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Transfer shortfalls

A transfer can come up short in two quite different ways, and Yessort names them differently because they need different handling. One happens before anything leaves the source site. The other happens after the stock is already on the road.

Short at source​

When you confirm a transfer, Yessort tries to hold the full requested quantity at the source site. If the stock isn't there to hold, it doesn't refuse the transfer — it confirms with what it could hold and tells you the difference. The document says so directly: Short at source by N units. Confirmed with what could be held; dispatch sends the held quantity and releases the rest. The same figure appears under Held at the top of the transfer as "N short at source".

Nothing is lost here. The units that couldn't be held were never taken from anywhere; when you dispatch, the held quantity goes and the unheld remainder is simply released back to normal stock at the source site. If you need the full quantity to travel, top the source site up and raise a second transfer for the difference — a confirmed transfer's lines can no longer be edited.

Units still on the van​

The second kind of shortfall is stock that has been dispatched but not yet accounted for at the destination. On a transfer that is in transit, Yessort shows these under the heading Still on the van — units dispatched but not yet accounted for at the destination site.

This is the normal state after a partial receipt: you keyed in what actually turned up, and the difference is still recorded against the transfer, sitting in the source site's in-transit location. It is never an off-book quantity — you can always see exactly how many units are unaccounted for and on which line.

The three ways to resolve it​

Every unit still on the van has to be resolved one of three ways, all available while the transfer is in transit:

  • Found later — receive — the units turned up after all. They go on hand at the destination site, placed the same way a goods receipt would be: at a destination using advanced locations they stage into the receiving location and raise a putaway task; at a destination using simple locations they land straight in the variant's usual location; only a virtual destination holds them at site level.
  • Return to {site} stock — the button names the source site, using the first word of its name, so a transfer out of "Leeds warehouse" gives a button reading "Return to Leeds stock". The units never left, or came back. They are relocated out of the in-transit location into a location at the source site, so the source site's stock is unchanged overall by the round trip. Yessort picks the source site's default location, or the first active receiving or standard location if there isn't one; if the source site has no location that can take them, it asks you to choose one.
  • Write off — the units are gone. Yessort writes them off out of the in-transit location, and the organisation's on-hand falls by that quantity.

The transfer completes on its own once every dispatched unit has been resolved — received, returned or written off. There is no Complete button.

A transfer in transit can't be cancelled​

Once a transfer has been dispatched, Cancel is no longer offered. The stock is on a van and has to be resolved through receive, return or write-off. Cancel is available while a transfer is Draft or Open only — see transfer statuses for what each status allows.

For the same reason a transfer can't be closed short the way a purchase order can. If you receive a transfer through a receiving session in Purchasing, the session offers no close-out choice for it: the only option is Leave outstanding, and the shortfall stays in transit to be resolved on the transfer itself.

For what each step of a transfer does to your stock figures, see how transfers work.