Originally written by John Hardwick, last updated Oct 12, 2023, on the Swan Retail knowledge base (FRS).

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Overview

SwanFRS can be configured to enable goods attached to a sales order to be placed on inter location stock transfers, where necessary, from within the sales order amend process (subject to access constraints)

Configuration

This section details how to configure SwanFRS to calculate margins

Application Parameters

The following controls influence the margin calculation

TRANSFER_STOCK_ALL	Operators with this privilege can move stock from any / to any location within SwanFRS.
TRANSFER_STOCK_BA	This privilege allows transfers between locations within the operator's business area
TRANSFER_STOCK_LOCAL	The privilege restricts transfer from / to the operator’s trading location.

Other transfers privileges exist, however they are not applicable to this process.

Privileges

If the operator is allowed to generate new transfer notes, the following role privilege is required.

CAN_CREATE_TRANSFER

Operators with this privilege can create new transfer notes

Operation

Sales Order Progress

It is possible, subject to access permission, to sell goods which are not currently in the location required for final delivery to the customer.  Such products are shown against the sales order with a TRANSFER badge.

Once the orders has been ACCEPTED (either part or fully accepted), Schedule Transfer is offered on the side panel.

To arrange a transfer, the operator must select the line(s) for transfer by ticking the appropriate box(es), then select the Schedule Transfer option on the side panel.

• If the operator selects an order line that does not require transfer or selects an item which is being transferred, the process will be blocked.

• If the operator selects an order line that is already the subject of a transfer note, the routine will move to the revise transfer request protocol

• If the operator selects order lines that require but are not currently on a transfer, the routine will operate the transfer item protocol

• It is not possible to select a mixture of ‘in transfer’, ‘to transfer’ or variant from or to locations in the same task.  If goods are to be moved to or from multiple locations, the transfer process must be repeated once for each location.

• It is not possible to transfer goods that are on demand or on order, or that are already scheduled for delivery.

Transfer Item(s)

Selecting Schedule Transfer lists all ‘open' notes planned from the stock holding location.

The routine will only show pending transfer notes.  (Transfer notes which have a ‘sent’ date or are scheduled to be sent as part of a delivery run will be omitted from the list.)

The operator may select an existing note from the list by clicking the (diamond icon) or view the contents of the transfer note by clicking on the note number.

• Clicking the  icon instructs the system to attach the order line to the corresponding transfer note and returns control to the order page.

• Clicking the note number opens a page showing the composition of the transfer (as shown below) however it is not possible to change the composition of the note (additional notes may be added if necessary.)

• If there are no available / suitable notes, clicking the CREATE NEW button generates a new transfer note. This is subject to the operator possessing the CAN_CREATE_TRANSFER privilege.

• Selecting CLOSE cancels the transfer process

New Transfer Notes

Where the operator is empowered to create new transfer notes and elects to do so, the system will request the operator specify a ‘required by’ date, which is defaulted to the day before the expected delivery date of the sales order.

The operator may change this date if required.

Clicking ACCEPT automatically creates the note and assigns the stock item(s) to that note.

Once allocated to a transfer note, the sales order displays the TRANSFER SCHEDULED badge.

Hovering on the badge displays the details of the transfer.

Revising a Scheduled Transfer

If the order line(s) are already on a transfer note, however the transfer needs to be changed, the operator should select the item(s) on transfer and select the Schedule Transfer option on the side panel.

The following option page will display.

• Selecting REMOVE takes the item off a transfer note, moving it back to pending transfer, and returns control back to the order page.  It leaves the transfer note open.

• Selecting RESCHEDULE removes the item from the transfer note and opens the transfer request process. Selecting replicates the process of adding the stock to a transfer note. When completed, SwanFRS automatically moves the stock from the original transfer note to the new note and updates the details on the sales order accordingly.

• Select CANCEL to abort the process.

Files from the Confluence page

• Sales Order Margin Guide.pdf