Inventory Transfers

Inventory transfers move stock between your linked stores with a full audit trail. Use them to rebalance inventory across locations, fulfill a customer order from a sister store's stock, or consolidate dead stock at a single location.

Prerequisites

Two things must be in place before transfers are available:

• At least one linked store. Transfers only make sense between linked locations. See Linking Multiple Stores for setup.
• The Inventory Transfers permission. Staff need the Inventory Transfers: View claim to browse the list, and Inventory Transfers: Manage to create, receive, or cancel transfers. Grant these on the appropriate roles in Staff Members & Roles.

Where to Find Transfers

The transfers list lives on the Inventory page under the Transfers tab. The tab only appears when you have at least one linked store and the permission to view transfers.

Inside, transfers are split into three status tabs:

• Pending — created but not yet received. Either side can still cancel
• Received — units have moved into the destination's stock
• Cancelled — voided before receipt

The Pending tab shows a badge with a count. When the count includes transfers that you need to act on (typically because you're the receiving store on an incoming transfer), the badge turns red to draw your attention.

Two Ways to Start a Transfer

You can build a transfer from two different starting points, depending on what you're trying to do.

1. From the Transfers Tab (most common)

For ad-hoc transfers or when moving multiple items at once:

1. Open the Transfers tab on the Inventory page
2. Click New Transfer
3. Pick a Direction:

• Send to another store — you're shipping stock out of your store ("push")
• Request from another store — you're pulling stock in from a linked store ("pull")

4. Pick the counterpart store (the destination for a Send, or the source for a Request)
5. Add line items — search for items at the relevant store and choose the variants and quantities to include
6. (Optional) Add notes — a free-form field for context (e.g., "for Saturday's appointment", "consolidating end-of-season stock")
7. Click Submit

The transfer enters Pending status. The units involved are immediately reserved at the source, so they're no longer available to sell at that location even while the transfer is in flight.

2. From an Inventory Item's Stock Across Stores

When you're already looking at a specific item and want to send or request it in one click:

1. Open the inventory item from your Inventory list
2. Click the Stock Across Stores button (top of the item form)
3. A popover shows every linked store's stock for this item, broken down by variant
4. Click Send next to one of your store's variants to ship that unit out, or Request next to another store's variant to pull it in
5. The composer opens with the line pre-filled. Add more lines if you want, then submit

This is the fastest path when you're already deciding what to do with a single item.

Pending Transfers Banner

When you open an inventory item that has one or more pending transfers (either incoming or outgoing), a banner appears at the top of the item form listing each pending transfer with its source, destination, and total units. Click any entry to jump straight to that transfer.

This is your safety net against double-allocating stock — if you're about to commit a unit to a customer, the banner makes it obvious that the unit is already spoken for.

Receiving a Transfer

When a pending transfer is delivered, the receiving store completes it by clicking Receive.

1. Open the transfer from the Pending tab (or from the Pending Transfers banner on an inventory item)
2. Click Receive
3. Review the receive preview. Each line shows what will happen at your store:

• Vendor matched ✓ or Vendor will be created — the system matches the source's vendor to yours by name. If it doesn't exist, it'll be created automatically.
• Item matched ✓ or Item will be cloned from the source store — same logic for the inventory item itself
• Variant matched ✓ or A new variant will be added to the item — same for the specific size/color/variety
• Option matched ✓ or A new option will be added — same for any orderable option

4. Click Confirm Receipt

The stock is added to your store, with the system auto-creating any missing vendor / item / variant / option as needed. The unit movements are recorded in the inventory audit log on both sides.

Partial Receives

The receive flow confirms the whole transfer at once. If only part of a shipment arrived and you need to record that, the cleanest workflow today is to cancel the pending transfer and create a new one for what actually arrived.

Cancelling a Pending Transfer

Either side (source or destination) can cancel a transfer while it's still in Pending status:

1. Open the transfer
2. Click Cancel
3. (Optional) Enter a reason — useful for your audit trail if the cancellation is unusual
4. Confirm

Cancelling releases the reserved units back into the source store's available stock. The transfer moves to Cancelled status and remains visible under that tab for reference.

You cannot cancel a transfer that has already been received.

Editing a Transfer After Submission

Once a transfer is submitted, the only editable field is notes. The line items and direction are locked — if you need to change what's being transferred, cancel the pending transfer and create a new one.

The Audit Trail

Every transfer creates inventory movement records on both stores. These appear in the inventory audit log alongside other stock changes (sales, purchase orders, true-up adjustments, etc.) so you always have a record of who moved what, when, between which stores, and on which transfer number.

Permissions Summary

FAQs

When is stock actually moved?

Source stock is decremented (reserved) the moment a transfer is created. Destination stock is incremented when the transfer is received. So between submission and receipt, the units exist as a tracked in-flight quantity — they aren't sellable at either store.

Can I transfer between any two of my stores?

Yes, as long as both are linked to your CloudBridal account under the same parent. See Linking Multiple Stores.

What if the receiving store doesn't carry this item yet?

That's fine. The receive preview will show that a new vendor, item, variant, or option will be created automatically. The only thing that won't auto-create is the item type — that has to exist at the destination first.

Can both sides of the transfer see it?

Yes. The transfer appears in the Transfers list at both the source and destination stores. Each side sees the same status, lines, and notes. The receive action is only available at the destination.

Can I transfer to a customer order or purchase order?

Inventory transfers are between stores only. For customer fulfillment, transfer the stock to the destination first, then use it on the customer order. For supplier orders, see Purchase Orders.

What happens to a transfer if I delete a linked store?

You generally can't delete a linked store with pending transfers — cancel or receive them first. Historical (Received / Cancelled) transfers retain the store name for audit purposes.

Related Documentation

• Linking Multiple Stores — setting up the linked-store relationship that transfers depend on
• Inventory Management — general inventory concepts and item-type configuration
• Staff Members & Roles — granting the Inventory Transfers claim to staff
• Purchase Orders — for ordering new stock from vendors (a different workflow)

Updated on: 15/05/2026