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Adding, Editing, Deleting & Printing Transfer In through Ginesys Web

Owned by Deepankana Roy (Unlicensed)
Last updated: Jan 17, 2023 by Subhasree Banerjee (Unlicensed)
8 min read

The Transfer In is raised by the seller in Consignment mode after returning goods from customer's site with or without reference document (Transfer Out) sent by the seller. The Invoice bears all the details of the goods return from the store. The Transfer In affects both the Inventory stock as well as Financial part. This article describes the process of managing Transfer In in Ginesys Web module.

 Add Transfer In

Prerequisites

  1. The users' role must have access to the Add app operation in the Transfer In feature in Sales & Distribution - Operation - Transfer through Roles in Ginesys Web - Admin - Security.
  2. Document Numbering Scheme must be present for the module.
  3. The masters must be present - Item, Customer, Term etc.

Step-by-step guide

  1. Go to Ginesys Web > Sales and Distribution > Operations > Transfer > Transfer In. 

  2. Transfer In module will open.

  3. All the previously created Transfer In will be listed here.

  4. Click on Add button.

  5. Transfer In window will open.


  6. You will get group of icons at the top right corner of the window.


    The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.

    1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.

    2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.

    3. Print Barcode: Clicking on the Down Arrow beside this icon, you will get Print Preference option. This option is used to print barcode.
    4. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Template. This option is used to print document.
    5. Attachments: You can Upload some required documents from this option.
    6. Clear Form: Clicking on this icon, you can Clear all the data already entered. 
    7. Open Side Panel: Clicking on this, you will get the details of the current Transfer In as follows:
      1. Document Summary:  In this section you will get the details of Selected Items, Sale Type, Owner Site, Modified by etc. 
      2. Customer Details: You will get the Selected Customer Details like Address, Contact Details, Tax Region, Credit Limit, Overdue Amount etc. 
      3. Customer Statistic: This section describes the Delivered not Invoiced amount, Outstanding Amount, Last Invoice Date etc. 

  7. You will get six sections - General, Transfer Out Details, Logistic Information, Item Information and Others. 

  8. General:
    1. Select the Owner Site (Mandatory Field) for which you want to create the. 
    2. Select transfer In No. from the drop down list (Mandatory Field).
    3. Select the Source Site from the Source Site Pop-Up form. Transit Via site can be selected now. 

    4. Transfer In Ledger, GRT No., Agent, Customer etc will be populated as per Source Site selection. You can change the Transfer In Ledger, Agent and Transfer In Sub Ledger.

      Mandatory Information

      Source Site, Transfer In ledger and In Stock Point are all mandatory fields and need to be specified before any other segment is approached.

    5. System date will be populated in the Date field (Mandatory Field). You can change the date as per your requirement. You can only select the past date from the system date but not any future date.


  9. Transfer Out Details:
    1. Select the Document No. from the Document No. pop-up window. Document Date, Remark and Reason will be populated as per selected Document No. 


  10. Logistics:
    1. Logistic details will be populated as per selected Source Site. 

  11. Item information:
    1. You will get two sections in the Item Information section - Packet Details and Item Details. 
      1. Packet Details: You will get two options - Select Packet and Edit Packet.

        1. Select Packet:
          1. Click on the Select Packet option.
          2. Select Packet window will open.
          3. You will get various search criteria like Search by, Date From, Date To, Source Ste, Instock Point and Transfer No. in the Search Option section. It is not mandatory to put in all the search criteria to search the packet. If you click on the Search button remaining all the Search Criteria blank, then all the item packet will be populated as per selected document.

          4. Select the Packet from the list. 

            Note: If the Source Site is Transit Via, then the Auto Generated DC button will be enabled. You will get a list of DC in a new window with Packet Details, Auto DC Applicable or Not and Transit Via Detail. Otherwise the Auto Generated DC button will be disabled. 

          5. Items of selected packet will be listed in the Item Information section. 
          6. Put in the Receive Qty. Receive Qty. should be less than or equal to the Sent Qty. but it should be more than Zero(0). 
          7. Click on the Populate button.
          8. Selected packets will be listed in the Packet Details and the items present in the selected packet will be listed in the Item Details section.

        2. Edit Packet: This option is applicable for the existing packet to edit the Received Qty.



    2. You can select items through Select Item, Scan Item, Item Barcode or Copy Transfer In. The selected items will be populated with Barcode, Item Description, Rate etc. 

  12. Click on the Calculate Charge button. The charge will be calculated automatically and it will be populated in the Basic Value section.



    Note: The charge will be calculated based on Trade Group populated.

    • If selected Source Site is Organisation Owned Consignment Site, then charges will be applied on the Transfer Out entry from the source organization site.

    • If selected Source Site is Managed Site Customer Owned Consignment Mode or Managed Site Organisation Owned Consignment Mode, then the charge will be applied from the POS site.

    • If selected Source Site is Unmanaged Site and the Trade Group is Consignment, then the charge calculation is not required.

    • If selected Source Site is Unmanaged Site and the Trade Group is Non-Consignment, then the charges will be populated from Sales Charge Master.
  13. Others:
    You can put in the Remarks for the Transfer In in Others section.

  14. Click on the Save button to generate the Transfer In and you will get a message - "Transfer No.<Transfer In No.> saved successfully..."

    Note: You will get a Ledger View button at the left bottom corner of the window. You will get the details ledger view of the Transfer In.

 Edit Transfer In

Prerequisites

  1. The users' role must have access to the Edit app operation in the Transfer In feature in Sales & Distribution - Operation - Transfer through Roles in Ginesys Web - Admin - Security.
  2. Transfer In must be created and must be un-posted.

Step-by-step guide

  1. Go to Ginesys Web > Sales and Distribution > Operations > Transfer > Transfer In. 
  2. Transfer In module will open.
  3. All the previously created Transfer In will be listed.
  4. Select the Transfer In you want to edit.
  5. You can use Filter to search particular Transfer In(s).
  6. Go to Action > Edit.
  7. Transfer In window will open.
  8. If you want to edit the Source Site, you will get a message - "Please clear the packets before changing the Source Site."

  9. Click on the Save button to save the modified Transfer In.

    Information

    You will get Delete and Cancel icon in the Edit mode with others icons at the top right corner of the window. 

    Delete: You can Delete the Transfer In from the Edit Mode by clicking on the Delete icon ().

    Cancel: You can Cancel the Transfer In from the Edit Mode by clicking on the Cancel icon ().

 Delete Transfer In

Prerequisites

  1. The users' role must have access to the Delete app operation in the Transfer In feature in Sales & Distribution - Operation - Transfer through Roles in Ginesys Web - Admin - Security.
  2. Transfer In must be created and Un-posted.
  3. Transfer In must not be Released.
  4. Transfer In must not be Canceled.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Sales and Distribution > Operations > Transfer > Transfer In.
  2. Transfer In module will open.
  3. All the previously created Transfer In will be listed.
  4. Select the one Transfer In you want to delete.
  5. You can use Filter to search particular Transfer In(s).
  6. Go to Action > Delete. 
  7. You will get a message - "Document once deleted cannot be retrieved. Do you want to delete this document?"

  8. If you click on Yes, you will get a confirmation message "Transfer No. <Transfer In No:> - Successfully deleted".

    Note: If you want to delete a posted document, you will get a message - "Transfer No. <Transfer In No:> - Cannot delete released document".

 Release Transfer In

Prerequisites

  1. The users' role must have access to the Release app operation in the Transfer In feature in Sales & Distribution - Operation - Transfer through Roles in Ginesys Web - Admin - Security.
  2. Transfer In must be created and un-posted.
  3. Transfer In must not be released.
  4. Transfer In must not be canceled.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Sales and Distribution > Operations > Transfer > Transfer In.
  2. Transfer In module will open.
  3. All the previously created Transfer In will be listed.
  4. Select the one Transfer In you want to delete.
  5. You can use Filter to search particular Transfer In(s).
  6. Go to Action > Release. 
  7. You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?"
  8. If you click on Yes, you will get a confirmation message "Invoice No. <Transfer In No:> - Released Successfully".

 Revert Transfer In

Prerequisites

  1. The users' role must have access to the Revert app operation in the Transfer In feature in Sales & Distribution - Operation - Transfer through Roles in Ginesys Web - Admin - Security.
  2. Transfer In must be created and Posted.
  3. Transfer In must not be Released.
  4. Transfer In must not be Canceled.
  5. The site must be Unmanaged site. 

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Sales and Distribution > Operations > Transfer > Transfer In.
  2. Transfer In module will open.
  3. All the previously created Transfer In will be listed.
  4. Select the one Transfer In you want to delete.
  5. You can use Filter to search particular Transfer In(s).
  6. Go to Action > Revert. 
  7. You will get a message - "Selected document(s) will be un-posted, and finance postings done will also be reverted. Do you want to proceed?"
  8. If you click on Yes, you will get a confirmation message "Invoice No. <Transfer In No:> - Reverted Successfully".

 Print Transfer In

Prerequisites

  1. The users' role must have access to the Print app operation in the Transfer In feature in Sales & Distribution - Operation - Transfer through Roles in Ginesys Web - Admin - Security.
  2. Transfer In must be created.
  3. Printer must be connected to the device.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Sales and Distribution > Operations > Transfer > Transfer In.
  2. Transfer In module will open.
  3. All the previously created Transfer In will be listed.
  4. Select the one Transfer In you want to delete.
  5. You can use Filter to search particular Transfer In(s).
  6. Go to Acton > Print. 
  7. You will get previously created template.
  8. Click on the required template to print.
  9. A new window will open.

  10. Click on the Print to print the Transfer In. 

    Note: You can print using Print Preference.