How to Create a Stock Request and Add to Transfer Note

This guide walks through the full process of creating a stock request in Xilnex Inventory from the HQ side, confirming it, and then adding the confirmed request to a Transfer Note so stock can be posted to sales. Follow each step in order — the process spans three screens: the Stock Request form, the Stock Request List, and the Transfer Note.

Part 1 — Create and Confirm the Stock Request

Step 1: Open the Stock Request screen

The Request ID field is filled automatically with Auto Number — you do not need to enter this manually.

Step 2: Set the "Request Stock From" branch

In the header section, locate the Request Stock From dropdown. Select the branch or location that you are requesting stock from (for example, Lim Tayar - Wisma). This tells the system which HQ location should fulfil the request.

Step 3: Review the remaining header fields

Check that the following header fields are correctly populated before adding items:

Step 4: Add items to the request

You have three ways to add items to the request:

Option B — Use Add Item:
Click the Add Item button (next to the red Delete button in the toolbar). Type or paste the Item Code directly into the item code field for the new row.

Option C — Use Load Suggested Order

Instead of adding items one at a time, click Load Suggested Order. The system scans the outlet's reorder-point setup and auto-populates the grid with every item that needs replenishing, together with a system-calculated Suggested Order Quantity (SOQ). See Load Suggested Order — how the quantity is calculated below before relying on this for outlets that haven't had Reorder Point / Maximum Point configured.

For each item row, you can enter a quantity in the Request Quantity column. Items will appear in the grid with their Item ID, Item Code, and Item Name populated automatically once a valid code is entered (or automatically, if loaded via Option C).

Load Suggested Order — how the quantity is calculated

Load Suggested Order does not just list low-stock items — it uses each item's reorder-point configuration to decide whether to suggest an item and how much to suggest.

Projected = Pending Receive + On Hand + Transfer In − Transfer Out + Pending Request

IF Reorder Point > Projected:
    SOQ = Maximum Point − Safety Point − Projected
ELSE:
    SOQ = 0   (item is not loaded)

Worked example: an item with On Hand = −6 (all other Projected components = 0), Reorder Point = 10, Maximum Point = 10, Safety Point = 0:

Projected = 0 + (−6) + 0 − 0 + 0 = −6
Reorder Point (10) > Projected (−6) → item is suggested
SOQ = 10 − 0 − (−6) = 16

Both Reorder Point and Maximum Point must be set for the item at the outlet — Reorder Point alone only decides whether the item is loaded, not the quantity. If Maximum Point is left at 0 (unconfigured), SOQ will only calculate enough to bring the balance back to zero, not to a healthy stock level. In the example above, leaving Maximum Point at 0 would suggest only 6 instead of the intended 16.

Reorder Point, Safety Point, and Maximum Point can be set manually per item/outlet, or auto-calculated from sales history — see how-to-use-soq-formula-4 for the underlying SOQ formula variants, and how-to-set-reorder-point for where to configure these values.

Step 5: Add a Remark (optional but recommended)

At the bottom of the screen, locate the Remarks text box (indicated by the arrow in the screenshot). Enter any notes or instructions that the HQ team should see — for example, the reason for the request or urgency level. This remark is visible to HQ when they review the stock request.

Step 6: Confirm the stock request

Once all items have been added and the remark is filled in, click the large green Confirm button in the bottom-right corner of the screen. This locks the request and changes its status from Open to a confirmed state, making it visible in the Stock Request List for further action.

You must confirm the request before it can be added to a Transfer Note. Do not close the screen without clicking Confirm.

What you see after Step 6: The Stock Request form closes or refreshes. The request is now recorded in the system and will appear in the Stock Request List with a status of Pending or Ordered, depending on HQ processing.

Part 2 — Add the Stock Request to a Transfer Note

Step 7: Open the Stock Request List

Navigate to the Stock Request List screen. You can access this via the tab bar at the top (labelled Stock Request List) or through the Main Menu.

Step 8: Filter the list to find your request

Use the filter controls at the top of the list to narrow down the records:

• Request dropdown — set to To This Branch to see requests destined for your branch
• Date From / Date To — set the date range to include the date you created the request

Click the Edit button or the refresh icon on the right to apply the filters and reload the list.

Step 9: Locate and select the Pending request

Scan the list for your request. Look for a row with Status = Pending and the correct Request ID. Click on that row to highlight it (it will turn blue/teal when selected).

Highlighting a row is not the same as selecting it. The grid has a dedicated Select checkbox column on the left. Clicking a row only highlights it for viewing — bulk actions like Add To Transfer Note act only on rows whose Select checkbox is ticked. This matters most when adding multiple requests at once (see the warning in Step 11).

Step 10: Right-click to open the context menu

With the Pending row selected, right-click on it. A context menu will appear with the following options:

• Copy
• Copy With Field Label
• Add To Sales
• Add To Transfer Note
• Reject Stock Request
• Add To Purchase Order
• Add To document (Transfer note/PO) (By request outlet)
• Print Stock Request
• Force Complete Stock Request
• Select — ticks the Select checkbox for the row(s) you have highlighted
• Select Data

Step 11: Click "Add To Transfer Note"

From the context menu, click Add To Transfer Note. If you have multiple rows selected, you can also use All Selected Transfer Request to Transfer Note (the sub-option that appears highlighted). This action creates a new Transfer Note and populates it with the items from your stock request.

If Add To Transfer Note is greyed out, check that the selected request has Status = Pending. Requests with status Done, DoneSales, or Ordered cannot be added to a Transfer Note again.

Bulk add error — "there is no pending or ordered request selected": When adding multiple stock requests to a Transfer Note in one action, the system only picks up rows whose Select checkbox (left-hand column) is ticked — merely highlighting rows by clicking them is not enough. If you right-click and choose Add To Transfer Note without first ticking the checkboxes, the system finds nothing checked and throws this error, even though rows appear selected/highlighted on screen.

Fix: Tick the Select checkbox for each row you want to include first (or highlight the rows and right-click > Select to check them in bulk), then right-click again and choose Add To Transfer Note.

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What you see after Step 11: The system opens a new Transfer Note tab, pre-populated with the items from the stock request. You will see the Transfer Note screen with Transfer ID, Transfer Type (Inter Outlet), Transfer Date, Transfer From, and Transfer To fields already filled in.

Part 3 — Review and Confirm the Transfer Note

Step 12: Review the Transfer Note header

On the Transfer Note screen, verify the following header details are correct:

Step 13: Review the item lines

Check the items in the grid. Each item carried over from the stock request will appear with its:

• Item ID and Item Code
• Item Name
• Unit Cost
• Quantity Transferred (Qty Tra column)
• Sub Total

Verify the quantities and items are correct. Use the Find Item, Delete, or Add buttons in the toolbar to make corrections if needed.

Step 14: Save the Transfer Note

Click the Save button (top-left of the toolbar, highlighted with a border in the screenshot) to save the Transfer Note before proceeding. This ensures your changes are not lost.

Step 15: Confirm the Transfer Note

Click the green Confirm button in the bottom-right corner of the Transfer Note screen. This finalises the transfer record.

The Transfer Note must be confirmed before you can post it to sales.

Step 16: Post to Sales (if required)

To post the transfer to sales, click Functions in the top-right menu bar. A dropdown will appear with several options. Select Post To Sales.

Important — before posting to Sales:

1. Double-check that your outlet's ownership settings are correctly configured. Posting to Sales requires the outlet to be set as the owner of the relevant items.
2. On the client side, open Xilnex Connect and confirm that the outlet default settings are set up correctly before proceeding.

What you see after Step 16: The Transfer Note status updates and the stock movement is posted to the sales system. The items will be reflected in the outlet's inventory accordingly.

Part 4 — Permission Settings for Stock Request

Access to each Stock Request action is controlled per role (or per user) in Permission Settings.

1. Go to Setting > Permission Settings.
2. Click the Item tab along the top (alongside Administration, Sales, Client, Vendor, Purchasing, Receiving, Listing, Report, Web Report, Menu Tab, Report Printing).
3. In the Description search box, type stock request to filter the list down to the relevant permissions.
4. Tick or untick the checkbox under each role column (e.g. CASHER, cashier1, Cashiers, DEPARTMENT M.) to grant or revoke that permission for the role.
5. Click Save (top-right) to apply changes. Use Export/Import to back up or bulk-edit permission sets across roles.

Available permissions

Permission	Controls
Allow to view stock request	Whether the role can open and view existing stock requests.
Allow to add stock request	Whether the role can create a new stock request.
Allow to modify stock request	Whether the role can edit an existing (unconfirmed) stock request.
Allow to delete stock request	Whether the role can delete a stock request.
Allow to reject stock request	Whether the role can reject a stock request received from another outlet.
Allow Find Item in Stock Request	Whether the role can use the Find Item search panel to add items (Step 4, Option A).
Allow to update stock request ETA	Whether the role can set or change the ETA field on a stock request.
Allow backdate stock request ETA	Whether the role can set an ETA date in the past.
Allow to change issue date in stock request	Whether the role can edit the Issue Date away from the system default.
Allow to perform stock request even stock at request from outlet is in [negative]	Whether the role can raise a request even when the source outlet's stock balance for that item is negative/insufficient.
Allow to confirm Stock Request	Whether the role can click Confirm to finalize the request (Step 6).
Allow to confirm backdate in Stock Request	Whether the role can confirm a request using a backdated issue date.
Allow to void stock request	Whether the role can void a stock request.
Allow to void stock request in saved status	Whether the role can void a request that is still in Open/Saved status (not yet confirmed).
Allow to void stock request in confirmed status	Whether the role can void a request that has already been confirmed.
Allow to cancel backdate in Stock Request	Whether the role can cancel/reverse a backdated stock request.
Allow to update remark for stock request	Whether the role can edit the Remarks field (Step 5).
Allow to use field chooser in Stock Request	Whether the role can use the field chooser to customize which columns are shown in the Stock Request grid.

Permissions are additive and role-based — a user only gets a capability if it's ticked for a role they belong to. When troubleshooting "why can't this user do X in Stock Request," check this filtered list first before assuming a bug.

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Part 5 — Database Synchronization Requirement for Stock Request

Stock Request data (including requests, their status changes, and confirmations) is synced between outlets and HQ through Inventory Transaction sync. If this isn't enabled, a stock request confirmed at one outlet will not appear in the Stock Request List at the other side — it will look like the request never arrived, even though it was created and confirmed correctly.

Where to check/enable it

1. Go to Setting > Database Settings.
2. Click the Database Synchronization tab.
3. Under Sync Profile Selection, select the relevant profile (e.g. This PC) — sync settings are configured per profile.
4. In the Sync Settings grid, locate the Inventory Transaction tile. Stock Request falls under this category (alongside other inventory movement documents).
5. Confirm it shows Auto Sync : ON. If it shows Auto Sync : OFF, sync it on — otherwise Stock Requests created/updated on this profile will not propagate.
6. Click Save and Apply (top-right) after making changes.

Outlet Selection — sync only applies to configured outlets

Next to Auto Sync : ON on the Inventory Transaction tile is an Outlet Selection button. This defines which outlets this profile syncs Inventory Transaction data for.

Important: Enabling Auto Sync : ON alone is not enough — sync only happens for outlets explicitly added under Outlet Selection for that sync category. If the requesting or fulfilling outlet is missing from this list, its Stock Request data will not sync even though Auto Sync shows ON. When troubleshooting a "missing" stock request between outlets, check Outlet Selection before assuming a data or permission issue.

Resync Database — use with caution

The Resync Database button on the Inventory Transaction tile forces a full resync of all data from the beginning for that category. This is a heavy, disruptive operation — only use it if instructed by support/engineering (e.g. to recover from a confirmed sync gap), not as a routine fix.

Summary

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FAQ