Stock Transfer with Approval Workflow

The Stock Transfer feature in DreamzCMMS allows users to transfer assets or inventory items from one location to another while following a structured multi-level approval workflow. This ensures proper tracking, accountability, and verification at each stage of the transfer process.

The workflow involves multiple roles such as requester, receiver, manager, and finance manager, each responsible for validating and approving the transfer before it is completed.

This guide will walk you through:

• Creating a Stock Transfer Request

• Completing multi-level approvals

• Marking stock as moved and confirming receipt

• Verifying the transfer and viewing history

Overview

Stock transfers in DreamzCMMS follow a step-by-step approval process to ensure transparency and control. Each transfer goes through multiple stages including:

• Request creation

• Receiver confirmation

• Manager approval

• Finance approval

• Physical movement confirmation

• Final approval and closure

This structured process ensures that stock movement is properly authorized and recorded within the system.

Here is a reference video:

Before You Begin

Before initiating a stock transfer, ensure the following:

• Required locations and users are already configured in the system.

• Items or assets to be transferred are available in the source location.

• You have the necessary permissions to create and approve stock transfers.

• Relevant users (receiver, manager, finance manager) are assigned in the system.

Step 1: Create a Stock Transfer Request

1. From the left-hand menu, click on Stock Transfer.

2. Select Stock Transfer → Stock Transfer Order List.

3. On the listing page, click New Stock Transfer.

4. The following fields will be pre-filled:

   • From Location

   • Date

   • Status

5. Enter the required details:

   • Delivery Date

   • Destination Location

   • Receiving User

6. Select the Item to be transferred (Example: iMac 9 Pro).

7. Click Save.

After saving, the status will be updated to Pending Receiver Confirmation.

Step 2: Receiver Confirms Readiness

1. Log in as the Receiving User.

2. Navigate to Stock Transfer → Pending List.

3. Locate the pending stock transfer request.

4. Click on Confirm Readiness.

Once confirmed, the request is forwarded to the Manager for approval.

Step 3: Manager Approval

1. Log in as the Manager.

2. Go to the Pending Approval List.

3. Locate the stock transfer request.

4. Click Approve (or Reject if required).

Once approved, the request is forwarded to the Finance Manager for final approval.

Step 4: Finance Manager Approval

1. Log in as the Finance Manager.

2. Navigate to the Pending Approval List.

3. Locate the stock transfer request.

4. Add comments if required (Example: This is approved).

5. Click Approve (or Reject).

After approval, the action buttons will no longer be visible, and the process moves to the next step.

Step 5: Mark Stock as Moved

1. Log in as the User who created the request.

2. Go to the Pending Approvals section.

3. Locate the stock transfer request.

4. Click Mark as Moved.

Once marked, the receiving user will be notified to confirm receipt.

Step 6: Receiver Confirms Receipt

1. Log in as the Receiving User.

2. Navigate to the Pending Approval Stock Transfer List.

3. Locate the request.

4. Click Confirm Receipt.

After confirmation, the request moves to the Manager for final approval.

Step 7: Final Manager Approval

1. Log in as the Manager.

2. Go to the Pending List.

3. Locate the stock transfer request.

4. Click Final Approve.

Once approved, the stock transfer process is completed, and the status changes to Closed.

Step 8: Verify Stock Transfer and View History

1. Log in as Admin.

2. Navigate to Stock Transfer Order List.

3. Locate the completed stock transfer.

4. Click on the History button to view the complete approval timeline.

5. To verify asset movement:

   • Go to Assets → Equipment

   • Search by location and asset name

6. The system will show that the asset has been moved to the selected destination location.

Tips for Effective Stock Transfer Management

• Ensure correct user assignment
  Always assign the correct receiver, manager, and finance manager to avoid delays in approvals.

• Follow the approval workflow strictly
  Each step must be completed in sequence to ensure proper authorization and tracking.

• Verify item details before transfer
  Double-check the item, quantity, and destination location before submitting the request.

• Track transfer status regularly
  Monitor pending approvals to ensure the process moves forward without delays.

• Use history for audit purposes
  The history feature provides a complete audit trail of all actions taken during the transfer.

Frequently Asked Questions (FAQs)

1. What happens after creating a stock transfer request?

After creation, the request moves to the Receiving User for confirmation, followed by approvals from the Manager and Finance Manager.

2. Can a stock transfer request be rejected?

Yes. Both the Manager and Finance Manager have the option to approve or reject the request during their respective stages.

3. Who is responsible for marking the stock as moved?

The user who created the stock transfer request is responsible for marking the stock as physically moved after approvals are completed.

4. How can I verify that the stock has been successfully transferred?

You can verify the transfer by:

• Checking the Stock Transfer Order List (status: Closed)

• Viewing the History of the request

• Searching for the asset in Assets → Equipment under the destination location

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