Branch Requests and Branch Transfers in Bylon EMS

1. Overview

Branch Requests and Branch Transfers are used in Bylon EMS to facilitate the movement of stock between warehouses or branches.

The process ensures that a branch can formally request items from another branch, the supplying branch can process the request and transfer the requested stock, and the requesting branch can confirm receipt of the stock.

This process helps the business to:

• Manage stock between branches and warehouses.

• Track stock requested from another branch.

• Ensure stock transfers are properly authorized.

• Maintain accurate warehouse balances.

• Keep a record of items transferred between warehouses.

• Prevent stock from being added to the receiving warehouse before confirmation.

There are two main processes:

1. Branch Request – used to request stock from another warehouse or branch.

2. Branch Transfer – used by the supplying branch to transfer the requested stock.

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PART A: BRANCH REQUEST

2. What is a Branch Request?

A Branch Request is a formal request made by one branch or warehouse to another branch or warehouse for stock.

For example, if the Nairobi Warehouse has run out of a particular product but the Mombasa Warehouse has sufficient stock, Nairobi can create a Branch Request asking Mombasa to transfer the required quantity.

The request creates a record that the supplying branch can see and use when processing the transfer.

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3. How to Create a Branch Request

Step 1: Open Warehouse Hub

From the Bylon EMS main menu:

1. Click Warehouse Hub.

2. Select Branch Request.

The Branch Request dashboard will open.

Step 2: Click Add

On the Branch Request page:

1. Click Add.

2. The Branch Request form will open.

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4. Completing the Branch Request Form

Complete the required information on the Branch Request form.

4.1 Transfer Request Note Name

This field is automatically generated by the system.

The user does not need to manually enter the name.

4.2 Transfer Request Note Number

The Transfer Request Note Number is also generated automatically by the system.

It provides a unique reference for identifying and tracking the request.

4.3 From Warehouse

Select the warehouse that will supply the requested items.

Example:

From Warehouse: Main Warehouse

This is the warehouse from which the stock will eventually be transferred.

4.4 To Warehouse

Select the warehouse that is requesting the items.

Example:

To Warehouse: Nairobi Branch Warehouse

This is the warehouse that will receive the stock after the transfer is completed and approved.

4.5 Request Date

Select the date on which the stock request is being made.

The request date provides a record of when the branch requested the items.

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5. Selecting Items for the Request

After entering the warehouse information, proceed to the Select Item section.

This section allows the requesting branch to specify exactly which items and quantities it requires.

The item selection area displays information such as:

• Item

• Available quantity from the supplying warehouse

• Available quantity at the requesting warehouse

• Quantity requested

Step 1: Select the Item

Choose the item that you want to request from the other warehouse.

Step 2: Check Available Quantity

Review the available quantity at the supplying warehouse.

This helps you determine how much stock can reasonably be requested.

You should avoid requesting quantities that are not available unless the business has another approved process for handling such requests.

Step 3: Check Quantity at the Receiving Warehouse

Review the quantity currently available at the warehouse making the request.

This helps the user determine whether additional stock is actually required.

Step 4: Enter Quantity

Enter the quantity that the requesting warehouse needs.

Step 5: Tick the Item

Tick/select the item to include it in the Branch Request.

Repeat this process for every item that needs to be requested.

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6. Add a Note

Enter a note where necessary.

The note can provide additional information about the request.

For example:

Stock required to replenish items that are below the required stock level.

A clear note helps the supplying branch understand the reason or any special instructions related to the request.

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7. Save and Approve the Branch Request

After completing the request:

1. Review the selected warehouses.

2. Confirm the requested items.

3. Confirm the requested quantities.

4. Review the note.

5. Click Save.

6. Approve the request.

Approval confirms that the request is authorized and ready for the supplying branch to process.

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8. What Happens After Approval?

Once the Branch Request has been approved, the person responsible for the other/supplying branch will be able to see the request.

The supplying branch can then:

1. Open the Branch Request.

2. Review the requested items.

3. Confirm the quantities.

4. Process the stock transfer.

The Branch Request therefore acts as the starting point for the stock movement between the two warehouses.

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PART B: BRANCH TRANSFERS

9. What is a Branch Transfer?

A Branch Transfer is the process used to move stock from one warehouse to another.

It is normally performed after a Branch Request has been created and approved.

The Branch Transfer records the actual movement of the requested stock from the supplying warehouse to the receiving warehouse.

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10. How to Create a Branch Transfer

Step 1: Open Warehouse Hub

From the Bylon EMS main menu:

1. Click Warehouse Hub.

2. Select Branch Transfers.

Step 2: Create a New Stock Transfer

On the Branch Transfers page:

1. Click New Stock Transfer.

2. The Internal Delivery Note form will open.

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11. Completing the Internal Delivery Note

The Internal Delivery Note contains the details required to record the stock movement.

11.1 Internal Delivery Note Name

This field is automatically generated by the system.

No manual entry is required.

11.2 Internal Delivery Note Number

The Internal Delivery Note Number identifies the stock transfer.

Depending on the system configuration, this may be automatically generated or populated according to the configured numbering sequence.

It provides a reference that can be used to track the transfer.

11.3 Accounting Date

Select the Accounting Date.

This is the date used for accounting purposes when recording the stock movement.

11.4 Voucher Date

Select the Voucher Date.

The voucher date records the date associated with the transfer document.

11.5 Branch Request

Select the relevant Branch Request.

The Branch Request created earlier will be fetched and linked to the Internal Delivery Note.

This is important because it connects the actual stock transfer to the original request.

11.6 From Warehouse

Select the warehouse from which the stock is being transferred.

This should be the supplying warehouse specified in the Branch Request.

11.7 To Warehouse

Select the warehouse that will receive the stock.

This should correspond with the receiving warehouse specified in the Branch Request.

11.8 Deliverer

Select or enter the person responsible for delivering or handling the stock transfer.

The deliverer provides accountability for the physical movement of the stock.

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12. Branch Request Items Are Fetched Automatically

Once the relevant warehouses and Branch Request have been selected, the items requested through the Branch Request will appear automatically on the Internal Delivery Note.

This avoids having to manually enter the same items again.

The user should review the automatically populated items and quantities before saving the transfer.

Verify:

• Item

• Quantity

• From warehouse

• To warehouse

• Other relevant transfer details

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13. Add a Transfer Note

Enter a note where necessary.

The note can explain any important information regarding the stock movement.

For example:

Items transferred to replenish stock requested by the receiving branch.

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14. Save the Branch Transfer

After confirming all the information:

1. Review the Internal Delivery Note.

2. Confirm the Branch Request.

3. Confirm the source warehouse.

4. Confirm the destination warehouse.

5. Confirm the items and quantities.

6. Confirm the deliverer.

7. Add a note if necessary.

8. Click Save.

The stock transfer is then recorded in the system according to the configured workflow.

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15. Receiving Branch Approval

After the supplying branch completes the transfer, the person who originally requested the items must approve/confirm the received stock.

This step is important because the requesting branch needs to confirm that the stock has actually been received.

Once the receiving branch approves the transferred items:

• The stock is reflected in the receiving warehouse.

• The transferred quantity is deducted from the supplying warehouse.

• The warehouse balances are updated accordingly.

This provides a controlled process for stock movement between branches.

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16. Why Receiving Approval is Important

The receiving approval acts as a confirmation that the requested stock has been received.

Without proper confirmation, there is a risk of:

• Incorrect warehouse balances.

• Stock being recorded in the wrong location.

• Differences between physical stock and system stock.

• Unaccounted stock movements.

• Difficulty tracking responsibility for transferred goods.

The approval therefore provides an additional control before the stock movement is finalized in the warehouse records.

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17. Example of the Complete Process

Assume Branch A needs 100 cartons of bottled water from Branch B.

Branch A – Creates Request

Branch A:

1. Opens Warehouse Hub.

2. Goes to Branch Request.

3. Clicks Add.

4. Selects Branch B's warehouse under From Warehouse.

5. Selects Branch A's warehouse under To Warehouse.

6. Selects bottled water.

7. Enters 100 cartons as the requested quantity.

8. Adds a note.

9. Saves and approves the request.

Branch B – Processes Transfer

Branch B receives the request and:

1. Opens the Branch Request.

2. Reviews the requested items.

3. Goes to Branch Transfers.

4. Clicks New Stock Transfer.

5. Selects the relevant Branch Request.

6. Selects the supplying warehouse.

7. Selects the receiving warehouse.

8. Selects the deliverer.

9. Confirms that the requested items have been populated.

10. Adds a note if necessary.

11. Saves the Internal Delivery Note.

Branch A – Confirms Receipt

After receiving the stock physically, Branch A:

1. Reviews the transferred items.

2. Confirms that the items and quantities received are correct.

3. Approves the transfer.

The stock is then reflected in the receiving warehouse and deducted from the supplying warehouse according to the transfer workflow.

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18. Key Difference Between Branch Request and Branch Transfer

Branch Request	Branch Transfer
Used to request stock	Used to move the requested stock
Initiated by the branch that needs stock	Processed by the supplying branch
Specifies the items and quantities required	Records the actual movement of the items
Identifies the source and destination warehouses	Confirms the source and destination warehouses
Creates the basis for the transfer	Links to the Branch Request
Must be approved before the other branch processes it	Receiving branch confirms/approves the received stock

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19. Summary Process

Branch Request

Warehouse Hub → Branch Request → Add → Fill Request Details → Select From Warehouse → Select To Warehouse → Select Items → Enter Quantity → Tick Items → Add Note → Save → Approve

↓

Supplying Branch

View Approved Request → Warehouse Hub → Branch Transfers → New Stock Transfer → Internal Delivery Note → Select Branch Request → Select From Warehouse → Select To Warehouse → Select Deliverer → Items Populate Automatically → Add Note → Save

↓

Receiving Branch

Receive Physical Stock → Review Transfer → Approve/Confirm Receipt → Stock Updated

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20. Process Flow

Requesting Branch

Create Branch Request

↓

Select Supplying Warehouse

↓

Select Receiving Warehouse

↓

Select Items & Quantities

↓

Save & Approve

↓

Supplying Branch

View Approved Request

↓

Create New Stock Transfer

↓

Select Branch Request

↓

Confirm Warehouses & Items

↓

Assign Deliverer

↓

Save Internal Delivery Note

↓

Receiving Branch

Receive Stock

↓

Verify Items & Quantities

↓

Approve/Confirm Transfer

↓

Final Stock Position

Stock Added to Receiving Warehouse

Stock Deducted from Supplying Warehouse

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21. Best Practices

When processing Branch Requests and Transfers:

• Always select the correct From Warehouse and To Warehouse.

• Confirm the available quantity before requesting stock.

• Request only the quantity actually required.

• Ensure the correct items are selected.

• Review quantities before approving the request.

• Use clear notes where additional information is required.

• The supplying branch should verify the request before transferring stock.

• Confirm that the items automatically fetched from the Branch Request are correct.

• Ensure the correct deliverer is selected.

• The receiving branch should physically verify the stock before approving the transfer.

• Do not approve a transfer before confirming that the stock has been received.

• Regularly reconcile physical stock with system stock after transfers.

Important Control

The Branch Request records what stock is needed, while the Branch Transfer/Internal Delivery Note records the actual movement of that stock.

The receiving branch's final approval confirms receipt and ensures that the inventory records are updated correctly.