Stock transfers and quarantine

A stock transfer moves medicine from one place to another without selling or buying it. Every branch in MediPOS has two locations: Main Store, which the POS sells from, and Quarantine, for damaged, returned or expired stock waiting for a decision. On the Cloud edition with several branches you can also send stock from one branch to another. This guide covers a stock transfer from draft to receipt, including what happens when fewer strips arrive than were sent.

The two locations in every branch

Both are created with the branch. Stock also reaches Quarantine in other ways: a customer return can be set aside there, and the shield icon on the Expiry dashboard moves a batch there in one step.

How a transfer moves

How to move stock to Quarantine and back

1. Go to Inventory → Transfers and click New transfer.
2. Set From (this branch) to Main Store, and To to your branch's Quarantine, shown as Branch name — Quarantine.
3. Add a note in Notes if it helps, for example Water damage, carton 3.
4. For each line, search the Product. Only products with stock at the source are listed. Then check the Batch (the earliest expiry is picked first), and set the Unit and Qty.
5. Click Save & send, or Save draft to send later.
6. On the transfer page, check the Received (base units) column and click Receive. Inside one branch, you receive it yourself.

Example: a carton of Gravinate 50mg arrives with water damage. Move the 2 boxes of batch GV0925 to Quarantine while you call the distributor. If the salesman takes them back, return them from Quarantine. If the tablets turn out to be fine, transfer them back from Quarantine to Main Store.

Between branches on the Cloud edition

With several branches, the To list also shows the other branches' locations, for example DHA Branch — Main Store.

1. The sending branch creates the transfer and clicks Save & send, or Send on a draft. The stock leaves its Main Store at once, and the transfer gets a number starting with TRF. The sender sees Waiting for DHA Branch to receive it.
2. The receiving branch opens Inventory → Transfers and clicks Coming here. A badge shows how many transfers are waiting.
3. They open the transfer, count what arrived and type it in Received (base units) for each line. It starts filled in with the full quantity sent.
4. If something is short, they write why in the note box (If short: why?).
5. They click Receive and confirm.

Example: the Gulberg branch sends 5 boxes of Panadol, 500 tablets, to DHA. One strip is crushed on the way, so DHA enters 490 with the note 1 strip crushed. MediPOS adds 490 tablets to DHA's Main Store and writes the missing 10 off as a transit loss, valued at the batch's cost and booked to Stock loss, damage & expiry.

Only the receiving branch can receive. If you work in more than one branch, switch to the receiving branch first. Otherwise MediPOS says Switch to the receiving branch to receive this transfer.

On the Offline edition

The Offline edition runs one shop, so transfers stay inside that one branch: Main Store to Quarantine and back. Other branches never appear in the To list.

How to cancel a transfer

Open the transfer and click Cancel transfer. A draft is simply dropped, and a transfer in transit sends the stock back to the source, in the same batch. A received transfer cannot be cancelled: send a new one the other way. Transfers cannot be edited, so to change a draft, cancel it and create a new one.

Rules and tips

• Send stock transfers is needed to create, send and cancel transfers. Receive stock transfers is needed to receive. The built-in Owner, Admin, Manager and Inventory manager roles have both.
• Sending checks each batch. If a batch no longer has enough stock, the send is refused and the transfer stays a draft.
• The received quantity must be between 0 and what was sent.
• A transfer does not change the cost of the stock or touch your books, except for a shortfall, which is booked as a loss.
• Expired batches can be moved too, which is how you clear them off the selling shelf.
• Sending, receiving and cancelling are all recorded in the audit log.
• If Transfers is not in your Inventory menu, your plan does not include Stock transfers. The owner can see what each plan includes under Plan & billing.

Common questions

Is stock in Quarantine still part of my stock value?

It is still yours and stays in Stock in your books. Products & stock shows on-hand quantity and stock value for selling stock only, so Quarantine stock is left out there. The product page and the Expiry dashboard show it with its location.

Where is stock while a transfer is in transit?

In neither branch. It is on the transfer until the other side receives it, or until you cancel and it returns to the source.

Why can I not see other branches in the To list?

Either you are on the Offline edition, which has one branch, or your pharmacy has only one branch on Cloud. More branches need a plan that includes several branches.

Related guides

• Expiry management
• Branches (Cloud edition)
• Returns to supplier
• Stock adjustments