Stock Transfer Workflow

What does this workflow record at each stage of a stock transfer?

The record captures the requester's submitted details, the source warehouse's availability response, dispatch information including date, carrier and tracking reference, and receipt details such as quantities received and any discrepancy. If a discrepancy is resolved, the resolution notes are also saved to the record. The record's status and timeline reflect these updates as the transfer moves from Requested through to Completed, Cancelled or Rejected.

Who is involved in processing a stock transfer request?

The requester submits the initial request and receives email updates throughout. Source warehouse staff confirm availability and later pick and dispatch the stock, destination warehouse staff record what was received, an operations manager approves or rejects transfers over $5,000, and the operations team resolves any recorded discrepancy. Each of these steps is assigned as a task to the relevant team members within the workspace.

What happens if the source warehouse reports the stock is not available?

When availability is recorded as not available, the transfer's status is set to Cancelled and the requester is emailed to let them know the stock could not be sourced. This decision point routes the transfer away from dispatch entirely, so no further stock movement steps run. The cancellation is reflected in the record's status and timeline.

How does approval work for high-value transfers?

Transfers with a value over $5,000 are routed to an operations manager approval task before dispatch can proceed. If the manager approves, the transfer moves to the Dispatching status; if rejected, the status is set to Rejected and the requester is emailed accordingly. Transfers at or below the threshold bypass this approval task and proceed directly toward dispatch.

How are discrepancies at receipt handled?

When the destination warehouse records the stock received, any discrepancy type — such as short, damaged or wrong item — routes the transfer to the operations team for resolution. The operations team documents their resolution notes, which are then saved to the record before the transfer is marked Completed. If no discrepancy is recorded, the transfer proceeds directly to completion.

How do we change this workflow to fit our own process?

A workspace can describe the desired change in plain English or edit the steps directly in the workflow editor, for example adjusting the approval value threshold or adding additional discrepancy categories. Earlier versions of the workflow are kept, so changes can be made with a record of prior configurations available.

Does the requester need an account to submit or track a transfer?

No account is required; the requester submits the transfer through a public request form and receives email updates, including an acknowledgement with their reference number and later a cancellation, rejection or completion email. All communication happens by email as the transfer progresses through its stages.

What is visible to staff working on a stock transfer?

Workspace admins and members can see each transfer as a record with its reference number, current status and full timeline of what has happened so far. Table views and dashboards show transfers grouped by status, such as In Transit or Completed, making it easier to see where transfers stand across locations.