Inter-Company/Branch Transfers

The Inter-company/branch transfers facility is only used in a multi-company environment where the companies are running on the same processor or on a networked processor.

The ability to transfer parts automatically between companies/branches should only be used in a customer backorder situation and is NOT designed for raising stock orders on another branch.

If this facility is to be used, the following records must be set up:

• The Inter-company daemon field on the Options 1 tab of the Flags-Priorities POS parameters MUST be set to Y.

• The Auto PL.account ICT field on the Options 2 tab of the Flags-Priorities POS parameters must be set to M (Menu), and not P (Prompt). If the parameter is set to P, the system will not allow the requesting branch to request parts if the supplying branch has no stock, therefore the supplying branch is unable to order it for them.

• For the Inter-company/branch transfers to work correctly, the depot file MUST be set up correctly. This work is normally carried out by an Autoline consultant.

To perform an inter-company transfer:

1. In the requesting branch, raise a Point-of-Sale WIP.

2. Load the part onto the WIP via the New product group.

   The Part Details form is displayed.

3. Set the status of the part to I (INTERDEALER).

   If there is stock available of that part at other branches (which are on-line on the same CPU or network of CPU's and set up for inter-branch transfers), the system automatically displays a form to show you a list of branches holding other stock of that part.

   The form shows for each branch with stock available:

   • the company number and name of that branch
   • the superseded part number if the part is subject to a supersession at that branch
   • the total stock-on-hand
   • the quantity already reserved (B/o) for other customers or branches
   • the quantity outstanding on purchase orders (P/o) for that branch
   • the free stock (on-hand, less back-orders)
   • the average period demand for that part at that branch (Dmd)
   • the number of parts that are excess (Excs) (Maximum stock - on-hand)

   Branches without stock on-hand of the part concerned are not displayed.

4. To make a transfer request on another branch, select the branch and click OK.

   You are returned to the Part Details form.

   Note: The Supplier account number is automatically updated by the system with the Purchase Ledger account code set up in the Supplier account no. field on the Depot Details 1 tab of the supplying branch's depot record.

5. Click OK to load the part onto the WIP.

6. Click the icon.

   When the requesting branch WIP is saved, the system does three things:

   • It updates the WIP file at the supplying branch using the Inter-company (Sales Ledger) account number set up in the Inter-company a/c no field on the Depot Details 1 tab of the requesting branch's depot record as the account to be invoiced, requesting the part to be picked.

     Note: Attention should be paid to the set-up of the Inter Company Transfer Purchase and Sales Ledger account with regard to the sale types which should, via the discount code and sales type, reflect the correct pricing required (normally weighted average cost, or cost plus handling), and the correct Nominal Ledger sales/cost-of-sales postings.

   • Depending on the setting of the POS parameter New WIP on ICT (NEWICT) on the Options 2 tab of the Flags-Priorities POS parameters, it either creates a new WIP every time a request is made, or adds to the possible existing WIP for that requesting branch for that day.

   • It sends an E-mail to the appropriate login or distribution group at the supplying branch.

   You may now take a deposit from the customer in the normal manner.

7. In the supplying branch, access the appropriate WIP on your system and take the action to issue the part or delete the line as you see fit.

   Tip: To display inter-company transfers, select the I.C.T. list option from the View menu in Point-of-Sale.

8. In order to complete the issue and the subsequent transfer, raise an invoice on the requesting branch.

   This causes three things to happen:

   • The WIP in the requesting branch is updated as well as the stock record(s) concerned in both branches.

   • The WIP line in the requesting branch is set to status R (Reserved), and the stock on-hand is increased by the transferred quantity.

     Note: The reserve status to which the WIP line is set is determined by the ICT reserve status field on the Options 2 tab of the POS parameters, which is normally set to R. However, in some cases, a user-defined status may be used for goods in transit.

   • The system raises an E-mail on the login or distribution group in the requesting branch to advise them that the transfer has been activated.

9. When the stock is physically received, the requesting branch can invoice the end customer which completes the transaction.

Related Topics:

Displaying Inter-Company Transfers