Overview
When transferring items within ToolWatch, the Assignment Date—not the Transfer Date—dictates the item's location within the system. To ensure accurate inventory management, users must understand that items are assigned to the location associated with the latest Assignment Date recorded. This principle ensures that the most recent transfer instructions are prioritized over older data.
Guidelines for Successful Transfers
To ensure an item's location updates correctly during a transfer, follow these steps:
Use Today's Date: Use the current date as the Assignment Date for all standard transfers to ensure it is the most recent entry in the system.
Verify Timing: Do not backdate the transfer earlier than the date or time the items were first added or transferred to the original stock location.
Prioritize Latest Dates: Verify that your transfer has a more recent Assignment Date than any previous assignments to successfully override the old location.
Update Ownership Manually: If the current owner is the stock location being replaced, manually update the item owner to reflect the new location, as ownership will not update automatically.
Check History Before Backdating: If you must backdate a transfer, right-click the item and select View Transaction History to confirm that no subsequent Assignment Dates exist after your chosen date.
Identify and Resolve Conflicts: If you discover a more recent Assignment Date in the transaction history, use the current date for your transfer instead to guarantee the location updates accurately.
Why Transfers May Fail to Move Items
If an item does not appear in its new destination after a transfer, it is typically due to a date conflict:
The "Latest Date" Rule: If a transfer is saved with an Assignment Date that is earlier than an existing record, the system will keep the item at the location tied to the newer date.
Backdating Risks: Backdating is only successful if no other assignments or location changes have occurred since that specific historical point in time.