Item Transfers: Transfer Status and Workflow

This is a part of the Item Transfers feature in the Smart Ops Release. To read about Item Transfer Workflows in the R365 Red App, click here.

The workflow of a Transfer coincides with its status, enabling both the Sending and Receiving Locations to know what stage of the process a Transfer is in at any point in time. The status of a Transfer will be listed next to its form on the 'Transfers' tab of the Transfers page. The possible Transfer statuses include:

• In Progress – Transfer has been created and saved by the Sending Location

• Pending – Transfer has been sent to the Receiving Location for review

• Rejected – Receive Location identified issues with the Transfer and the Transfer has been returned to the Sending Location to correct and re-send

• Completed – Transfer has been reviewed and accepted. Waiting final approval.

• Approved – Transfer has been accepted and approved by the Receiving Location. The workflow is concluded. 

• Canceled – Sending Location canceled the Transfer. The workflow is concluded.

Step 1: The Sending Location Creates the Transfer Form --> 'In Progress' Status

The Sending Location has created and saved the Item Transfer form. Only Users who have access to the Sending Location can save this form. The form will remain in the default status of 'In Progress' until the form is sent to the Receiving Location.

Step 2: The Sending Location Sends the Transfer Form --> 'Pending' Status

Any User who has access to the Sending Location can send the form to the Receiving Location. Once sent, the form status will change to 'Pending' until the form is either accepted or rejected by the Receiving Location.

Step 3: The Receiving Location Reviews the Form --> Either 'Completed' or 'Rejected' Status

Users with one of the following Permissions and who have access to the Receiving Location will be able to review the Transfer form:

• Food → Item Transfers → Complete Item Transfers

• Food → Item Transfers → Reject Item Transfers

These Users can then determine if the Transfer form should be accepted or rejected:

• Accepted / Completed - When the form is accepted, it is marked with a 'Completed' status and confirms that the Transfer is entered correctly and ready for a final approval

• Rejected- When the form is rejected, it is marked with a 'Rejected' status and sends the order back to the Sending Location. Comments are required to reject the order so that the Sending Location can make the necessary changes

  All Users with access to the form at the Sending Location can make the necessary changes and then can re-submit the form to the Receiving Location by clicking the 'Re-Send' button listed at the top of the form. Click here to learn more about rejected forms

Users with approval abilities can skip this step and directly approve a Transfer form.

Step 4: The Receiving Location Approves or Rejects the Form --> 'Approved' or 'Rejected' Status

Users with the following Permission and who have access to the Receiving Location should review and approve the Transfer form if the information entered is correct:

• Food → Item Transfers → Approve Item Transfers

If an error exists on the form, click 'Unlock' to then reject the form so that the necessary changes can be made by the Sending Location. Click here to learn more about rejected forms.

Unapproving an Approved Transfer Form

Users with the following Permission and who have access to both the Sending and Receiving Locations have the option to unapprove an approved Transfer form if it is later determined to be entered incorrectly and needs to be updated:

• Food → Item Transfers → Unapprove Item Transfers

Once unapproved, the transfer form can be marked as 'Rejected' and sent back to the Sending Location so that the necessary changes can be made. Click here to learn more about rejected forms.