Documentation

Transfers

A transfer moves equipment from one inventory holder to another — tech-to-tech, tech-to-warehouse, warehouse-to-tech. Unlike a Purchase Order (which brings equipment into the company from a vendor) or a Spillage report (which writes it off as lost), a transfer just reshuffles what's already here.

Transfers are two-party: one side initiates it, the other side accepts (or rejects) it. Equipment doesn't actually move in SecurityTrax's ledger until the receiver accepts. If you're being sent something, you need to physically receive the boxes and then accept the transfer in SecurityTrax to finalize.

Some terms:

  • Inbound — someone is sending equipment to you.
  • Outbound — you sent equipment to someone else.
  • Pending — a transfer that's been created but not yet accepted or rejected.
  • Rejected — a transfer the other party declined. For outbound: the equipment never left your count.
  • Inventory participant / sink — the generic term for anyone who holds inventory in SecurityTrax. That can be a tech, a sales rep, a company warehouse ("base"), or a customer. Each has a type label (e.g. "Tech", "Base") shown in parentheses next to the name.

Getting here

  • From any inventory page, click the Transfers tab in the inventory sub-nav.
  • Or navigate directly to https://portal.securitytrax.com/{your-company}/home/inventory/transfers.

Page layout

The page has two stacked lists separated by a horizontal divider:

  1. Inbound Transfers (top) — pending transfers coming to you.
  2. Outbound Transfers (bottom) — pending or rejected transfers you sent.

Above the Inbound list is a + New Transfer button (top-right). Above the Outbound list is the section heading and an explainer:

"Outbound transfers allow you to transfer your on-hand equipment to other inventory participants. Once they receive the equipment and accept it, it will be removed from your inventory."

For Inbound, the page-level explainer (next to the New Transfer button) reads:

"Inbound transfers contain equipment being set to you. You should review the transfers accept them once you have the physically received the equipment."

Inbound Transfers list

Each row shows:

Column What it shows
# A green badge with the quantity being sent to you.
Equipment The equipment name, with a small subtitle showing From: {sender name} ({sender type}) — e.g. "From: Warehouse East (Base)" or "From: Mike Jones (Tech)".

Click anywhere on a row to open the Accept/Reject modal.

Accepting or rejecting — step by step

  1. Click a row. A modal opens titled "What would you like to do?".
  2. At the top of the modal: the quantity badge, the equipment name, a line with the Transaction ID, and a warning that the action cannot be undone.
  3. Three buttons along the bottom:
    • Cancel — close the modal, no change.
    • Reject (red danger) — decline the transfer. The equipment stays with the sender.
    • Accept (primary) — confirm receipt. The equipment moves to your on-hand count and the transfer closes.
  4. Click the action you want. The list refreshes.

Heads up. Don't click Accept until you have the boxes in hand. Accepting is the formal handoff — once done, the equipment is your responsibility. If something never shows up, reject.

Outbound Transfers list

Each row shows:

Column What it shows
# A red badge with the quantity you sent.
Equipment The equipment name, a subtitle showing To: {recipient name} ({recipient type}), and — on the right — a status badge: Pending (zinc) or Rejected (red).

If a transfer has been accepted by the recipient, it disappears from this list (it's complete — there's nothing for you to do). Rejected transfers stay here so you know they bounced.

Click a row to open the Delete Transfer modal (only meaningful for Pending transfers, or for tidying up rejected ones).

Deleting a pending/rejected transfer — step by step

  1. Click the row. A modal opens titled "Delete this transfer?" showing the quantity, equipment, transaction ID, and the "cannot be undone" warning.
  2. Click Cancel to back out, or Delete (red danger) to remove it.

Deleting a Pending outbound transfer returns the equipment to your on-hand count. Deleting a Rejected outbound transfer just cleans up the record (the equipment was already returned when it was rejected).

Creating a new outbound transfer

Click + New Transfer at the top-right of the page. SecurityTrax takes you to a dedicated New Transfer page (route home.inventory.transfers.create).

The form

You'll see a card titled Transfer with four inputs:

Field Required? Type Validation Notes
Equipment Yes Searchable select Must be an active equipment item in your company's catalog What you're sending. Only items you can actually transfer are listed.
Recipient Yes Searchable select Must be an active inventory participant (tech, warehouse, etc.) Who you're sending it to.
Quantity Yes Select or number If you can see on-hand counts, this is a select from 1 up to your on-hand count for the chosen item. Otherwise, a free-form number input. If on-hand visibility is restricted for your account, you'll see a plain number input and SecurityTrax validates against your actual count on save.

Step-by-step

  1. Pick an Equipment item from the searchable dropdown.
  2. Pick a Recipient — who's getting the boxes.
  3. Pick the Quantity. If you see a dropdown, it caps at what you currently have. If the item shows zero on hand for you, the Quantity field won't appear at all — you can't transfer what you don't have.
  4. Click Save at the bottom-right of the card.

SecurityTrax creates the outbound transfer with status Pending, decrements your on-hand count immediately (so you can't double-promise the same items), and adds the transfer to the recipient's Inbound list. It stays Pending until the recipient acts.

When to use Transfers vs. Spillage vs. POs

  • Transfers — the equipment is physically going somewhere inside the company.
  • Spillage — the equipment is being written off: damaged, lost, returned to the vendor, given back to a customer.
  • Purchase Requisitions & Orders — you want more equipment from a vendor.

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