatic transfers to process the inventory movement immediately without clerk intervention by creating the transfers as a status of Complete.

• In most cases you would create an auto-transfer before adding any items to the order. However, if you already created an order with items (provided you didn't line-item source the order), you can recall it and still create an auto-transfer (by using Menu option J, as described in the procedure below). This scenario could occur if a clerk builds an order and later a shipping director decides to source the order by transferring all items out of another location.

Before using this procedure, make sure the following options are set up in Options Configuration:

• "Allow ability to flag orders for automatic transfer" (ID# 5108)— set to Yes

• "Default 'Transfer Method' for Auto Transfers" (ID #5454)— set the default for where transferred merchandise is delivered (ship to customer, send to selling store, or hold for will call)

• "Default printer for Auto-Transfer documents" (ID# 5457)— indicate the printer number at which the transfer will print at the From-Store

• "Default store for Auto-Transfer From Store" (ID# 5455)— indicate the branch that will most commonly act as the From-Store for Auto-Transfers

Creating an Auto-Transfer

1. In Order Entry, from the Header screen, press F8-Order to start an order. Be sure to select the appropriate customer account in the Customer field.

2. (Optional) Enter any special shipping instructions in the Special Instruct field.  Any instructions you enter will print in the body of the transfer notice, beneath the last item listed on the document.

3. Click (or press the dash on the keypad), then select J-Source Order from Transfer.

4. In the dialog box that displays, select the From Store and Transfer Method.

Click on the links below for more information about these fields:

• From Store

  This field defaults to the store indicated in option #5455 "Default store for Auto-Transfer's 'From Store" in Options Configuration. To select a different store to transfer from, and/or to view availability of the item by store, use the down-arrow key.

• Transfer method

  This field defaults to the store indicated in option #5454 "Default 'Transfer Method' for Auto Transfers" in Options Configuration. If the default is not correct for this transfer, use this field to select where you want the From-Store to physically ship the merchandise.

  • Ship To Customer – the merchandise ships from the warehouse directly to the customer site. Internally on the Eagle system, the inventory quantities are updated in the selling store (the To Store) upon transfer completion.

  • Send to Selling store – the merchandise is shipped to the selling store (the To-Store), and the inventory quantities are updated in the selling store upon transfer completion.

  • Hold for Will call – the merchandise is to be held at the From-Store for customer pickup. Internally on the Eagle system, the inventory quantities are updated in the selling store (the To Store) upon transfer completion.

  

  If you select either "Ship to Customer" or "Hold for Will Call," the customer's name and address information from the order will print on the transfer notice.  If you're using a "cash" customer, you'll be prompted to enter the customer's name and address.

  The Transfer Method you select prints on the Auto-Transfer Request document under each line item, prefaced by the words "Ship Via." The item is underlined on the sales order, to emphasize that Store XX is shipping this merchandise.

5. Add items to the order as you normally would.

Since you have already indicated that you want all items to transfer regardless of quantity available, the system doesn't prompt you for sourcing by line-item. All items post with quantity of 0 and show as backordered until the transfer request is complete.

6. Total the order. When the system asks if you want to create transfer document, select Yes to create the transfer now, or No if you want to create it at a later time.

If you answer Yes, the system creates a transfer request that prints at the From-Store printer you indicated in the option "Default printer for Auto-Transfer documents" in Options Configuration, The transfer request contains the order number as a cross-reference. The system uses the "Auto transfer customer" that you set up for this from/to store combination (you access Auto Transfer Customer setup by using GoTo option U in Customer Maintenance).

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