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Transfer Document Integration

Add assets to Business Central Transfer Orders to automatically transfer asset custody between locations alongside inventory movements.

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Understanding Transfer Integration​

What is Transfer Document Integration?​

Transfer Document Integration = Automatic asset transfer between locations during BC Transfer Order posting

How It Works:

  1. Add asset lines to BC Transfer Order (alongside item lines)

  2. Post Transfer Shipment

  3. Asset automatically transfers From Location → To Location

  4. Holder Entries created

  5. Complete audit trail

Business Value: Assets move with inventory in standard BC transfer workflow - one document, complete tracking

Transfer Document Flow​

Location-to-Location Transfer​

Transfer Order → Transfer Shipment → Transfer Receipt

1. Create Transfer Order 2. Transfer-from Location: WAREHOUSE-A 3. Transfer-to Location: WAREHOUSE-B 4. Add Asset Lines (assets to transfer) 5. Post Transfer Shipment 6. AUTOMATIC: Asset transfers WAREHOUSE-A → WAREHOUSE-B 7. Post Transfer Receipt (updates quantities only)

Key Point: Asset holder changes at SHIPMENT posting, not receipt

Adding Asset Lines to Transfer Orders​

Transfer Asset Lines Subpage​

BC Transfer Orders have a separate Asset Lines subpage (Asset Pro extension):

Location: Below main Transfer Lines subpage

Purpose: Add assets that will transfer between locations

Fields:

  • Asset No. (required)

  • Asset Description (auto-filled)

  • Quantity to Ship (default 1)

  • Quantity to Receive (auto-updated)

  • Reason Code (optional but recommended)

  • Description (optional)

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Step-by-Step: Adding Asset Lines​

Scenario: Transferring 10 servers from DATACENTER to WAREHOUSE

Step 1: Create Transfer Order

  1. Create new Transfer Order

  2. Transfer-from Code: DATACENTER

  3. Transfer-to Code: WAREHOUSE

  4. Add item lines (if transferring inventory too)

Step 2: Navigate to Asset Lines

  1. Scroll below main Transfer Lines section

  2. Find Asset Lines subpage

  3. Click in first asset line

Step 3: Add First Asset

  1. Asset No.: SRV-001

  2. Asset Description auto-fills

  3. Quantity to Ship: 1 (default)

  4. Reason Code: RELOCATION

  5. Description: "Data center consolidation"

Step 4: Add More Assets

  1. Repeat for SRV-002 through SRV-010

  2. All with same Reason: RELOCATION

  3. Individual descriptions if needed

Step 5: Save

  • Transfer Order now has 10 asset lines

  • Ready to ship

Asset Line Fields​

Asset No. (Required)​

Purpose: Asset being transferred between locations

Validation:

  • Asset must exist

  • Asset must not be blocked

  • Asset must not have parent

  • Asset must be at Transfer-from Location

Lookup: Filtered to assets at Transfer-from Location

Asset Description (Read-Only)​

Purpose: Asset name for reference

Auto-Populated: From asset record

Quantity to Ship (Numeric)​

Purpose: Quantity to ship (typically 1 for assets)

Default: 1

Range: 0 or 1 (assets are unique)

Use 0: To skip shipping this asset

Quantity to Receive (Numeric)​

Purpose: Quantity to receive at destination

Auto-Updated: When shipment posted

  • Shipment posting sets Quantity to Receive = 1

  • Receipt posting clears it to 0

Not Editable: System-controlled

Quantity Shipped/Received (Read-Only)​

Purpose: Track shipped/received quantities

Auto-Updated: On shipment/receipt posting

Reason Code (Optional)​

Purpose: Why asset being transferred

Common Codes:

  • RELOCATION - Facility move

  • REORG - Warehouse reorganization

  • CONSOLIDATION - Consolidating operations

  • DEPLOYMENT - Equipment deployment

  • BALANCE - Load balancing

Benefit: Reporting by reason

Description (Optional)​

Purpose: Line-specific notes

Examples:

  • "Data center consolidation project"

  • "Warehouse closure - moving to main facility"

  • "Seasonal inventory rebalancing"

Posting Transfer Shipment​

Before Posting​

Verify:

  • Asset lines added

  • Transfer-from and Transfer-to locations correct

  • Quantities correct

  • Reason codes set

  • Assets at Transfer-from Location

How to Post Shipment​

Step 1: Post Shipment

  1. Open Transfer Order

  2. Click Post → Ship

  3. Or use Post Shipment action

  4. Click OK

Step 2: Automatic Processing

  • BC posts transfer shipment (standard)

  • Asset Pro intercepts posting event

  • Creates temp Asset Journal lines

  • Posts journal (creates Holder Entries)

  • Updates asset Current Holder to Transfer-to Location

  • Creates Posted Shipment Asset Lines

  • Updates Quantity to Receive on source lines

Step 3: Confirmation

  • Shipment posted message

  • Posted Transfer Shipment No. shown

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What Happens to Assets at Shipment​

For Each Asset Line:

  1. Holder Entries Created:

    • Transfer Out: Transfer-from Location → (leaving)

    • Transfer In: Transfer-to Location (arriving)

    • Transaction No. links them

    • Document No. = Posted Transfer Shipment No.

  2. Asset Updated:

    • Current Holder Type = Location

    • Current Holder Code = Transfer-to Code

    • Current Holder Since = Posting Date

  3. Posted Asset Line Created:

    • Posted Transfer Shipment Asset Line

    • References asset and shipment

    • Permanent record

  4. Source Line Updated:

    • Quantity Shipped = 1

    • Quantity to Ship = 0

    • Quantity to Receive = 1 (ready for receipt)

Critical Point: Asset holder changes IMMEDIATELY at shipment, NOT at receipt

Posting Transfer Receipt​

What Receipt Does​

Receipt Posting (after shipment):

  • Updates quantity received on asset lines

  • Creates Posted Transfer Receipt (BC standard)

  • Does NOT change asset holder (already changed at shipment)

Purpose: Complete the two-step transfer process, close lines

How to Post Receipt​

Step 1: Post Receipt

  1. Open Transfer Order (already shipped)

  2. Click Post → Receive

  3. Or use Post Receipt action

  4. Click OK

Step 2: Processing

  • BC posts transfer receipt (standard)

  • Asset Pro updates Quantity Received on asset lines

  • No holder entries created (already created at shipment)

  • Clears Quantity to Receive

Step 3: Completion

  • Transfer Order fully processed

  • Assets at destination location

  • Complete transfer cycle

Posted Transfer Shipment Asset Lines​

What Are They?​

Posted Shipment Asset Lines = Permanent record of assets transferred

Location: Posted Transfer Shipment → Asset Lines subpage

Fields:

  • Asset No.

  • Asset Description

  • Transfer-from Code

  • Transfer-from Name

  • Transfer-to Code

  • Transfer-to Name

  • Reason Code

  • Description

  • Posting Date

  • Transaction No. (links to Holder Entries)

Purpose: Document-specific audit trail

Use Cases​

Use Case 1: Warehouse Consolidation​

Business Process: Closing old warehouse, moving all assets to main facility

Steps:

  1. Transfer Order

  2. From: OLD-WAREHOUSE

  3. To: MAIN-WAREHOUSE

  4. Asset Lines: 50 assets

  5. Reason: CONSOLIDATION

  6. External Doc No.: PROJ-CONSOLIDATE-2024

  7. Post Shipment

  8. Result: All 50 assets at MAIN-WAREHOUSE

  9. Post Receipt (close transfer)

Benefit: One document moves all assets, complete audit trail

Use Case 2: Seasonal Inventory Rebalancing​

Business Process: Moving equipment between retail locations for seasonal demand

Steps:

  1. Transfer Order

  2. From: STORE-NORTH

  3. To: STORE-SOUTH

  4. Asset Lines: 10 display units

  5. Reason: BALANCE

  6. Description: "Summer season rebalancing"

  7. Post Shipment and Receipt

Result: Assets follow seasonal demand, tracked in BC

Use Case 3: Data Center Migration​

Business Process: Migrating servers between data centers

Preparation:

  1. Create Transfer Order per migration batch

  2. From: DC-OLD

  3. To: DC-NEW

  4. Asset Lines: 20 servers per batch

Execution (repeat for each batch):

  1. Physical prep servers

  2. Post Transfer Shipment

  3. Asset custody immediately at DC-NEW

  4. Transport servers

  5. Install at DC-NEW

  6. Post Transfer Receipt

Benefit: Real-time custody tracking during migration

Use Case 4: Equipment Deployment to Remote Sites​

Business Process: Deploying equipment to multiple remote locations

Create Multiple Transfer Orders:

  1. Order 1: CENTRAL → REMOTE-SITE-A (10 assets)

  2. Order 2: CENTRAL → REMOTE-SITE-B (15 assets)

  3. Order 3: CENTRAL → REMOTE-SITE-C (12 assets)

Post Each:

  • Shipment when equipment leaves central

  • Receipt when confirmed at remote site

Result: Complete deployment tracking across sites

Integration with Inventory Transfers​

Combined Asset and Inventory Transfer​

Scenario: Transferring servers AND related spare parts

Same Transfer Order:

  • Transfer Lines: Inventory items (spare parts)

  • Asset Lines: Servers

Post Shipment:

  • Inventory shipped (standard BC)

  • Assets transferred (Asset Pro)

  • Both tracked in one document

Benefit: Complete material movement tracking

Validation Rules​

Adding Asset Lines​

Rule: Asset must be at Transfer-from Location

Error Example: "Asset SRV-001 is at Location DATACENTER, but Transfer-from is WAREHOUSE"

Solution: Transfer asset to correct location first, or change Transfer-from

Common Rules:

  • Asset cannot be blocked

  • Asset cannot have parent

  • No duplicate assets on same transfer order

Posting Validation​

Rule: Quantity to Ship must be > 0

Rule: Asset must still be at Transfer-from Location (at shipment time)

Rule: Transfer-from and Transfer-to must be different locations

Troubleshooting​

Problem: Cannot Add Asset - Not in Lookup​

Cause: Asset not at Transfer-from Location

Solution:

  1. Check Transfer Order Transfer-from Code

  2. Check Asset Current Holder

  3. Transfer asset to Transfer-from Location first

  4. Then add to transfer order

Problem: Asset Not at Destination After Posting​

Cause 1: Posted Receipt only (not Shipment)

Solution: Shipment changes holder, not receipt

Cause 2: Quantity to Ship = 0

Solution: Set Quantity to Ship = 1

Problem: Asset at Destination But Receipt Not Posted​

Expected: Asset moves at shipment (design)

Action: Post receipt to complete transfer cycle (housekeeping)

Problem: Cannot Post Receipt - Nothing to Receive​

Cause: Shipment not posted yet

Solution: Post shipment first, then receipt

Differences from Asset Transfer Orders​

BC Transfer Orders (this feature) vs. Asset Transfer Orders (Asset Pro specific):

| Aspect

|

BC Transfer Orders + Assets

|

Asset Transfer Orders

| | --- | --- | --- | |

Purpose

|

Inventory + asset transfers

|

Asset-only transfers

| |

Document

|

Standard BC Transfer Order

|

Asset Pro Transfer Order

| |

Integration

|

Integrates with inventory

|

Asset-specific

| |

Use Case

|

Combined inventory/asset moves

|

Asset-only formal transfers

| |

Users

|

Warehouse users (existing BC workflow)

|

Asset managers

|

Choose BC Transfer Orders When: Assets move with inventory, warehouse workflow

Choose Asset Transfer Orders When: Asset-only formal transfers, no inventory

Transfer Document Integration seamlessly integrates asset tracking into your existing BC inventory transfer workflow. If you already use BC Transfer Orders for inventory, adding assets is a natural extension requiring minimal training!