How to Transfer Stock Between Hubs
Run more than one branch and need to shift a piece of rental gear from one location to another? The Stock Transfer module lets a team member request moving a specific rental asset unit from its current hub to another, and routes that request to an administrator for approval. On approval, Rentablez creates the stock at the destination automatically — you never re-key the item, and every move is logged with who asked, who approved, and when.
Why Use Stock Transfers?
- Right gear, right branch — rebalance inventory so each hub has what its upcoming orders need.
- Controlled, not chaotic — every move is a request an administrator reviews and approves before stock actually changes hands.
- No double entry — approving a transfer creates the destination stock for you and attaches it to the matching asset (or clones a new one).
- Full history — each request keeps its route, notes, timestamps, and (if declined) the rejection reason.
This is not the Store’s “Transfer Stock” action. Inside the Store module, Transfer Stock moves store items (spare parts, consumables, tools) between store locations. The standalone Stock Transfer module described here moves rental asset units — the individual pieces of gear you rent out — between branches/hubs. They are separate features with separate screens.
Before You Start
Stock Transfer only appears when your organisation is set up for multiple branches:
| Requirement | Detail |
|---|---|
| Multi-Branch subscription | The module is part of the Multi-Branch subscription. Without it, the screen is hidden. |
| More than one hub | You need at least two locations to transfer between. |
| View access | Opening Stock Transfer requires asset read access (assets.read). |
| Create access | Raising a request requires asset write access (assets.write). |
| Approve access | Approving or rejecting requires an administrator (admin.all). |
If you can open the module but don’t see New Transfer Request, you have view access but not write access. Ask an administrator to grant asset-write access.
How a Transfer Moves Through Its Stages
Every request follows the same short lifecycle:
- A team member raises a request (Pending).
- An administrator reviews it and either approves or rejects it.
- On approval the stock is created at the destination (Approved); on rejection the request is closed with a reason (Rejected).
Raise a Transfer Request
Open Stock Transfer from the left navigation, then click New Transfer Request. A three-step wizard opens: Source, Destination, then Review.
Step 1 — Pick the Source Hub, Asset and Unit
- Under Source hub, choose the hub the gear is currently at. Rentablez loads that hub’s transferable inventory.
- Under Select asset, pick the asset you want to move. Each card shows how many units are on hand. Use the search box to narrow a long list by asset name.
- Under Select unit to transfer, choose the exact unit. Units are shown by their asset tag (or serial number), along with the unit’s condition. Search by tag or serial if you have many.
Only one unit moves per request. To move several units, raise a request for each.
Step 2 — Choose the Destination Hub
Pick the hub the unit should move to. The source hub is excluded from the list, so you can’t transfer a unit to where it already is.
Rentablez will attach the incoming unit to an existing asset with the same name at the destination hub, or create a new asset there if none matches. You’ll see this explained on screen once you pick a destination.
Step 3 — Review and Submit
The final step summarises the move:
- The route — from hub to destination hub.
- The unit’s Asset, Stock Tag, Serial No. and Condition.
- An optional Notes box — add context for the administrator who will review the request (for example, why the move is needed or when it’s required).
Click Submit Request. You’ll see a confirmation that the request was submitted and is pending admin approval.
Serial numbers are cleared on transfer. If the unit has a serial number, the new stock record created at the destination will not carry it, because serial numbers must be unique across your organisation. The wizard warns you about this before you submit.
Track and Filter Requests
The Stock Transfers list shows every request with its Route (source to destination), Asset, Status and the date it was Requested.
- Search by asset name, tag, or hub name.
- Filter by status using the tabs: All, Pending, Approved, Rejected.
- Filter by hub using the hub dropdown (shown when you have more than one location).
Click any row, or the View link, to open the request’s detail drawer with its full route, stock details, timeline and notes.
Approve or Reject a Request
Administrators see extra controls on pending requests.
Approve
- From the list, click Approve on a pending row for a one-click approval, or
- Open the request and click Approve & Transfer in the detail drawer.
On approval, Rentablez creates the stock at the destination hub and confirms with “Transfer approved — stock created at destination hub”. The request moves to Approved, and the drawer’s Destination section records whether the unit was added to an existing asset or a new asset was cloned, plus the new stock record’s ID.
Reject
Open the request and click Reject. You must enter a rejection reason — this is shown to the person who raised the request, so explain why (for example, “Stock is needed at source hub for an upcoming order”). Confirm to close the request as Rejected.
Status Reference
| Status | Meaning |
|---|---|
| Pending | Request submitted, waiting for an administrator to approve or reject. |
| Approved | Administrator approved it; the unit’s stock now exists at the destination hub. |
| Rejected | Administrator declined it with a reason; no stock moved. |