Move an asset through the transfer process

The transfer order itself and each individual transfer order line have a separate stage. The overall stage of the transfer order is calculated cumulatively based on the stages of the individual transfer order lines.

About this task

For example, after all transfer order lines are changed to Received, the transfer order is marked Received. The transfer order line stages are visible in the Transfer Order Lines related list.

Procedure

  1. Click the plus icon to expand the stage information.

    After creating transfer order lines, the transfer order and all of the transfer order lines are in Draft stage. Transfer orders and transfer order lines always start in Draft. While a transfer order or a transfer order line is in Draft stage, it can be deleted. See Delete a transfer order and Delete a transfer order line.

    Note: When an asset is part of a transfer order set to Draft, the asset record updates to show the asset as reserved. No one else can request or transfer the asset while it is reserved.
  2. After all information has been added to the transfer order and the transfer order lines, click Ready for Fulfillment on the transfer order.
    Transfer order ready for fulfillment

    This moves the transfer order and all transfer order lines to the Requested stage. At this point in the process, the transfer order can continue to move forward as a unit or the transfer order lines can be moved forward separately.

  3. To move the transfer order, ready all assets for shipment and click Prepare for shipment on the transfer order.

    The transfer order and all transfer order lines move to the Shipment Preparation stage. You can also click Prepare for shipment on a transfer order line to move only that transfer order line to the Shipment Preparation stage. The transfer order stage is set to Shipment Preparation as soon as the first transfer order line is set to Shipment preparation.

    While an asset is in the Shipment Preparation (or earlier) stage, the transfer order line can be cancelled by opening the transfer order line record and clicking Cancel. The stage changes to Cancelled (Closed Complete).

    When all transfer order lines reach the Shipment preparation stage, the Ship button is available on the transfer order.

  4. Click Ship on the transfer order to move all transfer order lines to the In Transit stage.

    In the case that assets ship at different times, transfer order lines can move individually. For example, assume a transfer order is comprised of three assets: a laptop, a printer, and a keyboard. All three assets have been prepared for shipment and the laptop is ready to ship.

  5. Click the transfer order line Number next to the laptop. Now, on the transfer order line record for the laptop, click Ship.
    Ship Transfer Order

    The laptop moves to the In Transit stage, but the printer and keyboard remain in the Shipment Preparation stage. Because at least one of the transfer order lines is now in transit, the overall transfer order is moved to the Partially Shipped stage. Once all transfer order lines are shipped, the transfer order moves to the Fully Shipped stage.

    Transfer Order in transit

    After all transfer order lines are shipped, the next step is to receive the assets. Assets are always received at the transfer order line level.

  6. Click the transfer order line Number next to the asset.
  7. On the asset record, click Receive.
    Receive Transfer Order

    Once all transfer order lines are received, the transfer order moves to the Received stage.

    Attention: It may be necessary to return items, such as when they are defective. To return items, receive the items, then follow the return process.