To help you move parts inventory between dealerships in the same organization, this help document will guide you through the key Part Transfer functions.
What is a Part Transfer? DX1 Part Transfers allow stores in the same organization to transfer available parts without using Parts Invoices as a workaround.
Part Transfers allow you to do the following:
Transfer Out - Send available parts from your dealership to another dealership in the same organization.
Request Parts - Ask another dealership in your organization to send available parts to your store.
Receive Transfers - Use Smart Receiving to receive transferred parts and finalize the Transfer In.
Serialized Parts - Transfer serialized parts while carrying the selected serial number into receiving when applicable.
Reporting - Review transfer activity with the Dealership Transfers In and Out report.
In this document, we will cover the following topics.
User Roles and Permissions
Where to Find Part Transfers
How to Create a Transfer Out
How to Request Parts from Another Dealership
How to Accept or Void a Transfer Request
How to Receive a Transfer In
Serialized Part Transfers
The Part Transfers List Page Explained
Additional Details on Invoices and Inventory
Reporting
Common Messages
That's it and Support
1. User Roles and Permissions
a. Ensure your dealership has Part Transfers turned on in Dealership Settings.
b. The Part Transfers feature is available only for organizations with two or more dealerships.
c. There are two Part Transfer permissions.
Part Transfer Out - Allows users to create, complete, uncomplete, and void outbound transfers.
Part Transfer In - Allows users to receive and finalize inbound transfers through Smart Receiving.
d. Default roles with access include DX1 System Admin, Owner, Accountant, Parts Receiver, Parts Manager, and General Manager.
e. If you do not see Part Transfers, speak with your manager to confirm the dealership setting and your role permissions.
2. Where to Find Part Transfers
a. From the dashboard, open the Parts and Accessories area.
b. Navigate to the Inventory section and open Part Transfers.
c. Click New to start a new Transfer Out.
d. You can also start from an Inventory Item Detail page by clicking Transfer Out when the part has available quantity.
e. To request a part from another store, use Request Part from the Inventory Item Detail page or the Dealership tab on eligible invoice screens.
3. How to Create a Transfer Out
a. Open Part Transfers and click New.
b. Select the dealership that will receive the parts.
c. Add the parts you want to transfer. Only parts with available quantity can be added.
d. Enter the Transfer QTY for each part.
The quantity must be greater than zero.
The quantity cannot be greater than the available quantity.
MISC parts, fees, shipping charges, and bulk parts are not eligible for transfer.
e. Review the cost and extension. Transfer parts are set at cost and include Cost Plus if your dealership has a Cost Plus Percentage configured.
f. Click Complete.
g. After the transfer is completed, inventory is removed from the sending dealership and the transfer appears for the receiving dealership in Smart Receiving.
4. How to Request Parts from Another Dealership
a. When another dealership in your organization has available quantity for a part, click Request Part.
b. Select the dealership you want to request the part from.
c. Enter the Request QTY.
The requested quantity cannot be greater than the available quantity.
Requests are only available for public parts when both dealerships have the same catalog.
The default request quantity is 1.
d. Click Complete to submit the request.
e. No inventory or accounting entries are created when the request is submitted.
f. The sending dealership will see the request as Transfer Out Requested.
g. Unaccepted requests expire after 7 days.
5. How to Accept or Void a Transfer Request
a. At the sending dealership, open the pending Transfer Out Requested record.
b. Review the requested dealership, parts, quantities, cost, and transfer notes.
c. To approve the request, click Complete.
Inventory is removed from the sending dealership.
The transfer becomes available to the requesting dealership in Smart Receiving.
d. To decline the request, click Void and confirm that you want to void the transfer.
No inventory changes occur when a request is voided before completion.
The request status updates to Transfer Voided for both dealerships.
e. If available quantity has changed since the request was submitted, DX1 may update the quantity to match the current available amount.
6. How to Receive a Transfer In
a. Open Smart Receiving.
b. Select the sending dealership in the Vendor dropdown.
If there is only one valid source, DX1 may select it automatically.
If multiple vendors or transferring dealerships are available, select the correct source from the dropdown.
c. Select the Transfer Request No. / Transfer Initiation Date.
d. Review the transfer lines that load in the receiving grid.
e. Select the Catalog and Category if mapping is required.
If the receiving dealership is authorized for the same public catalog, DX1 uses the public part in inventory or centralized parts.
If the receiving dealership is not authorized for the public catalog, or the sending dealership sent a private part, select a catalog and category so DX1 can create the receiving part as a private part.
f. Review or update the price, bins, and memo as needed.
g. Click Receive to finalize the Transfer In.
h. After receiving is finalized, inventory is added to the receiving dealership and the Transfer In Receiving Summary is generated.
7. Serialized Part Transfers
a. When a serialized part is transferred out, the sending dealership must select the serial number being transferred.
b. DX1 shows the serial selection message for the part and required transfer quantity.
c. If the receiving dealership tracks the part as serialized, the selected serial number is carried into receiving.
d. Serial notes from the sending dealership are not transferred.
e. If the receiving dealership does not track the part as serialized, the part is received through the non-serialized receiving workflow.
8. The Part Transfers List Page Explained
a. New - Opens the Part Transfer Out Detail page.
b. Search - Searches transfers based on the selected Search By value.
c. X Button - Clears the current search criteria.
d. Dealership filter - Shows dealerships in the same organization with Part Transfers turned on.
e. Search By - Allows you to search by Transfer Order No., Transfer Order Date, Transfer Invoice No., Transfer Invoice Date, Transfer Total, or Status.
f. Status - Allows you to filter by transfer statuses such as Transfer Initiated, Transfer Out Requested, Transfer In Completed, Transfer Voided, or Transfer Expired.
g. Printer Icon - Opens the transfer printout.
h. Smart Receiving Icon - Appears when a Transfer Initiated record is ready to be received by your dealership.
9. Additional Details on Invoices and Inventory
a. Parts Invoices are not used to complete Part Transfers.
b. When a part on a new or on-hold invoice has a special-order quantity and another dealership in the organization has available quantity, DX1 highlights the line in orange.
c. The Dealership tab also highlights in orange when the selected invoice line has available quantity at another dealership.
d. Use the request icon from eligible invoice or part detail screens to request the part from another dealership.
e. Adjustment History records transfer activity with process types such as Transfer Out, Transfer Voided, and Transfer Un-Completed.
f. After a Transfer In is finalized, the transfer cannot be edited or partially reversed in the transfer workflow. Corrections must be made through standard inventory or accounting adjustment processes.
10. Reporting
a. Part Transfers are excluded from Sales and Revenue reports.
b. Use the Parts-216 Dealership Transfers In and Out report to review transfer activity.
c. The report includes filters for date, salesperson, transferring dealer, category, and transfer type.
d. Transfer Type can be filtered by Transfer In or Transfer Out.
e. Report details include Transfer Sale Number, Invoice Date, Transfer Type, Transferring Dealer, Salesperson, Part Number, Description, Catalog, Category, Transfer QTY, Cost, and Extended Cost.