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Transfer Flow

 Overview

The Transfer Flow in Lab Symplified enables controlled movement of inventory between locations while maintaining lot-level traceability, audit history, and reconciliation.

Transfers can be initiated in two ways:

  1. Send to Site – when a hub location or any location proactively sends supplies to another site.
  2. Request Supplies – when one location requests supplies from another fulfilling location.

Inventory is not added to the receiving location until the receiving user confirms the receipt. Once a transfer or request is fully received, the record moves to History in both the requesting/receiving location and the fulfilling/sending location.

If a transfer is incomplete, partially dispatched, or has a dispatch-versus-receipt discrepancy, the record moves to the Needs Attention tab for review and resolution.

Notifications are sent to the configured recipients as transfer events happen. More details on notification settings here.

The Transfer module includes the following sections:

Incoming Transfers : Shows transfers that have been dispatched to the current location and are waiting to be received.

Outgoing Transfers : Shows transfers that were sent from the current location and are still pending receipt.

Incoming Requests : Shows supply requests received by a fulfilling location.

Outgoing Requests : Shows supply requests submitted by the current location.

Needs Attention : Shows transfers or requests that require follow-up because they were incomplete, partially dispatched, partially received, or had a quantity discrepancy.

History : Shows completed transfers and requests after they are fully received or resolved.

Send to Site Workflow

Step 1: Initiate Transfer

  1. Navigate to Inventory.
  2. Select one or more items.
  3. Open the three-dot action menu.
  4. Select Send to Site.
  5. Select the destination location in the Send To dropdown.

Note: The Send to Site option is only active after one or more items are selected.

Step 2: Select Lots and Quantities

  1. Select the specific lot or lots to transfer.
  2. Enter the dispatch quantity for each item.
  3. Confirm the dispatch unit of measure.
  4. Add notes if needed.
  5. Select Next.

Step 3: Review and Dispatch Transfer

  1. Review the transfer summary.
  2. Confirm the selected items, lots, quantities, and destination location.
  3. Select Dispatch.

The system generates a unique Transfer ID.

What Happens After Dispatch

After dispatch:

  • Inventory is deducted from the sending location.
  • The transfer appears in Outgoing Transfers for the sending location.
  • The transfer appears in Incoming Transfers for the receiving location.
  • Notifications are sent to configured users.
  • If all items are dispatched successfully, the transfer waits for receipt at the receiving location.
Request Supplies Workflow

Step 1: Create Request

  1. Navigate to Inventory.
  2. Make sure you are viewing the inventory for the location requesting supplies.
  3. Select one or more items.
  4. Open the three-dot action menu.
  5. Select Request Supplies.
  6. Select the fulfilling location. This is the location that will send the supplies.
  7. If a specific lot is needed, select the Specific Lot tab and choose the lot.
  8. Enter the requested quantity.
  9. Select the unit of measure.
  10. Add comments if needed.
  11. Submit the request.

Step 2: Review Request at the Fulfilling Location

  1. The fulfilling location receives a notification.
  2. The request appears under Incoming Requests in the fulfilling location’s Transfer module.
  3. Select the three-dot action menu.
  4. Open the request details.
  5. Review the requested items, quantities, lots, and comments.

Step 3: Dispatch Request

  1. Review the request summary.
  2. Confirm the items and quantities that will be dispatched.
  3. If the requested item is out of stock, keep the quantity as zero.
  4. Select Dispatch.

What Happens After Request Dispatch

After the request is dispatched:

  • Inventory is deducted from the fulfilling location.
  • The record appears as an outgoing transfer for the fulfilling location.
  • The record appears as an incoming transfer for the requesting location.
  • If all requested items are dispatched, the transfer waits for receipt.
  • If some items are not dispatched or are dispatched with a lower quantity than requested, the record is marked as Partially Dispatched and moves to Needs Attention.
Receiving a Transfer

Step 1: Review Incoming Transfer

  1. Navigate to the Transfer module.
  2. Open the Incoming Transfers tab.
  3. Locate the transfer or request shipment.
  4. Select the three-dot action menu.
  5. Select View Details.
  6. Review the item details, lot numbers, dispatched quantities, and notes.
  7. Confirm the actual quantity received.
  8. If needed, use the edit option to adjust the received quantity.
  9. Add comments if needed.
  10. Select Next and review the receipt summary.

Step 2: Complete Receipt

  1. Select Confirm and Receive.
  2. The received inventory is added to the receiving location.
  3. The system updates the transfer or request status based on what was received.

Partial Receipt Handling

A partial receipt occurs when the receiving location receives fewer items than were dispatched.

In this case, the system identifies a receipt discrepancy.

When the user completes the receipt, the following warning message is displayed:

“This shipment has only been partially received. Choose how you’d like to proceed.”

The user must choose one of the following options:

Option 1: Move to History

Select Move to History if no further follow-up is needed.

Use this option when the user accepts the partial receipt and wants to close the transfer record.

Option 2: Move to Needs Attention

Select Move to Needs Attention if the discrepancy needs to be reviewed or resolved.

Use this option when the missing quantity requires follow-up, investigation, or documentation.

Needs Attention Tab

The Needs Attention tab captures transfers and requests that require follow-up before they are closed.

A transfer or request can be moved to Needs Attention when any of the following occur:

  • An item was not dispatched because the available quantity was zero.
  • The requested quantity was only partially dispatched.
  • The dispatched quantity and received quantity do not match.
  • The transfer was partially received, and the user selected Move to Needs Attention.
  • A request or transfer has an unresolved discrepancy.
Resolving a Needs Attention Record

To resolve a record from the Needs Attention tab:

  1. Open the Needs Attention tab.
  2. Locate the transfer or request record.
  3. Select the Action menu.
  4. Select View Details.
  5. Review the discrepancy details.
  6. Enter a mandatory resolution comment.
  7. Select Resolve.

After selecting Resolve:

  • The record moves to History.
  • The resolution comment is saved.
  • The discrepancy is closed.
  • The audit trail is maintained.

A record cannot be resolved without entering a comment.

Exporting a Transfer and Request Record
  • Navigate to the Transfer.
  • Locate the transfer or request record you wish to export.
  • Select the three-dot under the Action menu.
  • Click View Details to open the details.
  • In the top-right corner of the request details screen, select Export PDF to download.
Audit and Traceability

Each transfer or request record captures key traceability details, including:

  • Unique Transfer ID
  • Unique Request ID, if applicable
  • Sending or fulfilling location
  • Receiving or requesting location
  • Item name
  • Lot number
  • Requested quantity
  • Dispatched quantity
  • Received quantity
  • Dispatch date and user
  • Receive date and user
  • System-generated discrepancy reason, if applicable
  • Comments and resolution notes
  • Final status
  • History movement and resolution details

This ensures that every transfer can be reviewed from initiation through dispatch, receipt, discrepancy handling, resolution, and final closure.