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Move stock and invoice between your own companies

When two of your companies trade with each other, the paper between them has to say so, and both companies’ stock has to agree. Keelvy records one document and two stock movements for every line.

These features are not on every plan. If you do not see New transfer in Documents, check Settings → Plan and usage.

Before you start

Section titled “Before you start”
  • Add both companies in Settings → Legal entities. See Run several companies in one workspace.
  • Give every warehouse the Owner company that owns its stock. Open Warehouse → Locations and set it on the location group. A transfer needs at least two locations, each in a group with an owner.
  • Set the Intercompany transfer price list on the company that buys. It is the list that company buys at when another of your companies sells to it. Without it, a transfer needs a price on every line.

Record a transfer

Section titled “Record a transfer”
  1. Open Documents → Documents, then More → New transfer.
  2. Under From (seller), choose the location the goods leave. Its group’s owner is the selling company.
  3. Under To (buyer), choose the location they arrive at. Its group’s owner is the buying company.
  4. Optionally choose a Transfer price list. Leave it empty to use the buyer’s own.
  5. Choose the Document language and add a Note.
  6. Add lines: choose Product or Material, the Quantity, and the Transfer price. Leave the price empty to take it from the price list. A material always needs a price typed in.
  7. Click Record transfer.

The transfer is a sale by the first company and a purchase by the second. It shows in the list as an Intercompany transfer, with its own number.

If you cancel it, both stock movements are reversed before the document is canceled. Canceling the paper alone would leave the goods in the buying company while the document said the sale never happened.

Let one company sell what another holds

Section titled “Let one company sell what another holds”

When an order ships from a warehouse owned by a different company from the one that sells, Keelvy records the supply between the two at dispatch, without any goods moving between warehouses. This is drop-ship between your own companies: one company sells, another supplies it, and the goods leave from wherever they are.

The paper between them is an Intercompany supply document. It is invoiced per dispatch, or in one batch for a period. You choose how in Intercompany settlement.

A dispatch is refused, with the reason, when:

  • the selling company has no transfer price list, so the purchase cannot be priced: set one on that company;
  • a product in the parcel has no price on the transfer price list: price it there first;
  • the two companies keep their books in different currencies. A sale between them needs a single currency;
  • the order was already supplied by a different one of your companies: ship this parcel on an order of its own.

To see what a supply document settled, click Coverage on it. It lists each dispatched parcel line at the price the two companies actually settled it at. The transfer price list can change tomorrow. What was invoiced cannot.

Section titled “Related”