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Transfer Planner Setup Dashboard

Distributor steps for setting up transfers between warehouse locations in Encompass with the Transfer Planner Setup dashboard: add a transfer direction, clearing product, and the customers/vendors it creates. v24.11+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 24.11

Pre-Conditions

1. Distribution Area and Income Area, Charge Area, Deposit Area, and Jurisdiction for transfers must exist. These attributes or fields will likely be different for those dependent on the retail or wholesale customers.
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2. The Transfer Planner Setup dashboard will now automatically designate a predetermined transfer clearing product in the Companies table.


3. To opt into this new feature, set the Transfer Clearing Product field in the Companies table.

  • Note: This transfer clearing configuration is best suited for simple company configurations. Customers with a more complex configuration or that require inter-company clearing should use the Auto AR/AP write off functionality. See the Transfer Planner Overview and Workflow help resource for how to set this up.

Steps

Creating Transfer Direction

1. Using Universal Search, navigate to the 'Transfer Planner Setup' Dashboard.
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2. Select 'Add Transfer Direction'.
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3. Select the 'FromLocation' where Transfers will be picked and loaded from.
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4. Select the 'ToLocation' where Transfers will be Received and put away in.
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5. Select the 'ToCompany' that the AP will be created under.
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6. To prevent creating Transfers at cost, utilize the 'Transfer Clearing Product' field. Next, enter the Product created to clear AP/AR in the site. This is not required and can be added later on in the process.
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  • The Transfer Planner Setup dashboard will automatically designate a predetermined transfer-clearing product in the Companies table.


7. Enter a Transfer Clearing account if the site utilizes one. This is not required, and each Transfer Customer and Vendor will automatically create their own AP/AR Accounts. These will be created for the user and can have a Transfer Clearing product added to them to ensure they are automatically cleared when running end of Day.
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8. Select the 'DistributionArea' needed for the 'FromLocation'. Only relevant Distribution Areas will show in the drop-down to select.
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9. Select the Desired 'Charge Area' for Transfer Invoices. This will be set on the transfer customer, usually this is a "No Charge" charge area because there are not usually any invoice charges for transfer customers or invoices.
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10. Select the Desired 'Deposit Area' for Transfer Purchases. This will be set on the transfer customer, it is recommended to use a deposit areas with packages deposits setup so that the deposit costs is transfer for kegs.
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11. Select the desired 'Jurisdiction' for the Transfer Customer to utilize. This will be set on the transfer customer, usually this is a jurisdiction that is not setup that is not set up with any depletion taxes.
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12. Select 'Create Transfer Direction'.

Transfer Rules
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  • Transfer Rules are now created and will show just below the filters on the Transfer Planner Setup Dashboard. Transfer Vendors and Customers will also be created, as well as the EDI used between locations.

Data that is created:
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1. Customer Type = Transfer
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2. Customer = Transfer Location A to Location B
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3. ARAccount = Transfer Location A to Location B
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4. Route Type = Transfer
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5. Routes: A transfer route for each day of the week will be created. Ex. Transfer From 'LocationAMon'
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6. Stops for the 5 routes for the transfer customer
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7. If the transfer clearing product / account are entered in using the Transfer Setup Dashboard - Step 4, "Transfer" AR and AP terms will be created, as well as the income and expense account mapping.
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8. Vendor = Transfer Location A to Location B
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9. AP Account = Transfer Location A to Location B

10. Trading Partners = Set on Customers, Vendors and Exchange Configurations

NOTE: Company on the AP Account the Company selected in Using the Transfer Setup Dashboard - Step 3.
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11. Exchange Congurations and Exchange Configuration AP/AR Accounts
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12. Inventory Transfer Rules

Cross Company - No Transfer Clearing - Terms can write off to company due to/due from or use AR/AP to track

1 Location - 2 Companies

  1. User Transfer Planner Setup Dashboard to 1st Company

  2. Setup Split Invoices on customer from step 1

  3. Create New AR Account

  4. Create New Vendor and AP Account

  5. Create 3 New Exchange Maps - copied from step 1

  6. Update AR Account and AP Account

  7. Update Receiver ID and SenderID to have prefix for company

  8. Test

Fields And Definitions

  • From Location - Where Transfers will be picked and loaded from.
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  • To Location - where Transfers will be Received and put away in.

Best Practices

Create each Transfer Location and test that the Purchase and invoice are created as expected. This includes ensuring the correct location is used on the Purchase in the 'To Location'.

Setup Best Practices

- Address Locations must be Unique (multiple locations can't be the same Ex. Brewery and Taproom, Beer and Spirits)

- Set the From Customer address = From Location so loadsheets go to correct location

- Set the To Vendor address = To Location Address so purchases go to correct location

- Click the arrow to view the Inventory Transfer Rule and set the Purchase Cost Rule - usually do not accrue.

- If no cross company transfers - Set the Company Transfer Clearing Product with Transfer Clearing Product with Income/Expense Account Maps

**If there is cross company or split invoices for cross company reach out to support.

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