Transfers

Transfers—inventory items moved from one site to another—must be added to a site's inventory to allow for an accurate account of food costs, actual usage, and waste.

There are three statuses of a transfer: Pending, Accepted, and Rejected.

Xenial RTI Back Office provides two screens for entering transfers: adding transfers for one item at a time or adding multiple items conveniently all on one screen.

Transfers Form Overview

A labeled overview of the Transfers utility.

1

Search

Look for purchases by the Item name.

2

Print

Produces a report containing all the listed transfers. The Print utility is outlined in Print Transfers

3

Add

Allows adding a single site to site transaction. This utility is outlined in Add Transfer

4

Add Multiple

Create multiple transfers in one screen. Multiple Transfers Method contains a walkthrough for adding multiple transfers.

5

Status

This column filters transactions by whether they are Accepted, Rejected, or Pending.

6

Vertical Ellipsis

Opens a menu to Accept or Reject a transfer. Accept or Reject a Transfer shows how to accept or reject a transfer. It is also possible to Changeor Delete transfers that have not been accepted.

Things to Know

Is it possible to add a transfer for a store that is receiving the items?

No. Only the store that is sending items to another store can add a transfer.

How does Xenial RTI Back Office handle items that were purchased at different prices?

Xenial RTI Back Office references the item cost from the most recent purchase/transfer record. If the item was transferred multiple times, the Last-In-First-Out accounting method is used. If the quantity in that transaction does not cover the entire transfer, the cost from the next most recent transaction is used for the remainder.

Is it possible to edit the cost of an item when adding a new transfer?

The last price paid by the store transferring the item is used by default. To edit the cost, enable the Override toggle next to the Calculated Cost field. Depending on system configuration by the Xenial RTI Back Office Administrator, the Override toggle may not be available.

What does the Pending status of a transfer indicate?

When an In Company transfer is entered, its status is automatically set to Pending. The status remains Pending until the receiving site either Accepts or Rejects the transfer. Only Accepted transfers appear on reports.

The status of Out of Company transfers are automatically set to Accepted.

What happens when I reject a transfer?

The transfer status is set to Rejected and the store that entered the transfer is notified. The Rejected notification message requests the store to modify the transfer, or delete it and create a new one.

What if the exact date is unknown when it is necessary to adjust transfer data?

if the exact date is unknown, define a custom date range from the Search Criteria form that includes the date that needs to be adjusted.

Only Pending transfers can be changed.

Transfers - Instructions

Step by step instructions for managing transfers are provided here:

Search Transfers

Food Transfers Search Criteria

  1. To search for a specific site, type the Store # or Store Name into the Search field.

  2. Select the box next to the target site(s) in the Store List. To select all sites in the Store List, select the box to the left of Store # at the top of the list.

  3. With the target site(s) selected, select the calendar icon in the date selector to choose a date range for the search.

  4. In the calendar popup, adjust dates as needed and select Apply.

    It is also possible to select Period/Week, Today, or Yesterday as the search date or date range. Once the desired date range is configured, select Apply.

  5. Select Search. Any records that match the Search Criteria will display in the utility to the right.

Add Transfer

Xenial RTI Back Office provides two methods for entering transfers: the Single Transfer Method, or the Multiple Transfer Method.

For a walkthrough of the Single Transfer Method, reference Single Transfer Method.

For a walkthrough of the Multiple Transfers Method, reference Multiple Transfers Method.

Single Transfer Method

Food Transfers

  1. Select Add.

  2. In the resulting popup, adjust the parameters outlined in Transfer Parameters.

  3. Select Add Transfer.

Transfer Parameters

Setting

Description

Transfer Type

In Company – Select if the transfer involves sites that are both within the company. If selected, adjust the parameters in In Company Transfers.

Out of Company – Select if the transfer involves a non-company site. If selected, adjust the parameters in Out of Company Transfers.

Transfer Date

The date of the transfer.

Item

The inventory item to transfer.

Order Unit Quantity

How many UOMs of this item were transferred.

Inner Pack Quantity

The number of inner packs in the transfer.

UOM Quantity

The number of UOMs in the transfer.

Total Quantity

The extended total of items, in smallest unit of measure.

Calculated Cost

The system automatically adds the last price paid for this item (paid by the site providing the item). It is possible to edit the price if it has changed since the last purchase. Enable Override to adjust the Cost in the next field.

Cost

Displays the extended total cost (Quantity x Calculated Cost). Enable Override next to Calculated Cost to adjust this cost manually.

Comments

Any additional information.

In Company Transfers

Setting

Description

From

The site providing the transferred item.

To Store

The site receiving the transferred item.

Out of Company Transfers

Huomaa

Out of Company transfers automatically have an Accepted status.

Setting

Description

Company Store

The site in the company that is either providing or receiving the transferred item.

Transfer Direction: From

Select if the company site is receiving the item.

Transfer Direction: To

Select if the company site is supplying the item.

Non-Company Store

The name of the other store not within the company.

Multiple Transfers Method

Food Transfers

  1. Select Add Multiple.

  2. Select + Add Transfer in the lower left.

  3. In the resulting popup, adjust the parameters outlined in Transfer Parameters.

  4. Select Add Transfer. The transfer remains a pending status until the receiving sites accept or reject it.

  5. To add another transfer + Add Transfer again.

  6. Once all desired transfers have been added, select Save.

Change Transfer

Food Transfers

  1. Search for the desired transfer using the techniques outlined in Search Transfers.

  2. Select the vertical ellipsis next to the target Pending transfer.

    Huomaa

    Only Pending transfers can be changed.

  3. Adjust the parameters outlined in Transfer Parameters.

  4. Select OK.

Delete Transfer

Food Transfers

  1. Search for the desired transfer using the techniques outlined in Search Transfers.

  2. Select the vertical ellipsis next to the target Pending or Rejected transfer.

  3. Select Delete.

  4. Select Yes.

Accept or Reject a Transfer

FoodTransfers

  1. Search for the desired transfer using the techniques outlined in Search Transfers.

  2. Select the vertical ellipsis next to the target Pending transfer.

  3. Select Accept/Reject.

  4. Select Reject Transfer or Accept Transfer. If selecting Reject Transfer, scroll to the bottom of the popup and type a Comment to explain the rejection.

Print Transfers

Food Transfers

Use the Print option to print or view a list of transfers, by site, for a date range. The list includes item name and number, inventory unit, quantity, cost, and totals. A Status column (Accepted, Pending, Rejected) displays on the printed report to help managers verify calculations for food cost.

  1. Search for the desired transfer using the techniques outlined in Search Transfers.

  2. Select the vertical ellipsis next to the target transfer.

  3. Select Print.