Choosing the right method
Luminous has two ways to move inventory. Picking the wrong one leads to inaccurate counts.
| Instant Inventory Transfer | Transfer Order | |
|---|---|---|
| Found under | Manage → Locations | Inventory → Transfer Orders |
| Use when | Moving stock immediately between bin locations (no transit time) | Shipping inventory from one warehouse to another with any lead time |
| Tracks in-transit stock | No | Yes |
| Creates a linked PO + Sales Order | No | Yes (automatically on posting) |
| Updates incoming & pending counts | No | Yes |
If there is any time between the inventory leaving one warehouse and arriving at another, use a Transfer Order.
Part 1 — Creating a Transfer Order
Step 1: Open the Transfer Order form
- In the left navigation, go to Inventory → Transfer Orders.
- Click Add New Transfer Order.
Step 2: Fill in the header
| Field | Notes |
|---|---|
| Fulfillment Source | Required. The channel (warehouse group) providing the inventory. |
| Delivery Destination | Required. The warehouse that will receive the stock. |
| Shipping Method | Required. The form will not save without this (e.g., Freight, LTL). |
| Order Date | Defaults to today; adjust if needed. |
| Arrival Date | Expected receipt date. Used by auto-receive if enabled. |
| Order # | A unique identifier (e.g., TO-001). |
| Note | Optional context or instructions. |
Step 3: Configure receiving and shipping options
Three checkboxes control how the system handles the receiving and shipment side of the transfer:
- Auto-Receive Transfer Order on Arrival Date — Luminous automatically creates a Receiving Report entry for this Transfer Order's linked Purchase Order on the Arrival Date. Choose this when you trust the expected arrival date and want a hands-off workflow.
- Open Receiving Report Form on Close — As soon as you save the Transfer Order, the Receiving Report form opens so you can receive immediately. Useful when inventory is already at the destination.
- Auto Mark Sales Order as Shipped — Marks the linked Sales Order as shipped automatically. If you leave this unchecked, you must manually mark the Sales Order as shipped before inventory deducts from the source warehouse.
Step 4: Add line items
Choose one of three methods:
- Add Items Manually — Click Add Multiple Line Items, search for SKUs, and set quantity and unit cost for each.
- CSV Upload — Download the line items template, fill in SKU and Unit Cost, then upload. Check the status column to confirm all rows matched.
- Scan Mode — Click Scan Mode and scan barcodes or type SKUs directly; items are added to the table in real time.
Step 5: Save and post
- Click Save Order (top right) to create the Transfer Order.
- Click Mark as Posted to finalize it.
Once posted, Luminous automatically generates a linked Purchase Order (for the destination) and Sales Order (for the source). Incoming and pending inventory counts update immediately. The TO-generated PO is an internal tracking object and does not sync to QuickBooks Online.
Part 2 — Receiving inventory at the destination warehouse
You have three paths depending on the options you chose when creating the Transfer Order.
Option A: Auto-Receive on Arrival Date (fully automated)
If you checked Auto-Receive Transfer Order on Arrival Date, no action is needed. On the Arrival Date, Luminous automatically creates a Receiving Report against the Transfer Order's linked Purchase Order. Inventory appears in the destination warehouse on that date.
Option B: Open Receiving Report Form on Close (immediate, on save)
If you checked Open Receiving Report Form on Close, the Receiving Report form opens as soon as the Transfer Order is saved. Fill in quantities, select the receiving location within the destination warehouse, and save.
Option C: Manual receiving (at any time)
If neither auto-receive option was enabled, or if inventory arrives in partial shipments, receive manually:
- Go to Inventory → Receiving.
- Click Create Receiving Report (top right).
- Search for the Purchase Order linked to your Transfer Order (search by PO number or the source/destination warehouse name).
- For each SKU, enter the Quantity Received and select the correct Receiving Location inside the destination warehouse.
- Click Add Items.
- Fill in Received Date, Received By, and Tracking Number.
- Click Save Receiving Report.
Inventory is added to the destination warehouse immediately upon saving. Repeat this process for each partial shipment until all quantities are received.
Note: Received quantities are locked once a Receiving Report is saved. If you entered the wrong quantity, use Inventory → Adjustment Entries to correct the count rather than editing the report.
Frequently asked questions
Why didn't my source warehouse inventory decrease after posting? The linked Sales Order must be marked as shipped for inventory to deduct from the source. If you did not check Auto Mark Sales Order as Shipped, go to the linked Sales Order and mark it shipped manually.
Why are my inventory counts not updating after I saved the Transfer Order? The Transfer Order must be posted (not just saved) to trigger inventory updates. Open the Transfer Order and click Mark as Posted.
What if inventory arrives in multiple shipments? Use Option C (manual receiving) each time a partial shipment arrives. Each Receiving Report records only the quantities that physically arrived, and the linked Purchase Order tracks what remains outstanding.
Can I edit a Transfer Order after posting? Posted Transfer Orders are generally locked. Contact Luminous support to discuss reversal options before making changes.
Does the auto-generated Purchase Order sync to QuickBooks Online? No. The PO created by a Transfer Order is an internal tracking object only and does not push to QuickBooks Online.