--- title: "Internal Orders and Transfers" canonical: "https://helpcenter.storesace.com/space/KBEN/22577153/Internal%20Orders%20and%20Transfers" format: markdown --- **[Internal Orders](#1)** [Creating an Internal Order](#2) [Stock Verification](#3) [Orders Status](#4) [Internal Orders with Pending Transfers](https://storesace.atlassian.net/wiki/spaces/KBEN/pages/22577153/Internal+Orders+and+Transfers#Internal-Orders-with-Pending-Transfers) **[Transfers](#5)** [Automatic Transfers](#6) [Creating an Automatic Transfer](#7) [Stock Verification](#8) [Transfers Status](#9) [Exit and Entry Transfers](#10) [Manual Exit Transfers](#11) [Creation of an Exit Transfer](#12) [Stock Verification](#13) [Manual Entry Transfers](#14) [Creating an Entry Transfer](#15) [Closing an Entry Transfer](#16) --- # Internal Orders > Macro (anchor) Internal Orders are movements for ordering items within the business structure. Unlike orders from suppliers, Internal Orders place orders with other stores or warehouses within the organization without external intervention. This can be done either between stores (and their respective warehouses) or to a central logistic warehouse, depending on the organization. ## Creating an Internal Order > Macro (anchor) The Internal Orders menu allows the creation, edition and closure of orders to other stores within the structure. To create a new order, the "Add" button directs you to the creation page, with all fields marked with (*) being mandatory. ![image](media://72789e29-f625-4c56-916e-4fe1cece2128) The **Delivery Location** area defines the store/warehouse that will request and receive items. The **Request Warehouse **area defines the store/warehouse from which items are requested and that will send them. The behavior of an Internal Request is in all similar to an order to a supplier, including in its tools the suggestions for ordering, with the difference that orders are made to existing warehouses in the company’s own structure, if this is so determined for stores/warehouses. ![image](media://a7ede2de-4fa2-44c5-a86c-e748c08732a0) ### Adding Items to an Order After the order is created with its basic settings, items can be added to the list. ![image](media://5a01d0e4-034c-4194-8eb1-6fc10c214721) - **Add**: Allows adding items one by one to the list, specifying quantities to be requested as well as units and prices. - **Search**: Enables adding multiple items to the list; these items must then be edited for their requested quantities and units in the corresponding list line. - **Search field**: Enables searching for items by name or code to directly insert them into the list. #### Sidebar Tool Options When adding items to the order, the lateral toolbar provides additional tools to assist: ### List of Items to be Requested After selecting the items to be requested, they appear in a list. ![image](media://bbb39452-74e2-4bb5-99a2-019ad05fa33f) Black: Black text indicates items for which requested quantities have been entered. Red: Red text indicates items for which requested quantities have not been entered yet. As with all grids, any line containing an item is editable. Clicking on one opens the item's editing window with relevant data for the request. All fields marked with (*) are mandatory. ![image](media://0e35550e-6317-4c4d-a2f9-a48acd79c4ef) ## Stock Verification > Macro (anchor) Creating an internal order assumes that it will respond to a stock need, asking stores or warehouses with the necessary items in sufficient quantities to meet the requirements of both the requesting warehouse and their own needs. StoresAce allows for this process as point-to-point stock control is presented instantly through inflow and outflow movements, such as sales. Thus, the Stock tabulation for an item intended for request can be consulted to see the current real-time stock quantity. This enables deciding which warehouse to request the item from and suggestions for stock management actions according to the set minimum and maximum stock levels for the item. ![image](media://590f3a4c-94d3-47ac-9c89-0dedf4971c06) ## Closing an Internal Order After creating and saving the order to be processed, a set of buttons with distinct actions appears in the upper-right corner. ![image](media://c1a4bc3c-ad95-4574-8ccc-00cf521e7e73) **Save**: Saves the progress of the order note. **Close**: Closes the order. An internal order, once closed and integrated into the system, can lead to item movements based on that request, notably: - Automatic Transfers - Exit Transfers ## Orders Status > Macro (anchor) The documents related to internal orders are, in all stages of creation and processing, associated with a state that determines the phase of the process they are in. These status confer specific properties to how the order is handled, allowing certain actions to be taken or not. - **Draft**: the initial phase of the order after creation; the document is saved without any link in the system; can be edited at any time by the operator; can be saved. - **Open**: a internal order that has been saved and is linked to the system, currently being processed; can be edited at any time by the operator; can be closed. - **Closed**: the final editing phase of the request; linked to the system and ready to proceed to the next processing phase; can be reopened by operators with the necessary permissions, if any corrections are required. - **Delivered**: the state that an order in the closed state advances to when associated with a transfer. ## Internal Orders with Pending Transfers The list of Internal Orders includes a column called **% Transferred**, which indicates the fulfillment level of the order in terms of items effectively transferred. This percentage reflects the proportion of requested items that have been transferred based on the original order. ![image-20251001-120224.png](media://900ff545-22ad-4bad-8413-85e024a9dc7f) For the **% Transferred** column to display the correct percentage, there must be an association between the Transfer and the corresponding Internal Order. In cases where no transfer is associated with the order, the **Pending **option becomes available in the document interface. This feature allows users to view all requested items that have not yet been included in transfers. ![image-20250930-141232.png](media://b5b93951-9ff2-4f05-8a5c-f1ce10551fbf) By selecting the **Pending **option, an interface is displayed that enables users to either proceed with the transfer of the missing items or ignore those still pending transfer. ![image-20250930-141444.png](media://5824797d-c3a8-48d6-b712-3ca06f359754) # Transfers > Macro (anchor) Items' transfers can occur after initiating an Internal Order, or they can be initiated independently. In any case, they always represent movements of items within the business structure without involving external entities or purchases. ## Automatic Transfers > Macro (anchor) Automatic Transfers are transfers where the removal of items from a warehouse and their entry into the destination warehouse occur automatically in terms of stock allocation, all in a single document and automatically. ### Creating an Automatic Transfer > Macro (anchor) The transfers menu allows for creating, editing, and closure transfers between warehouses. To create a new automatic transfer, the "Add" button leads to the creation page, where all fields marked with (*) are mandatory. ![image](media://65d31923-c56c-4120-885e-b9449931db23) **Delivery**: Allows linking an automatic transfer to a delivery previously processed in the system. An item delivery to a store can immediately be assigned to an automatic transfer between stores, for instance, in the case of a central logistics hub, or if that delivery facilitates the process of supplying articles to other stores in need. **Document**: Defines the type of document that will be issued upon closing the transfer. **Transport**: Defines transport-related information. **Automatic Suggestion**: Treating this movement as an order (but internal), StoresAce allows a transfer between warehouses to calculate a suggestion for items available in both locations and that can be transferred between them automatically, considering a time frame for analysis. ### Adding Items to an Automatic Transfer Once the transfer is created with its basic settings (without using automatic suggestion), it's possible to add items for transfer in the provided listing. ![image](media://69fdebe5-71c2-4dff-a8ca-df1f9a0b3108) - **Add**: Allows adding items one by one to the listing, defining quantities to be requested as well as units and prices. - **Search**: Allows adding multiple items to the listing; they then need to be edited for their requested quantities and units in the corresponding line of the listing. - **Search Field**: Allows searching for items by name or code to be directly inserted into the listing. #### Sidebar Tool Options ### List of Items to be Transfer After selecting the items to transfer, they appear in a listing. ![image](media://bbb39452-74e2-4bb5-99a2-019ad05fa33f) Black: black text indicates items for which transfer quantities have already been entered. Red: red text indicates items for which tranfer quantities have not been entered yet. As with all grids, each line containing an items is editable, and clicking on it opens the item editing window with relevant data for a transfer. All fields marked with (*) are mandatory. ![image](media://afdb6035-d823-42cd-a020-96d548a06381) ### Stock Verification > Macro (anchor) The creation of a transfer assumes that it will respond to a stock need by requesting items from stores or warehouses that have the required items in sufficient quantity to fulfill the needs of both the requesting warehouse and their own needs. In StoresAce, this process is possible, as stock control point-to-point is immediately displayed through both input and output movements, such as sales, for example. The stock balance between the source and destination warehouses can be checked item by items within the movement. In the quantity editing window, the relationship between the current stock quantity of the item in the source warehouse and the destination warehouse is automatically provided. ![image](media://5f262e2b-8efb-4765-8245-1a6098da5c21) Additionally, for all items included in the movement, this can be verified using the "Validate Stock" tool available in the sidebar options. ![image](media://e1c72dcf-744f-49e5-8140-c3587fc44271) This way, real-time decisions can be made regarding quantities to transfer between warehouses. ### Closing a Transfer After creating and saving the transfer to be processed, a set of buttons with distinct actions appears in the upper-right corner. ![image](media://42545d9e-4c6c-4162-b196-97978bc02db9) **Save**: allows saving the progress of the transfer note. **Close**: allows closing the transfer. Once a transfer is closed, and if it involves the transportation of items from one point to another, it is automatically submitted to the relevant authorities (if configured as such), ensuring that transportation documents are legally integrated automatically. Additionally, a transportation guide can be issued. ### Transfers Status > Macro (anchor) The documents related to transfers are, in all stages of creation and processing, associated with a state that determines the phase of the process they are in. These states confer specific properties to how the transfer is handled, allowing certain actions to be taken or not. - **Draft**: the initial phase of the transfer after creation; the document is saved without any link in the system; can be edited at any time by the operator; can be saved. - **Open**: a transfer that has been saved and numbered, and is linked to the system, currently being processed; can be edited at any time by the operator; can be closed. - **Closed**: the final editing phase of the transfer; linked to the system and ready to proceed to the next processing phase; can be reopened by operators with the necessary permissions, if any corrections are required. - **Submitted Tax Authority**: the transfer is in its final editing phase; linked to the system and ready to proceed to the next processing phase; cannot be reopened as it has already been submitted to the tax authority. ## Exit and Entry Transfers > Macro (anchor) Manual Transfers are transfers where the movement of items out of and into warehouses occurs in two separate steps, and they are inherently dependent on each other: **Exit**: the items to be taken out of the warehouse are declared; this behaves similarly to an order. **Entry**: the items to be received into the destination warehouse are declared; this behaves similarly to a delivery. ### Manual Exit Transfers > Macro (anchor) An exit transfer involves removing items from one warehouse, destined for another warehouse within the structure. The stock is deducted from the source warehouse when the transfer note is closed. ### Creation of an Exit Transfer > Macro (anchor) The transfers section allows for creating, editing, and closure exit transfers. To create a new exit transfer, the "Add" button leads to the creation page, where all fields marked with (*) are mandatory. ![image](media://de78480e-0e4e-4d83-aaa4-b97ed595a1a8) **Delivery**: Allows linking an exit transfer to a delivery previously processed in the system. An item delivery to a store can immediately be assigned to an exit transfer, for example, if there is a central logistics hub or if the delivery facilitates the process of supplying articles to other stores in need. **Document**: Defines the type of document that will be issued upon closing the transfer. **Transport**: Defines transport-related information. **Automatic Suggestion**: Treating this movement as an order (but internal), StoresAce allows a transfer between warehouses to calculate a suggestion for items available in both locations that can be transferred between them automatically, considering a time frame for analysis. ### Adding Items to an Exit Transfer Once the transfer is created with its basic settings (without using automatic suggestion), it's possible to add items for transfer in the provided listing. ![image](media://dab15e52-e201-40ec-87a5-789133b59b7e) - **Add**: Allows adding items one by one to the listing, defining quantities to be requested as well as units and prices. - **Search**: Allows adding multiple items to the listing; these items need to be edited for their requested quantities and units in the corresponding line of the listing. - **Search Field**: Allows searching for items by name or code to be directly inserted into the listing. #### Sidebar Tool Options ### List of Items to be Transfer After selecting the items to transfer, they appear in a listing. ![image](media://bbb39452-74e2-4bb5-99a2-019ad05fa33f) Black: black text indicates items for which transfer quantities have already been entered. Red: red text indicates items for which tranfer quantities have not been entered yet. As with all grids, each line containing an items is editable, and clicking on it opens the item editing window with relevant data for a transfer. All fields marked with (*) are mandatory. ![image](media://afdb6035-d823-42cd-a020-96d548a06381) ### Stock Verification > Macro (anchor) The creation of a transfer assumes that it will respond to a stock need by requesting items from stores or warehouses that have the required items in sufficient quantity to fulfill the needs of both the requesting warehouse and their own needs. In StoresAce, this process is possible, as stock control point-to-point is immediately displayed through both input and output movements, such as sales, for example. The stock balance between the source and destination warehouses can be checked item by items within the movement. In the quantity editing window, the relationship between the current stock quantity of the item in the source warehouse and the destination warehouse is automatically provided. ![image](media://5f262e2b-8efb-4765-8245-1a6098da5c21) Additionally, for all items included in the movement, this can be verified using the "Validate Stock" tool available in the sidebar options. ![image](media://e1c72dcf-744f-49e5-8140-c3587fc44271) This way, real-time decisions can be made regarding quantities to transfer between warehouses. ### Closing a Transfer After creating and saving the transfer to be processed, a set of buttons with distinct actions appears in the upper-right corner. ![image](media://c66da1d1-9469-48ca-b0d9-3bb0e1bbcfeb) **Save**: allows saving the progress of the transfer note. **Close**: allows closing the transfer. Once a transfer is closed, and if the transfer involves transportation of items from one point to another, it is automatically submitted to the relevant tax authority (if configured as such), ensuring that transportation documents are legally integrated automatically. Additionally, a transportation guide can be issued. ### Transfers Status The documents related to transfers are, in all stages of creation and processing, associated with a state that determines the phase of the process they are in. These states confer specific properties to how the transfer is handled, allowing certain actions to be taken or not. - **Draft**: the initial phase of the transfer after creation; the document is saved without any link in the system; can be edited at any time by the operator; can be saved. - **Open**: a transfer that has been saved and numbered, and is linked to the system, currently being processed; can be edited at any time by the operator; can be closed. - **Closed**: the final editing phase of the transfer; linked to the system and ready to proceed to the next processing phase; can be reopened by operators with the necessary permissions, if any corrections are required. - **Submitted Tax Authority**: the transfer is in its final editing phase; linked to the system and ready to proceed to the next processing phase; cannot be reopened as it has already been submitted to the tax authority. ## Manual Entry Transfers > Macro (anchor) An entry transfer involves adding stock items to a warehouse, with the source being another warehouse within the structure. The stock is incremented at the destination when the transfer note is closed. An entry transfer is necessarily dependent on a previously processed exit transfer. ### Creating an Entry Transfer > Macro (anchor) The transfers menu allows for creating, editing, and closure entry transfers. To create a new entry transfer, the "Add" button leads to the creation page, where all fields marked with (*) are mandatory. ![image](media://7e9bb632-832f-4703-9ab1-a973c49fc0ef) **Exit Transfer**: a field that defines the requirement to associate an entry transfer with an exit transfer. Once one is associated with the other, the entry transfer will automatically integrate the items listed in the exit transfer. ![image](media://505e75b6-29bd-425f-90b0-18304d16d2e1) After the data is integrated, the transfer is created in a draft state, where relevant elements are displayed. ![image](media://a485b3e4-6ea2-4f23-9668-3ae2c54fe546) **Open Exit Transfer**: opens a new page with the associated exit transfer. ![image](media://a94cbbc3-095c-4fcf-bc18-ac6d0cb600c5) In the items listing, it is automatically populated without the possibility, as in previous stock movements, of adding or removing items since the items shown are already in the associated exit transfer. As with any listing, the line corresponding to items is interactive, and clicking it leads to the editing window. ![image](media://de949480-1835-48be-8718-abeb8040b1ac) **Quantity**: the only editable field, where quantities confirmed upon delivery can be entered, compared to what was declared in the transportation guide/exit document. ### Closing an Entry Transfer > Macro (anchor) After creating and saving the entry transfer to be processed, a set of buttons with distinct actions appears in the upper-right corner. ![image](media://49eccdba-5f76-4385-bc26-62be43294388) **Save**: allows saving the progress of the transfer note. **Close**: allows closing the transfer. After an inbound transfer is closed, two actions take place: - the stock of the delivered item is added to the destination warehouse in the confirmed quantities upon delivery. - the status of the associated outbound transfer changes from closed to delivered automatically.