Department Transfer - FAQs

Overview:

The Department Transfer feature can be used to adjust inventory item usage and costs when an item is purchased/expense to one Department (such as Food), but is then transferred to a different Department (such as the bar).

For example, your kitchen orders 2 cases of limes from Sysco, and on the invoice the limes are expensed to the Food Department. However, you transferred 1 of these cases of limes to the bar and would like the usage and expense to be moved to the Bar Department.

Things to Know!

• Department Transfers can be used to adjust item usage and costs for items that are purchased in one Department but are then moved to another Department (an example = Kitchen to Bar).
• The Department Transfers feature must be enabled in your Company Settings.
• Each Inventory Item that is transferred will need to be duplicated and assigned to the Department it will be transferred to.
• There is a Department Transfer Worksheet that can be used to record transfers.
• Department Transfers will be included on the standard COGS-Well Transfer, Transfers by Item, and Transfer Journal reports.
• The "Source Item" (the item that is selected to be transferred out) can be an inventory item or a combined item.

Enable Department Transfers in Company Settings:

Navigate to Company>Company Setting and then select the Tab for Transfers. Check the box to Enable Department Transfers:

Duplicate Inventory Items that are Transferred:

To perform a Department Transfer, you will need to add an inventory item for each inventory item you plan to transfer.

Using the limes as an example, you will already have an inventory item for limes that is assigned to the Food Department (typically it will be assigned to the Produce Category). You now need to add a limes inventory item that is assigned to the Bar.

In the below example, we have navigated to Inventory>Setup>Inventory Items. We have typed in "lime" to find the existing limes that are assigned to the Produce Category:

The fastest way to add a lime inventory item for the Bar is to use the Clone option on the far right side of the grid and next to the existing limes. Click on the Clone button and a new item screen similar to the one below will display:

Normally, you will only need to change a few fields on the clone inventory item display.

Vendor: To avoid confusion between items, you will want to change the Vendor. Some customers add a new Vendor such as "Bar Transfers", but this is not required. Instead, we will use the drop-down to select "Unkown Vendor".

Item Name: Use the Item Name to clarify that this item is a Bar item versus the limes that are used in the Kitchen. We will add "- Bar" to the item name.

Count When: If you want to Count the Limes in the bar, then select Count When Active. If you do not wish to count limes in the bar then you can select Count Never.

Inventory Category: The Category is essential to change so the expense and usage cost will go to the Bar. For this example, we will select the Bar Supplies Category. We could also select the Liquor Category if it were preferred.

Department Transfer Source Item: Use the drop-down to select the limes item that is assigned to the Produce Category. This will be the item that the transfer to the bar item is sourced from. This is the item that will show up on the Department Transfer Entry feature.

The Source Item can be an inventory or combined item. In this example, if you have several inventory items for limes because you buy them from multiple vendors (or a single vendor uses different pack sizes), then it will be best to create a combined item (if you have not already) and use it as the source item.

Below is an example of a Clone Item Display after we have made our changes. You can now save the cloned new limes item:

Department Transfer Worksheet:

If you would like to record Department Transfers on a worksheet so they can be entered at a later time, then navigate to Inventory>Worksheets>Department Transfers Worksheet and then run the worksheet. An example of the worksheet is below:

Enter Department Transfer:

To enter Department Transfer, navigate to Inventory>Enter>Department Transfers. You will land on a Find Grid that displays any previously entered transfers.

Add Department Transfer: Select the blue "+ Add" button at the top of the grid to enter a new Department Transfer. Enter the criteria for the new transfer:

Enter Department Transfer: Click the next button or the entry tab to enter the transfer item(s) and quantity. Items that have been configured as Source Items will display on the entry grid. In the below example, we have entered 1 pack of limes as transferred to the Bar:

Department Transfer Reporting:

Department Transfers will be included on the standard COGS-Well Transfer, Transfers by Item, and Transfer Journal reports. An example of the Transfer Report with a Department Transfer is below: