Transfers

Transfers provide an accountable movement record when individually tracked assets, or quantities of bulk items, 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 items need stock at the source; see Bulk items.
• 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. When your organization has business units, check the Business unit (shown only with business units; it starts with the unit chosen in the header, then follows the owning business unit every selected asset (and, on a transfer, every bulk item) shares, until you choose one yourself; choose your organization (main business) for none). A document of a unit that is, or sits under, a separate legal entity is numbered in that entity's own sequence and shows its prefix (PH-7).
8. Select the source and destination locations.
9. Optionally link the transfer to a job.
10. Add notes that will help approval, dispatch, or receipt.
11. Add the assets: type an asset's code and press Enter, scan it with a handheld scanner or your device's camera, or pick it from the searchable Browse assets list. Repeat for each asset.
12. Submit the request.

When your organization has business units, the list shows each document's Business unit and starts with the unit chosen in the header; the funnel icon opens a filter with Business unit. The number shows the legal entity's prefix when there is one (PH-7). The profile shows the Business unit, with its legal entity in brackets when that is another unit. A document's business unit is set when it is created and does not change.

Both ways of adding stay disabled until you choose the source location. Browse assets lists only assets that are Available at that source and not already added; type in it to search by code or name.

Each asset you add appears in Selected Assets, newest first, and its details show under Last added. The # column numbers the lines in the order they were added, so the newest line has the highest number; removing a line renumbers the rest. The card's header shows Items (the number of lines) and Count (the units — 1 for each asset, the quantity for a bulk line), for example "Items: 4 / Count: 8". Below Last added, the Summary card repeats those totals and lists the selection grouped: the units of one per-unit group on one line with their count, each bulk item with its quantity, and every other asset on its own line. Select the cross beside an asset to remove it. A code that cannot be added is listed in red with the reason instead — unknown, already in this transfer, not Available, or held at another location. Dismiss a reason with its cross, or select Clear rejections to remove them all.

#Move assets that have no location

An asset registered without a location can still be moved: choose Assets without a location as the source. Browse assets then lists the Available assets that have no location, and the destination can be any location. An asset that does have a location is refused with the name of the location it is at; choose that location as the source to transfer it. Once the transfer is received, the assets are at the destination like any other transfer. In the transfer list and on the transfer itself, the source reads Without a location.

Changing the source location clears every selected asset, because they were chosen for the previous location. There is no ad hoc entry on a transfer.

#Bulk items on a transfer

A bulk-tracked group can be transferred by quantity. Browse assets also lists the bulk groups that have stock at the source, with the amount there — for example "USB-C cables — 40 at Warehouse A", or "— 5 without a location" when the source is Assets without a location. Choosing one opens a Quantity box; enter the quantity and select Add. Adding the same group again adds to its quantity on the transfer, up to the stock at the source.

In Selected Assets a bulk line shows the bulk item's name with an editable quantity and a remove button. Bulk items cannot be scanned or typed in by code, because their units have no identity.

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. Tick the pending items that are leaving the source. You can also type an item's asset code and press Enter, or scan it with a handheld scanner or your device's camera, to tick it. A code for an asset that is not waiting to be dispatched on this transfer is refused with a message, and scanning an item that is already ticked tells you so.
3. Choose the dispatch action and confirm.
4. Verify those lines show as dispatched.

A bulk line shows a Bulk badge and its quantity ("USB-C cables × 40"). It is ticked like an asset and leaves with its whole quantity; dispatch is refused if the source no longer has that many.

Each dispatched asset becomes In Transit, and a dispatched bulk quantity is held 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:

A dispatched bulk line shows "{received} of {quantity} received" instead. Enter Received now (it defaults to what is still outstanding) and optional notes. What has not arrived stays in transit and can be received later on the same transfer. Select Report the rest missing (it asks for optional notes) to write off what never arrived and close the line.

The transfer becomes Completed only after every item, including each bulk line, is finished. 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.

#Errors you may see