Fulfill Transfer Entry

Overview:

The Fulfill Transfer feature allows a site that receives a transfer request from another site to fulfill that request. The site fulfilling the transfer request has the opportunity to confirm or modify the items and quantities it fulfills using this feature. When this site fulfills the request, the site that initiated the transfer request receives an alert on its dashboard that the transfer has been fulfilled.

Things to know!

Like all of the Transfer features, this feature is only available if Transfers are enabled in your Company Settings.
This feature only shows on the inventory menu when you are logged into a Site (not when you are logged into your company).
A Site is notified that it has a transfer request to fulfill on its dashboard.
This feature gives the site fulfilling a transfer request the opportunity to confirm or modify the items and quantities it fulfills.
When the transfer request is fulfilled, the site that initiated the request receives an alert that the transfer has been fulfilled.
Inventory Items, Combined Items that are flagged to be counted, Recipe Items that are flagged to be counted, and Recipe Items that are flagged to be produced, can be transferred.
Transfers will deplete inventory quantity and cost from the Site transferring out ("From" Site) and increase it for the Site receiving the transfer ("To" Site).
If Recipe Items that are flagged to be counted are transferred, then the Usage and the Usage Variance Reports will report the quantity of the Recipe Item's ingredients in the transfer column of the report.
A Transfer Fulfillment can be entered even if a Transfer Request does not exist if this option is enabled in your company settings.
In COGS-Well, a "To" Site is the Site a transfer is going to. The "From" Site is the Site the transfer is coming from.

FulFill Transfer Alert:

The site requested to fulfill a transfer request (the "From" site) will receive an alert that says, "Transfer(s) Requiring Fulfillment" and will show the number of requests in the Value column. If you click on the ">" button to the right of the value then you will go straight to the Fulfill Transfer feature (please see the example below):

Fulfill Transfer (When a Transfer Request has been Entered):

Navigate to Inventory>Entry>Fulfill Transfer via the Main Menu, or Transfer>Fulfill Transfer via the Process menu. Upon selection, a "Find Grid" similar to the one below will display a listing of any Transfers Requests:

In the example above we are logged into a Site named Jake's Cafe. We can see that this Site has an open transfer request from Jake's Cafe Alameda (the "To" site) that was made on 7/21/24. We know it is open because there is no Date Fulfilled.

Find Grid Definitions:

Add and Search Options: Use the blue "+ Add" button to add a new transaction. The search option can find any part of a word or date on the grid. Type in your search criteria to initiate the search.

Edit/Delete: Click the button to the right of the row that you wish to edit or delete.

The "Lock" feature will allow Jake's Alameda (the site fulfilling the transfer) to lock out Jake's Cafe and Catering (the To site that requested the transfer), from editing their transfer request. The lock option ensures that a change isn't made to the request by Jake's Cafe and Catering while Jake's Alameda is in the process of fulfilling it. To lock a specific transfer request, click the lock option next to the edit option for that request. To lock all transfer requests on the grid, use the lock button at the top right of the display.

Special Find Grid Search, Filter, and Sort Tools:

Magnifying Glass Icon: The magnifying glass at the top of each column in the above grid has a search function that enables you to search within that field. If you hover your mouse over the magnifying class you will see options to use to refine your search.
Magnifying Glass and Calendar Icon: If a column has a magnifying glass and a calendar at the top of the column, the calendar can be used to select a date, and if you hover over the magnifying glass after you select a date, you will have options to refine the filter (such as equal to or greater than the selected date).

The Find Grid includes more tools to help you find, filter, or sort the information on the grid according to your requirements. Some of these tools are intuitive, but other helpful tools can easily be overlooked. Please click this link for more information on Find Grid Tools - FAQs.

Fulfill a Transfer Request:

To view, edit, or fulfill a transfer request, click the "Edit" button in the Transfer Request you wish to fulfill and you will land on a criteria display similar to the one below:

The Request date is the date the Request was made and normally it should not be edited. The Transfer date is the date that you will fulfill the transfer (it defaults to today's date). The "to site" is the site that made the request (the site the fulfilled transfer will go to). It cannot be edited.

To enter the transfer fulfillment, click on the Entry tab, and a screen similar to the one below will display:

Entry Tab: On the Entry tab we can view the requested items, the current pack cost, the pack size, the count unit names, and the quantity of packs or count units requested by the "To" site.

Fulfillment Entry: The light blue columns for packs and count units are where to enter the quantity transferred (fulfilled). To save entry time, these quantities will default to the quantity requested but can be edited. There is a column for free-form comments such as, "Did not have enough to fulfill entire request", next to each item.

Fulfill Buttons: Clicking on the Fulfil and Fulfill & Exit buttons will save your fulfillment entries and any comments (exit will also exit).

Use the Plus Button to an item to the grid that was transferred, but not requested. An item search and select box will then display and the item can be searched for and then selected from your database. The item will then be added to the grid and a quantity fulfilled can be entered. An example of this situation is when an item is substituted for a requested item that is out of stock.

Fulfillment Worksheet: This worksheet can be printed for a staff person to utilize to fulfill a transfer request. This person can take the worksheet with them to storage locations for the items being requested. They can see the requested amounts and record the fulfillment amounts. We recommend that a Transfer Request be locked (as explained above) if a Fulfillment Worksheet is being utilized. An example of the worksheet is below:

Add a New Fulfilled Transfer:

You can add a Transfer Fulfillment Entry without a Transfer Request entry if this option it is enabled in the Options, on the General Tab, of your Company Settings (please see below):

The reason the above oTransfer Number: COGS-Well will generate a transaction number for each transfer request that can be used for tracking and audit purposes.

Request For Date: Enter the date that you want to receive the transfer (click on the calendar search).

From Site: Enter the Site (use drop-down search or type to search) where you want the requested items to come from.

Inventory Item Group: Items that you transfer can be added to an Inventory Group. If you want to request transfers for a specific Inventory Item Group of items, enter the group here. If you do not select a group then you will need to select each item you wish to request from the Entry Tab. Please note that if this field shows as a required field, it was configured as required in your Company Settings.

Transfer Template: If you create Transfer Templates then you will have the option to select a Transfer Template using a drop-down on this display. Please click this link for more info on Transfer Templates. Please note that if this field shows as a required field, it was configured as required in your Company Settings. ption has been added is a manager at one restaurant location sometimes calls a manager at another location to see if they have an item they need. If the manager at the location receiving the call has the item, and if it is an urgent situation, that manager may send the transfer out right away.

This option enables the manager who fulfilled the transfer to enter it without a request and it frees up the manager who receives the transfer from having to enter a transfer request for items that have already been fulfilled. The blue + Add button (highlighted below) is used to Fulfill a transfer that does not have a Request.

After the Add button is selected, a Criteria Display like the one below will be displayed:

Transfer Number: COGS-Well will generate a transaction number for each transfer request that can be used for tracking and audit purposes.

Request For Date: Enter the date that you want to receive the transfer (click on the calendar search).

To Site: Enter the Site (use drop-down search or type to search) that the items were transferred to.

Edit a Fulfilled Transfer:

Once you have fulfilled a transfer and saved it, a fulfilled transfer can be viewed by navigating to Inventory>Entry>Fulfill Transfer. A display like below will show all of the transfers you have fulfilled since the last inventory count was closed:

In the example above, we see two fulfillments we have done to Jake's Cafe & Catering. The Status column tells us that the transfer on 7/14/2020 was Approved by Jake's Cafe & Catering, but the transfer on 10/9/2020 has not been.

Please know that the use of the "Approve Transfer" feature is optional so it may not show up on your system if your administrator selected not to enable it. An approved transfer may not be edited. An open (not yet approved) fulfilled transfer can be edited by selecting the edit button:

The only field that can be edited on the Criteria tab is the transfer date. Use the drop-down to change the date. On the Entry tab, you can modify the quantity of an item you fulfilled, delete an item, or add an item (using the plus button).

Save, Save & Exit, Fulfillment Worksheet, and Exit:

At the bottom of the Entry tab are the Save, Save & Exit, View Fulfillment Worksheet, and Exit buttons:

Save: Saves the fulfilled transfer without exiting. This fulfilled transfer can still be edited after it is saved.

Save & Exit: Saves and exits the fulfilled transfer. This fulfilled transfer can still be edited after it is saved, but only until the "To" site approves or rejects the transfer. When save and exit are selected, an alert for the "To" site that they have a fulfilled transfer that requires approval will be generated on its dashboard.

Exit: Exit without saving.