Transfers

Transfers provide an accountable movement record when individually tracked assets travel from one OCTO Ops location to another. The workflow separates approval, dispatch, and receipt so each stage can be recorded by the responsible user.

#Transfer lifecycle

Pending Approval → Approved → In Progress → Completed

A transfer can instead become Rejected before movement or Cancelled while it is still Draft, Pending Approval, or Approved. Once an item has been dispatched, the transfer must be resolved through receipt rather than cancellation.

#Before you create a transfer

• Create both source and destination in Locations.
• Confirm the locations are different.
• Confirm the assets are Available at the source.
• Use individually tracked assets or per-unit group assets. Bulk group quantities are not supported.
• Resolve any other workflow that should prevent the asset from moving.

#Create a transfer request

1. Open Asset Management > Transfers.
2. Select Create Transfer.
3. Enter the request date. It defaults to today.
4. Enter the planned transfer date; it cannot be before the request date.
5. Optionally enter a preparation date; it also cannot be before the request date.
6. Confirm or select the requester.
7. Select the source and destination locations.
8. Optionally link the transfer to a job.
9. Add notes that will help approval, dispatch, or receipt.
10. Select one or more assets from the source-location list, or type an asset's code — or scan it, with a handheld scanner or your device's camera — to add it directly.
11. Submit the request.

The selection list shows Available assets at the chosen source. Typing or scanning only adds an asset that is Available at that source location; one that exists but is elsewhere, or is not Available, is refused and told why rather than treated as unfound. OCTO Ops checks the source and status again when saving, so an item changed by another user may need to be removed or retried.

#Approve or reject a transfer

1. Open a Pending Approval transfer.
2. Review dates, requester, locations, job, notes, and all requested items.
3. Select Approve to authorize movement, or Reject to stop the request.
4. Confirm the action.

Approval does not move an asset or change its location. The physical movement begins when items are dispatched.

#Dispatch assets

1. Open an Approved or In Progress transfer.
2. Select the pending items that are leaving the source.
3. Choose the dispatch action and confirm.
4. Verify those lines show as dispatched.

Each dispatched asset becomes In Transit. You may dispatch only part of the transfer; remaining pending lines can be dispatched later, and the transfer stays In Progress.

#Receive assets

1. Open an In Progress transfer.
2. Select the dispatched items being received.
3. Record one receipt result for each item:
   • OK — received in acceptable condition;
   • Damaged — received but damaged; or
   • Missing — expected but not received.
4. Add discrepancy notes wherever the result is not OK.
5. Confirm receipt.

OCTO Ops applies these results:

The transfer becomes Completed only after every line has reached a terminal result. Partial receipt is supported.

#Review discrepancies and history

The transfer profile shows each asset's progress and receipt outcome. Use discrepancy notes to explain damage, shortages, or other handover exceptions. The asset profile's status history provides the corresponding In Transit and receipt-related status changes.

#Cancel a transfer before dispatch

1. Open a Draft, Pending Approval, or Approved transfer.
2. Confirm that no item has been dispatched.
3. Select Cancel and confirm.

Cancellation stops the remaining workflow. If dispatch has started, receive every dispatched item and resolve any exceptions instead.