First of all, you need to let the system know that (for example) the Liverpool branch wants some of the Manchester branch’s goods. A Transfer Request must be placed.

STEP 2: The ‘supplying’ store will dispatch the items.

The store which currently has the items (Manchester in the above example) must let the system know when they have sent the items out.

STEP 3: The ‘receiving’ store will book the items in.

When the items arrive in Liverpool, someone in the Liverpool branch must let the system know that the goods have arrived.

There are various methods of performing STEP 1, as you’ll see over the course of this User Manual. (Most retailers work out which one or two of those methods will work best for them, then just use them.) STEPS 2 and 3 are always performed in the same way.

Finding the IBT options

Most of the Inter-Branch Transfer options can be found within the Stock Menu.

Group 32282, Grouped object

Note: if any of the options highlighted on the left do not appear on your system, then your access rights have been restricted. If an option you require does not appear, contact your manager.

Further in the User Manual will discuss what each of these options do.

Performing a simple IBT

Please see the below steps for instructions on how to perform a basic IBT:

Step 1: Multi IBT

Asking another Location to send you stock.

From within the Stock menu,

click on Multi IBT.

The below page should open:

In the Location from* drop down,

select the relevant location that you wish to send the stock from.

In the Location to* drop down,

select the relevant location that you wish to send the stock to.
Click the Create Multi IBT button at the bottom of the page.

The following page should open:

To add items to the IBT,

click on the Add more items … button.

This will then open a wizard.

Select the option you want to use to search by then press Next.
Enter in the items details, whether it be the Name, Item Ref etc.
Press Next.

Select the items which you wish to transfer and press Finish.

Note: to select more than one item, press Ctrl on your keyboard and click on all relevant items.

Press Update Transfer.

Next,

enter in the Quantity of the stock you wish to transfer.

For each item it states the Available stock level to use as a guide.

press Update Transfer(s).
Keep following the above process until all Products are on the transfer.
Next, press Create Transfer(s).

You’ll be taken back out to the Stock menu and receive a success message advising that the Transfer Request has been placed.

Step 2: Despatching an IBT

This process would be carried out if another branch had requested stock from you, and you wanted to let Cybertill know “I have sent those items out”.

Go to the Stock menu and click on Transfers

It should open a Transfer Summary page as shown below:

Select the Location that you wish to dispatch items to by clicking on the name under the Transfer Requests section.

The below page will open:

User the tick boxes on the left-hand side to select the items you wish to despatch.
Double check the quantities you are sending are correct.

select Pick.
Press Go.

This will the create a Pick ID for you to click on and print out a picking note.

reselect all your items.

Using the Despatch Form section at the bottom of the page,

select a Reason for the transfer, ensure the Deliver to* location is correct, and select a Courier service from the Select a courier service level* drop down.

Note: you cannot complete this process without having a Courier Service set up. Please refer to the Couriers and Carriages User Manual for more information. Lastly,

enter a Consign ref*.

In the Batch Actions menu at the bottom of the page,

You should receive a success message at the top of the page, and the despatched items will appear green.

Note that a Despatch Note option has now appeared in the Actions column.

Click on this to print out the despatch note.

Step 3: Booking in an IBT

This process is carried out by the Location that received the transferred stock.

Transfers are booked in from the same screen in which they are despatched (Stock > Transfers).

Once you’ve opened this screen, ensure that your current location is set to the “receiving” location, and change it from the top of the page if necessary.

The Transfers Receiving column location at the top left will list all the branches from whom you are expecting to transfer stock in to you.

Select the relevant one.

It’ll now come up listing all the items that you have requested from that branch.

To book your ‘green’ items in when they arrive,

tick the box at the left of each of them.

From the Batch Actions menu at the bottom of the page,

choose Bookin and click go.

You should see a success message appear at the top of the screen:

You’ve booked those items in, and they have been added to stock accordingly.

Additional options with the Multi IBT page

From within the Stock menu,

click back into the Multi IBT menu.

Once you’ve selected your From and To Locations, added the items you wish to transfer, and then updated your transfer, notice your current stock levels in the ‘From’ branch are displayed:

It tells you:

the “from” branch’s total Stock levels
how many units of that stock is Reserved (e.g. for customers)
how many units are actually Available

You’ll find that if you enter a Quantity that exceeds the amount of stock the system thinks is Available, a warning message will appear:

In the above screen shot, the quantity of “Watch size: Small” requested for transfer (6) exceeds the quantity available (5).

Cancelling a Transfer Request

Any transfers which have not yet been dispatched (i.e. for which step 2 has not yet been completed) can be cancelled quite quickly.

Go to the Stock menu and click on Transfers.
Ensure your Location is set to the branch receiving the goods.

In the Transfers Receiving column at the top left,

click the Location that the transfer(s) you wish to cancel are being sent from.

There’s two ways to cancel transfers from here:

Either click the Cancel link at the right of the screen for each item in turn:

Or,

tick each item, then go down to the Batch Actions at the bottom of the page and select Cancel, followed by go.

Whichever route you take to cancel the transfer, the transfer(s) should be cancelled completely off the system and will immediately disappear.

How will I know if anyone has requested a Transfer from me?

There will be a message on your Cybertill homepage.

Towards the bottom of your homepage, you will see a section entitled Stock Transfers.

If there are no Transfer Requests awaiting your attention, this section will be empty.

If there are Transfer Requests outstanding that involve your Location, you will see messages appear like the ones in the screen shot above. These tell you what types of Transfer Requests are outstanding, and for how many units of stock.

It is good practice to check these messages frequently, to ensure you’re aware of all the outstanding Transfer Requests that involve your store.

Note: when a branch requests items from you, it will not flash up any messages to that effect on screen. You’ll need to check either the Homepage or the Transfers screen to see them.

What happens to my stock levels throughout the IBT process?

This section of the User Manual will go into detail about exactly what effects each step of the IBT process has on the stock levels of both the ‘sending’ and ‘receiving’ branches.

Take a look at these two “starting” stock levels:

In the examples below we can see here that there are currently 19 units of item OBQ001 in the ‘Huyton’ Location…

There are currently 0 units of item OBQ001 in the ‘Prescot’ Location:

Effects of Step 1 – placing the Transfer Request

A Transfer Request has been placed to send 5 units of item OBQ001 from ‘Huyton’ to ‘Prescot’.

If we look back at Huyton’s stock levels…

The Stock column has remained the same, but there is now ‘5’ showing in the Held column.

This will be reflected on the till screen. Were we to check the stock level for this item on one of Huyton’s Tills, it would show:

So, if another store requests an item from your own store, it may be advisable to take it off the shelves at the first opportunity. If you don’t, you run the risk of a Customer attempting to purchase an item which the system has already reserved for the other store.

The Prescot Locations stock levels are as follows:

Notice that the IBT column to the right now shows 5. This column shows how many units of this item that other branches have been requested to send in to Prescot.

Effects of Step 2 – Despatching the items

After the item has been dispatched from Huyton, here is how each of the Branches’ stock levels look:

In Huyton, both the Stock and Held levels have been subtracted accordingly. Now those 5 units have been dispatched, they’ve been subtracted from this branch completely.

In Prescot, nothing has changed yet. Its situation is exactly the same as before; this shop still has 0 in stock, and they’re still waiting for those 5 to come in on an IBT.

Effects of Step 3 – Booking in the items

Once the items have been booked in to Prescot, predictably enough, they now have an extra 5 in its current Stock levels. Also, note that as the transfer has now arrived, that 5 has been taken out of the IBT column.

Back in Huyton, nothing has changed. Huyton’s responsibilities ended when the item was dispatched in step 2. Step 3 has not affected it at all.

How can I see what items are ‘in transit’?

You may have observed in the previous chapter that items ‘in transit’ (i.e. after step 2, before step 3) do not show in the Stock figure for either branch. Therefore, items in transit will not be counted in any of the standard Stock Reports (e.g. General Overview, Stock Valuation etc).

In order to see how much of your stock is in transit (and therefore get a truly accurate picture of the value of your stockholding), you should consider using the Stock-In-Transit Report.

This can be found toward the bottom of the Stock menu:

When you click on this link, like many of the reports in Cybertill, you will first of all be presented with Filters Options.

The field at the top of this page Product reference (optional) is not mandatory and can be left blank. If you enter an item reference code into this field, then the report will only show any instances of that particular item that it finds in transit. If you leave the field blank, it will show all items that it finds in transit (and that meet the other filters’ criteria of course).
The Branch field - if you wish to report on all the items in transit to a specific branch, choose ‘Display values for requesting branch’ here. If you wish to report on all the items in transit from a specific branch, choose ‘Display values for transferring branch’ from here.

If you wish to report on all the items in transit, from everywhere to everywhere, it doesn’t matter which of these options you choose.

The Location field is where you select the relevant Location name.
The Stock Valuation Method box lets you choose whether the report the “average cost” or “current cost” values for all the items on this report.
The Group by option allow you to choose from several different ways in which the results of the report will be presented.

Some examples of how it works:

If you were to choose ‘Brand’, for example, then on the results page, you will be presented with several different ‘tables’, one for each Brand. Within each of those tables, there will be separate row for every product that belongs to that brand (and that is in transit).

Similarly, if you were to choose Stock Ref, you’d get a different table for each Stock Ref, and within those tables, you’d get a separate row for each product that belonged to it.

Either way, the bottom line of the report will not change. The ‘totals’ at the bottom of the report will remain exactly the same, regardless of how you “group” the results; whatever way you “group” the report, it will still ultimately be reporting on the exact same data.

Once you have set the above filters as you see fit,

▪ click the Generate button at the bottom of the page to run the report.

You should be presented with a results screen looking something like this:

This particular example report was grouped by ‘Consignment’. Depending on what grouping option you chose, your report might be laid out slightly differently to this example.

From left to right, we can see:

the Item Reference code (ItemRef) of the items in transit,
The Branch to which they are going / from which they have left (depending on how the relevant filter from the previous page was set),
The Item Name & style information, where applicable (‘styles’ refers to any variations a product may have, e.g.

size or colour – see the relevant manual for more information),

The Qty (quantity) of units in transit,
Their Retail value,
and finally, their Cost value.

If you click on the small Modify Filter link at the top right of this page, you will be taken back to the Filter Options.

If you click on the Export to CSV link at the very bottom left, then this report will be exported from the system as a .CSV spreadsheet file.

What other methods are there of performing Step 1?

There are a couple of other options in the Stock menu from which you can perform a ‘Step 1’:

New Request
Stock Replenishment

Creating a Transfer Request using the New Request screen

This particular form may be useful if you already know what product(s) you would like to have transferred into a particular store, and would like to see which of the other stores it is currently available in. It is found near the top of the Stock menu.

When you click on New Request, you will be presented with this screen:

Firstly,

ensure that your system is currently set to the branch where you would like the transfer sent to (i.e. the ‘receiving’ branch). Use the Change location to change this.

Once you have the correct branch selected,

type in the Item Reference code for the item which you want to transfer. If you don’t know it,
click on the … button immediately to the right.

This will open a search window.

Use this window to search for the item in question.

When you find the item you want,

highlight it, click Finish, and you’ll see that the system enters the item reference code into this box for you.

Note: if want to search for a Product by name, the best method is to enter a % symbol, followed by a word from the product’s name. For example, if you were to type in %shirt, the system would then list all the items it finds with the word “shirt” somewhere in their names.

Click Get Product to continue.

The Transfer Details page will open:

For the item whose code you entered, you will see its current Stock level for every individual branch, along with the Held, Minimum and Maximum figures.

At the right of the screen will be a Transfer Qty column.

Type in the appropriate quantities that you wish to request from the appropriate branches here.

Note: if a branch doesn’t have any of the item available, you may not be able to request it.

In the Transfer notes… field,

type in any notes you wish to add to this Transfer Request. (These will be visible in the Transfer Request /

Transfers Received screens.)

To place the Transfer Request,

click on the Create Transfer Request button.

You should see a success message at the top of the screen appear:

… and the relevant Held figure should increase accordingly, as the items you request are reserved for the transfer.

As soon as you see the above, the Transfer Request has been created, and will be visible in Transfer Requests and Transfers Received as standard.

Creating a Transfer Request using the Stock Replenishment function

If you have set up Minimum and Maximum levels for all of your products in all of your stores, you may find this function extremely useful for replenishing the stock of your stores from a ‘warehouse’ Location. This function will cause the system to examine the Min and Max levels for all the products in the shops of your choice. Should it find any ‘under stocked’ items in the shops (i.e. items for which the available stock level has fallen below the Minimum level), it will check to see if the relevant items are available in your ‘warehouse’, and if they are, it will quickly create Transfer Requests asking for enough stock from the Warehouse to top the items’ stock levels back up to the Maximum (or as close as possible) for each of the selected shops.

This function considers whether any Transfers or Purchase Orders are already outstanding too. For example, if an item’s stock level has fallen below the Minimum in one of the shops, but that shop has already placed an order directly to the suppliers which – once it’s delivered – would take the stock levels back up over the Minimum, then the item would not be brought up by the Stock Replenishment. (It appears to the system that the ‘under stocked’ problem is already being dealt with by that purchase order.)

From half way down the top of the Stock menu,

select Stock Replenishment.

The Stock Replenishment page will open displaying a list of Filter Options:

Firstly, ensure that your system is currently focused on the Warehouse branch (i.e. the branch that you will be sending out stock from). Use the Change location box at the top of the screen if needs be.

To use this screen:

In the Locations* dropdown,

highlight the relevant stores that you wish to replenish the stock for.

Note: you can highlight more than one by clicking & dragging or holding the CTRL key on the keyboard down while you click each of the branches in turn.

Beneath, you will find filters for Category, Season, Supplier and Brand. Should you wish it, you can select any combination of these four filters in order to restrict which products you want to replenish. For example, if you only wanted to replenish all products in the “Watches” category and of the “Autumn Winter 2019” season, simply highlight “Watches” in the Category box and “Autumn Winter 2019” in the Season box.

As before, you can select multiple Categories, Seasons etc. by clicking and dragging and / or holding the CTRL button down while clicking on multiple options.

Should you wish to quickly select all Categories, Brands etc, then click on either the [Select All] or the [Reset] buttons at the right of the screen. (Both have exactly the same effect.)

Note: if you do not select any specific Categories, Seasons, Suppliers or Brands, the system will attempt to replenish the stock for all of them by default.

At the bottom of the Stock Replenishment screen, there is an option called Stock Requirement Calculation*.

Click into this box and select the option for ‘Min / Max Stock Levels’.

Next, click the Display Stock Requirements button at the bottom left.

Your system might take a few moments to think here. After a few moments, you will be taken to a screen like this:

You will see all of the Products listed which are under-stocked in the stores selected on the previous screen, and that are available in the ‘Warehouse’ location. Bear in mind that any items which are not in stock in the ‘Warehouse’ location will not appear on this screen, even if they are under-stocked in the stores selected on the previous screen. You will never see any items that the ‘Warehouse’ does not have here.

This screen will give a breakdown of the various items’ current stock levels at each branch (in the Stock column), as well as a quick glance at the Min, Max, POP and IBT levels in each of those branches.

The Available column shows how many units are available in the ‘warehouse’ location.

Finally, the Balance column shows how many units will be available in the ‘warehouse’ location were you to carry out a transfer for the quantities currently suggested. (In other words: this is what your stock levels will be if you go ahead with this transfer.)

Should you wish to adjust the quantities to be transferred, click on the [ - ] and [ + ] buttons on either side of the relevant cell in the Req column, to reduce or increase the quantity respectively. You can also click into the cell itself and edit the figure directly.

When you are happy with the quantities to be transferred, click on the Create Transfer button at the bottom-right of the page. That’ll create all these transfers for you.

Can I request that an item be transferred in from another Location for a Customer via the Till?

Yes, you can. There are two ways in which you can do this.

Search for the relevant item to bring up its details on the left of the screen.

Once you have brought up the item’s details, note the row of buttons just above them: INFO, STOCK, ASSOC and PHOTO.

Click on the STOCK button.

You’ll see the item’s current stock level in your branch, and if there are any units elsewhere in your company that you are permitted to request, you will see the relevant branch or branches’ stock levels too.

(In the above screenshot, we can see that the item has 14 in stock in this shop, but the Prescot store has 5.

To request that a unit be transferred to you,

click on the grey IBT button for the relevant branch.

If you wish to request that more than one unit be transferred,

enter the relevant quantity in the QTY field before clicking on the IBT button.

Confirm the transfer by selecting OK.

Scan an item into the shopping basket that is out of stock, you may see a window like this appear (see overleaf):

Note the message that says You can perform an IBT for this item. (This will not appear, of course, if there are no locations that have this item available.)

Click the text, and the window will expand to show exactly which branches have the item in stock.

Click the TRANSFER button on the right of the screen to request the items be transferred in from that store.

Note: the “your item is out of stock” prompt may not appear on your system. There is a switch within Admin > Default Settings which lets you control whether or not the till prompts operators in this manner if they’re attempting to add an out-of-stock item to the basket. If this switch is set to “No”, then the “your item is out of stock” window will not appear at all, and so you won’t be able to use this second method unless you change that switch.

Whenever you request an IBT via the Till, the system will force you to record the customer’s details and set up a delivery or collection of the item(s) at a later date. It will do this regardless of which of the above two methods you choose.

Despatching stock to another Location via the Till

When you are ready to despatch a transfer to the store that has requested it you can also do this from the Till point rather than logging out of the Till and into the back office.

Log into the Till.
Click on the Other Options button.

Click on the Transfer requests button.

If you have any Transfer Requests they will be shown like below:

Tick the items you are going to despatch so that they and then click on the DESPATCH button.

When the Despatching box appears,

complete the relevent fields.

Select the Reason you are transferring the stock.
Select the branch you are Delivering to.
Select the courier service you are using to send the stock.
Enter in a Consignment Reference.

Once you have entered all these details,

click on the OK button

A Transfer Receipt will print from the Receipt printer.

Booking in transfers via the Till

When you have received Product(s) from another store or from the Warehouse you can book them in via the Till.

Note: you can only book stock in at the Till screen if the correct number of items have been received. If there is a discrepancy, you will have to follow the instructions above for booking in a transfer via the Back Office.

Log into the Till.
Click on the Other Options button.

Click on the Transfer received button.

If you have any items that have been marked as despatched from another store or the Warehouse they will be shown in the list highlighted green. Anything that is not highlighted in green is still pending despatch.

If you have the correct number of products that you have showing on your screen,

tick the items you have received and click on BOOK IN.

You will then be asked to confirm you want to book these items in.

Click OK.

Transfer History

There is an option in the Stock menu called Transfer History.

When you first open this page, it will simply list all of the transfers that have ever taken place:

From left to right:

Despatched shows the date this consignment was dispatched out from the ‘sending’ branch.
Received shows the date this consignment was booked into the ‘receiving’ branch. (If this is blank, the consignment is still in transit.) ➢ From shows the ‘sending’ branch.
To shows the ‘receiving’ branch.
Consignment shows the consignment reference for this particular delivery.
Total Cost shows the total cost value of the items being transferred.
Total Retail shows the total retail value of the items being transferred.

If there are too many different consignments to easily check through, you can use the filter icon at the top of the screen:

Click this, and a filters panel will pop up that you can use to filter what transfers you’re viewing.

You could use this to choose a Date Range, for example, or to only view Transfers involving a certain location.

Choose your options here, then click Filter.

The panel will disappear, and any consignments that do not match your filters will be taken off screen.

(If you want to remove your filters, simply open the filters panel again and click Reset.)

If you click the little icon next to each consignment reference, you’ll see a list of all the items that were transferred in this particular consignment:

Transferring Stock Between Locations User Manual

Introduction

What does ‘IBT’ stand for?

How does the IBT process generally work?