Operation Transfers

Manage product transfers between warehouses and locations with ease. MAQSU supports both internal (within a warehouse) and external (between warehouses) transfers. Configure your warehouses and locations, then use the Transfers option to move products between them.

As shown in the image below, you will get the details of the Reference, From, To, Contact, Scheduled Date, Source Document, Batch Transfer, Company, and Status details of the preconfigured transfers here.

Using the Filters and Group By options, you can effortlessly accomplish the sorting operations. Additionally, you will get Kanban, Calendar, and Location views for this platform.

For this, click on the Create button you will get into this page as shown below.

Now, let's check how MAQSU helps you to create a new transfer for the movement of products from one location to another. As you can see a transfer form in MAQSU showing three operation types in a dropdown.

1. Goods Receipts - Receiving inventory from suppliers/vendors, increases warehouse stock and creates accounting entries for purchases.
2. Internal Transfers - Moving stock between warehouse locations, no inventory change, just location updates, used for warehouse optimization and reorganization.
3. Delivery Orders - Shipping items to customers, decreases warehouse stock, and creates revenue/COGS accounting entries.

Now let's get into the operation type by click on the Operation Type under Configuration like shown in the image below.

This overview is automatically generated by the system based on the Operations Type configured in the system. It provides a quick glance at the current state of your inventory, allowing you to identify potential issues or areas for improvement.

Goods Receipts

The Goods Receipts process is a critical component of inventory management, allowing you to track and document the arrival of stock from your vendors. This ensures that your physical inventory levels match your digital records and provides a clear audit trail for every item entering your warehouse.

The receipts card over here shows shipments from vendors that i need to organize and store.

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Step 1 — Open Goods Receipts

From the left sidebar, click Inventory. On the Inventory Overview dashboard, locate the Goods Receipts card (marked by the Red Arrow) and click on it to view all incoming shipments.

The list view displays all receipt operations, categorized by their current progress. You can quickly identify the status of any shipment using the Status column:

1. Ready – Items that are expected and available to be processed.
2. Done – Receipts that have been fully processed and added to stock.
3. Cancelled – Orders that were terminated before completion.

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Step 2 — Creating a New Receipt

If you need to record an incoming shipment manually without a pre-existing purchase order:

1. Click the Create button (marked by the Red Arrow) at the top left.
2. Fill in the vendor details in the Receive From field and set the Scheduled Date.

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Step 3 — Processing a Receipt (WH/IN/00028)

To receive items into your warehouse, select a specific receipt (e.g., WH/IN/00028) from the list to open the detailed view.

1. Review Products: Check the Operations tab to see the items and their Demand quantities.
2. Edit Quantities: If the delivered amount differs from the demand, click the line to adjust the Done quantity.
3. Save Changes: Click the Save button (marked by the Red Arrow) to store your updates.

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Step 4 — Validate

Once you have confirmed that the physical items match the record, you must finalize the transaction:

1. Click the Validate button (marked by the Red Arrow).
2. The system will prompt you if there is a quantity mismatch (e.g., creating a Backorder).
3. Upon validation, the status indicator in the top right will change to Done.

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Step 5 — Verify Status

Once the process is finished, the receipt is locked. The Effective Date is recorded, and the items are officially added to your WH/Stock location.

Internal Transfers

An Internal Transfer is a document that records the movement of products between different locations within the same company. In MAQSU ERP, internal transfers are essential for managing warehouse-to-warehouse movements, location reallocations, and inventory reorganization without affecting customer shipments or vendor receipts.

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Step 1 — Navigation

From the left sidebar, click Inventory. Then from the Dashboard, locate and click on the Internal Transfers card in the inventory operations section.

Once you navigate to Internal Transfers, you will see the list view. If no transfers have been created yet, you'll see an empty state with the message:

"Create a new transfer"

"Transfers allow you to move products from one location to another."

This screen serves as the starting point for creating your first internal transfer.

When transfers exist, the list will display the following columns:

• Reference – The unique transfer reference number
• From – The source location
• To – The destination location
• Contact – The responsible person or contact
• Scheduled Date – The planned date for the transfer
• Source Document – Any originating document reference
• Status – Draft, Waiting, Ready, Done, or Cancelled

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Step 2 — Create

Click the Create button at the top-left of the Internal Transfers page to open a new blank transfer form.

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Step 3 — Fill Out the Internal Transfer Form

The new internal transfer form will open in Draft status. Fill in the following required and optional fields:

1. Contact (Optional)– Search and select the person or team responsible for this transfer. This could be a warehouse manager, logistics coordinator, or any contact who oversees the movement. Start typing and select from the dropdown list.

1. Operation Type (Required)– This is automatically set to "My Company: Internal Transfers" and determines the workflow for the transfer operation.

1. Source Location *(Required)* – Select the warehouse or location from which products will be moved. This is where the inventory will be deducted. For example, "WH/Stock" for your main warehouse stock area.

1. Destination Location *(Required)* – Select the target warehouse or location where products will be moved to. This is where the inventory will be added. For example, "WH/Stock2" for a secondary warehouse or storage area.

1. Doc. No. – Automatically generated by the system after validation. You do not need to fill this in manually. It will show "Auto Numbering" initially.

1. Scheduled Date *(Required)* – The planned date and time when the transfer should occur. This helps coordinate logistics and warehouse operations.

1. Inventory Date *(Optional)* – The accounting date for inventory movements. This determines when the stock changes are recorded in your financial system.

1. Source Document *(Optional)* – An internal reference to any document that initiated this transfer, such as a purchase order, production order, or manual request number (e.g., P00032).

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Step 4 — Add Products to Transfer

Under the Detailed Operations tab, add the products that need to be moved between locations. The system may auto-populate products if this transfer was created from another document, or you can add them manually.

For each product line, the following information is displayed:

1. Product *(Required)* – The name and internal reference code of the product being transferred. The product name appears in red text to draw attention.

1. From – The source location where the product will be picked from. This should match the Source Location specified in the header.

1. To – The destination location where the product will be placed. This should match the Destination Location specified in the header.

1. Done – The actual quantity that has been physically moved. Initially this will be 0.00 and should be updated during the transfer process.

1. UOM – The unit of measure for the product (e.g., Pcs, Units, kg). This ensures consistency in quantity tracking.

Click Add a line if you need to add additional products to the transfer.

In the example shown, two products are being transferred:

• [1AB-438-001] ABB SN 564406 Z78/2301-002 (Second Hand) – 3.00 Pcs
• [1AC-114-001] ACB-2500A (4P), LV with metal enclose (Complete Set) – 3.00 Pcs

Both are moving from WH/Stock to WH/Stock2.

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Step 5 — Save the Internal Transfer

After completing all required fields and adding product lines, click Save to save the internal transfer. At this stage, the transfer remains in Draft status and can still be edited or cancelled.

The Save button is located at the top-left of the form.

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Step 6 — Click Validate to Confirm the Transfer

Once you have reviewed and confirmed all details are correct, click the Validate button to officially initiate the transfer. This will:

• Change the transfer status from Draft to Waiting or Ready
• Reserve the quantities from the source location
• Generate the transfer operations in the system
• Assign a permanent reference number (e.g., INT/00125)

The status progression typically follows this pattern:

• Draft ‣ Initial state while editing
• Waiting ‣ Products reserved but not yet available
• Ready ‣ Products available and ready to be moved
• Done ‣ Transfer completed and inventory updated

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Step 7 — Update Done Quantities and Complete the Transfer

When products are physically moved from the source to the destination location, update the Done quantities:

1. In the Detailed Operations tab, update the Done column for each product line to reflect the actual quantity that has been moved.

1. The Done quantity should match the requested quantity unless there are issues like damage, shortage, or partial movements.

1. Once all done quantities are entered, the system will allow you to advance the transfer status.

1. Click the appropriate status button or action to mark the transfer as complete.

When you mark the transfer as Done:

• Inventory is deducted from the source location
• Inventory is added to the destination location
• The transfer is locked and cannot be edited
• All inventory movements are recorded in the system
• Accounting entries are posted if configured

Delivery Order

A Delivery Order is a document that authorizes and records the shipment of goods from a warehouse or source location to a customer or destination. In MAQSU ERP, delivery orders are essential for managing outbound inventory movements, tracking shipments, and ensuring accurate fulfillment of sales orders.

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Step 1 — Navigation

From the left sidebar, click Inventory. Then from the Dashboard, locate and click on the Delivery Orders card in the inventory operations section.

Once you navigate to Delivery Orders, you will see the master list of all existing delivery orders. The list displays the following columns:

1. Reference – The unique delivery order reference number (e.g., WH/OUT/00022).
2. From – The source location from which goods are being shipped (e.g., WH/Stock).
3. To – The destination location where goods are being delivered (e.g., Partner Locations/Customers).
4. Contact – The name of the customer or contact person receiving the delivery.
5. Scheduled Date – The planned date and time for the delivery.
6. Source Document – The originating document reference (e.g., sales order number Q-0003).
7. Batch Transfer – Any batch or serial number tracking associated with the delivery.
8. Status – The current document status: Draft, Waiting, Ready, Done, or Cancelled.

The list view also shows color-coded status indicators:

• Done (black text) – Delivery has been completed and validated
• Ready (red text) – Products are available and ready for shipment
• Cancelled (gray text) – Delivery order has been cancelled

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Step 2 — Click Create

Click the Create button at the top-left of the Delivery Orders list page to open a new blank delivery order form.

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Step 3 — Fill Out the Delivery Order Form

The new delivery order form will open in Draft status. Fill in the following required and optional fields:

1. Delivery Address *(Required)* – Search and select the customer or delivery address. Start typing the customer name and select the correct entry from the dropdown list. This field determines where the goods will be shipped.

1. Operation Type *(Required)* – This is automatically set based on the delivery operation type (e.g., "My Company: Delivery Orders"). This determines the workflow and inventory locations used.

1. Source Location *(Required)* – The warehouse location from which products will be picked and shipped. This typically defaults to your main stock location (e.g., "WH/Stock").

1. Doc. No. – Automatically generated by the system after validation. You do not need to fill this in manually. It will appear as "Auto Numbering" initially.

1. Scheduled Date *(Required)* – The planned date and time when the delivery should occur. This helps coordinate logistics and customer expectations.

1. Inventory Date – The accounting date for inventory movements. This determines when the stock changes are recorded in your system.

1. Source Document *(Optional)* – The reference to the originating sales order, quotation, or other document that created this delivery order. This helps trace the delivery back to its source.

Once you fill in the delivery address and other header details, the form will update to show the selected information.

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Step 4 — Add Products

Under the Detailed Operations tab, add the products that need to be delivered to the customer. Click Add a line to add a new product line, then fill in the following fields for each item:

1. Product *(Required)* – Choose the product being delivered. Start typing the product name or code and select the correct entry. The system will auto-populate related fields.

1. From – The specific source location from which this product will be picked. This is typically the same as the main source location specified in the header.

1. Reserved – The quantity that has been reserved or allocated for this delivery from your inventory. This shows what is committed to this shipment.

1. Done – The actual quantity that has been picked and prepared for shipment. Initially, this will be 0.00 and should be updated when products are physically picked.

1. UOM – The unit of measure for the product (e.g., Pcs, Units, kg, liters). This should match the product's standard UOM.

The system tracks both reserved quantities (what should be shipped) and done quantities (what has actually been prepared).

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Step 5 — Save the Delivery Order

After completing all required fields and adding product lines, click Save to save the delivery order. At this stage, the delivery remains in Draft status and can still be edited.

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Step 6 — Validate

Once you have reviewed the delivery order, click the Validate button to check product availability and reserve the quantities. This will:

• Change the status from Draft to Waiting or Ready
• Reserve the specified quantities from inventory
• Confirm that products are available for shipment

The status will change to:

• Waiting – If products are not yet available or reserved
• Ready – If all products are available and ready to ship

After validation, the delivery order cannot be edited unless you unreserve it first. The Done column becomes editable, allowing you to track the actual picked quantities.

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Step 7 — Update Done Quantities and Complete Delivery

When products are physically picked and ready to ship, update the Done quantities to match what has been prepared:

1. In the Detailed Operations tab, update the Done column for each product line to reflect the actual quantity picked and packed.
2. The Done quantity should typically match the Reserved quantity, unless there are shortages or partial shipments.
3. Once all done quantities are entered, click the status button (currently showing Ready) to advance the delivery order to Done status.

When you mark the delivery as Done:

• The inventory quantities are deducted from your stock
• The delivery order is locked and cannot be edited
• The shipment is officially recorded in your system
• Inventory movements are posted to your accounting records

Batch Tarnsfers

A Batch Transfer is a document that allows you to group multiple individual transfer operations together for efficient processing and management. In MAQSU ERP, batch transfers are essential for organizing related transfers, assigning jobs to specific personnel, and managing timing for multiple operations that need to be completed together.

To create a batch transfer, let's go through the step-by-step process:

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Step 1 — Navigation

Navigate to Inventory ‣ Operations ‣ Batch Transfers from the top navigation menu.

Once you navigate to Batch Transfers, you will see the list view. If no batch transfers have been created yet, you'll see an empty state with the message:

"Create a new batch transfer"

"The goal of the batch transfer is to group operations that may (needs to) be done together in order to increase their efficiency. It may also be useful to assign jobs (one person = one batch) or help the timing management of operations (tasks to be done at 1pm)."

This screen provides context about the purpose of batch transfers and serves as the starting point for creating your first batch.

When batch transfers exist, the list will display columns including:

• Reference – The unique batch transfer identifier
• Responsible – The person assigned to complete the batch
• Scheduled Date – When the batch should be processed
• Status – Draft, In Progress, or Done
• Transfer Count – Number of transfers included in the batch

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Step 2 — Create

Click the Create button at the top-left of the Batch Transfers page to open a new blank batch transfer form.

Step 3 — Fill Out the Batch Transfer Form

The new batch transfer form will open in Draft status with a default name of "New". Fill in the following fields:

1. Responsible *(Optional)* – Select the person or team member who will be responsible for executing all transfers in this batch. This helps assign workload and accountability. For example, select "Administrator" or the specific warehouse staff member.

The form initially shows minimal fields. The main work involves adding individual transfer operations to the batch in the Transfers tab.

Step 4 — Add Transfers to the Batch

Under the Transfers tab, you need to add the individual transfer operations that should be grouped together in this batch. The tab displays a table with the following columns:

• Reference – The transfer operation reference number
• Scheduled Date – When each transfer is scheduled
• Source Location – Where products are coming from
• Back Order of – Any related backorder reference
• Source Document – The originating document
• Status – The current status of each transfer (Draft, Ready, etc.)

Click Add a line to open the transfer selection dialog.

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Step 5 — Select Transfers

A modal dialog titled "Add: Transfers" will appear, showing all available transfer operations that can be added to the batch. The dialog displays a searchable, filterable list of transfers with the following information:

• Reference – Transfer reference numbers (e.g., DS/00001, WH/IN/00028, WH/OUT/00022)
• From – Source location for each transfer
• To – Destination location for each transfer
• Contact – Associated contact or customer
• Scheduled Date – When each transfer is planned
• Source Document – Related document references
• Batch Transfer – Current batch assignment (if any)
• Status – Current status (Draft, Ready, Done)

You can also click Create from this dialog if you need to create a new transfer operation to add to the batch.

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Step 6 — Review Selected Transfers

After clicking Select, the chosen transfers will be added to the Transfers tab in your batch. The table will now display all the selected transfer operations with their details.

The transfers list shows:

• DS/00001 – Scheduled for 15/02/2026 23:59:00, from Partner Locations/Vendors, Draft status
• WH/IN/00028 – Scheduled for 23/02/2026 23:59:00, from Partner Locations/Vendors, NPO-260005, Ready status
• WH/IN/00029 – Scheduled for 23/02/2026 23:59:00, from Partner Locations/Vendors, NPO-260006, Ready status

Each transfer line has action buttons:

• Checkmark icon – View or edit the transfer details
• Red circle icon – Remove the transfer from this batch
• X icon – Delete the transfer line

A tooltip appears showing: "List of transfers associated to this batch"

You can continue to add more transfers by clicking Add a line again, or remove transfers that shouldn't be included.

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Step 7 — Save the Batch Transfer

Once you have added all the transfers that should be grouped together, click the Save button at the top of the form to save the batch transfer. At this stage, the batch remains in Draft status.

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Step 8 — Confirm the Batch Transfer

When you are ready to activate the batch and begin processing, click the Confirm button. This will:

• Change the batch status from Draft to In Progress
• Lock the transfers to this batch
• Generate a permanent batch reference number
• Signal that this group of transfers should be processed together

After confirmation:

• The batch status will update to In Progress
• The assigned person can begin executing the transfers
• All transfers in the batch are linked and tracked together
• Progress can be monitored at the batch level

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Step 9 — Process Transfers and Complete the Batch

Once the batch is confirmed and in In Progress status, the responsible person should:

1. Open each transfer in the batch (by clicking the checkmark icon)
2. Execute each transfer according to its type (validate, update quantities, complete)
3. Mark each individual transfer as complete
4. Return to the batch transfer to monitor progress

When all transfers in the batch have been completed, the batch status will automatically update to Done, indicating that the entire batch has been successfully processed.