Location Transfers: Records

The sending store must be a vendor of the receiving store. Enter the vendor number that the store receiving the parts uses to represent the store sending the parts. This number must be associated to a vendor profile in IntelliDealer.

Typically, vendor numbers for transferring stores start with BR followed by the location value. For example, BR01.

The receiving store must be a customer of the sending store. Enter the customer code that the store sending the parts uses to represent the store receiving the parts. This number must be defined in the Customer Care module of the sending store’s division.

Note:  To prevent transferring parts to the wrong location, each location must have a unique customer number in this field.

The printer ID where the picpak should print in the sending store.

Usually, this is a printer located in the Parts Department and is often the same printer used to print normal picpaks and invoices.

When the sending store prints the invoice for the order generated by the transfer and then performs a billing run, the General Ledger entries are posted for both stores. If parts are to be transferred between divisions, enter the G/L Accounts Receivable account which should be debited in the sending store. This account must exist in the sending store’s division. It cannot be an Accounts Receivable account defined in the Configuration > General Ledger > G/L Accounts > Special Accounts screen.

Note:  This field is not used when transferring parts between locations. The transfer asset account defined for Cash Code 1 on the Configuration > General Ledger > Accounts Receivable > Cash Codes screen for the sending store is debited to offset the credit to the sending store’s inventory.

When the sending store prints the invoice for the order generated by the transfer and then performs a billing run, the General Ledger entries are posted for both stores. If parts are to be transferred between divisions, enter the G/L Accounts Payable account which should be credited in the receiving store.

This account must exist in the receiving store’s division. It cannot be an Accounts Payable account defined on the Configuration > General Ledger > G/L Accounts > Special Accounts screen.

Note:  This field is not used when transferring parts between locations. The Parts Sales - Transfer Asset Account defined for Cash Code 1 in the Configuration > General Ledger > Accounts Receivable > Cash Codes screen for the receiving store is credited to offset the debit to the receiving store’s inventory. (The actual inventory count is updated when the receiving store receipts the parts and updates the order).

If this is used, it replaces the transfer asset account in the Configuration > General Ledger > Accounts Receivable > Cash Codes screen and works as follows:

1. Transfer invoice is processed by a location 02 billing run.
   
   DR Parts in transit account from POTOSO (location 01 receiving store, location 02 vendor)
   
   CR Parts inventory account location 02
2. Location 01 receives the transfer parts order. The day end process makes this entry:
   DR Parts inventory account location 01
   CR Parts in transit account from POTOSO (location 01 receiving store, location 02 vendor)

This system does a better job of keeping the inventory in balance with the general ledger as the accounting and on hands are updated at the same time. The 'parts in transit' account holds the value of parts that are truly in transit.

Enter the salesman number to be assigned to the sales order created in the sending store.

Note:  VitalEdge recommends that a special salesman number is used to help identify parts transfers more easily. For example, a code such as "TFR", or the number of the store that the parts are being transferred to (ie. 01, 02, etc.)