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Xenial Product Documentation

Transfer

The Transfer module of Venue Inventory is where item transfers for venues originate. This module pulls and shares data with other Xenial Cloud services such as Data Management and Xenial Cloud Portal.

Transfer Permissions

Xenial Cloud Portal User Management Roles

The Transfer module has the following permissions:

Permission

Description

View

View transfer

Add

Create a new transfer

Edit

Edit an existing transfer

Void

Void a completed transfer

For information on Roles and assigning Permissions, see Roles and Define Role Permissions..

Transfer Types

Xenial Cloud Portal 4-Dot Menu Venues Inventory Transfer

Transfer types are as follows:

Transfer Type

Description

Pre-Event

Transfer originates prior to the event

When an event starts:

  • Open pre-event transfers remain open, and

  • Pending pre-event transfers are automatically completed.

During Event

Transfer originates during the event

Outside of Event

Transfer originates outside of a scheduled event

Transfer List

Xenial Cloud Portal 4-Dot Menu Venues Inventory Transfer

From the Transfer List:

  • View a list of all existing transfers;

  • Search and sort transfers;

  • Arrange columns by dragging and dropping the column.

  • Select a transfer directly to edit.

The Transfer List displays:

List Header

Description

Transfer Date

Date of transfer.

Transfer ID

Assigned ID.

From (Name)

Site name of the sending location

From (ID)

Site ID of the sending location.

To (Name)

Site name of the receiving location

To (ID)

Site ID of the receiving location.

Transfer Type

Type of transfer

Event

The event name.

Status

Status of the transfer.

Transfer Statuses

Xenial Cloud Portal 4-Dot Menu Venues Inventory Transfer

Transfer statuses are as follows:

Status

Description

Actions

Open

Saved transfer request, not yet submitted

  • Edit

  • Submit

  • Cancel Transfer

  • Print

  • Export PDF

Pending

Submitted transfer request, items not yet received

  • View

  • Cancel Transfer

  • Print

  • Export PDF

Completed

Submitted transfer transfer request, received items

  • View

  • Print

  • Export PDF

Canceled

Canceled transfer request

  • View

  • Print

  • Export PDF

Void

Voided transfer request

  • View

  • Print

  • Export PDF

Create New Transfer

Xenial Cloud Portal 4-Dot Menu Venues Inventory Transfer

To create a new transfer:

  1. Navigate to Venues Inventory.

  2. From the menu on the left, select TransferTransfer List.

  3. From the upper-right of the Transfer List, select New Transfer.

  4. From the Transfer Type menu, select the transfer type.

  5. From the lower-right of the Transfer Type menu, select Continue.

    • Alternatively, select Cancel.

  6. If applicable, from the Event dropdown, select the event.

    • The Event dropdown does not appear for all transfer types.

  7. To the right of the Transfer Date field, select the calendar to choose the transfer date.

    • Alternatively, select the transfer date field to manually type the date.

    • This field is locked for the transfer type of During Event Transfer.

  8. From the Create New Transfer form, scroll to Transfer Destinations.

  9. To the right of the Transfer Destinations area, select Add Site(s).

  10. From the Sites selector, to the left of each site, select the checkbox for the site(s) receiving the transfer.

  11. In the Item List area, the items assigned to both sites—sending and receiving—appear. To the left of the item(s), select the arrow to expand the menu.

  12. In the Quantity field, type the requested quantity— the Unit Cost and Total Cost fields automatically calculate.

  13. Repeat Étape 12 for each transfer item.

  14. In the Totals area, view the quantity and the total cost for each general ledger account used.

  15. From the upper-right of the page, use the Save dropdown to select Save and Submit.

    • Alternatively, select Save to leave the transfer open for edits until ready to submit, or Discard to completely discard the transfer request and return to the Transfer List.

Auto Restock

Xenial Cloud Portal4-Dot MenuVenues InventoryTransferTransfer ListAuto Restock

Auto Restock automatically replenishes site inventory with a pre-event transfer request. The site's primary warehouse replenishes site inventory based on its last event.

Note

Auto Restock Prerequisites:

  • The site must have an assigned primary warehouse—see Warehouse for more information.

  • The inventory item must have a configured Par level—see Inventory Item Thresholds for more information.

To engage Auto Restock:

  1. Navigate to Venues Inventory.

  2. From the menu on the left, select TransferTransfer List.

  3. From the upper-right of the Transfer List, select Auto Transfer.

  4. From the General area of Create New Transfer, in the Event field, use the dropdown to select the event.

  5. In the Date field, select the calendar to choose the transfer date.

    • Alternatively, select the date field to manually type the date.

  6. Scroll to the Transfer Destinations area.

  7. From the Transfer Destinations list, select the site(s).

    • Alternatively, select Add Site(s).

  8. From the upper-right of Transfer Destinations, select Bulk Replenish to PAR.

  9. In the Bulk Replenish pane, for each site's Replenish to % PAR field, type the replenish percentage.

    • Alternatively, type the replenish percentage in the All Site(s) field.

  10. From the bottom of the Bulk Replenish pane, in the Item Option field, use the dropdown to select the option.

  11. From the lower-right of the Bulk Replenish pane, select Continue.

  12. From upper-right of Create New Transfer, select Save and Submit.

Cancel Transfer

Xenial Cloud Portal 4-Dot Menu Venues Inventory Transfer

The system only allows the cancellation of transfers with the status of Open.

To cancel a transfer:

  1. Navigate to Venues Inventory.

  2. From the menu on the left, select TransferTransfer List.

  3. From the Transfer List, to the right of the transfer order, select the vertical ellipsis.

  4. From the context menu, select Cancel.

  5. From the lower-right of the confirmation, select Yes.

    • Alternatively, select cancel to exit the confirmation.

Void Transfer

Xenial Cloud Portal 4-Dot Menu Venues Inventory Transfer

To void a transfer:

  1. Navigate to Venues Inventory.

  2. From the menu on the left, select TransferTransfer List.

  3. From the Transfer List, locate the specific transfer order row.

  4. On the left of the transfer order row, select the checkbox.

  5. From the Actions dropdown, select Void.

  6. From the lower-right of the confirmation, select Yes.

    • Alternatively, select cancel to exit the confirmation.