Transfers between sites: who sent it, who received it, what went missing
What it solves
„You sent tools to another site and now one crew says they sent them, the other says they never arrived."
Module used
Transfers with approval
A site winds down and a trailer heads for the next one. Somebody loaded whatever they found, from memory. Three days later a laser level is missing, and the conversation runs the same way every time: north says they sent it, west says it never arrived, and both are certain.
Nobody is lying. It is simply that, while goods are in transit, they belong to nobody. They have left one location's records and not yet entered the other's, and everything that gets lost, gets lost in that gap.
The gap between two locations
Any system that only records „where it is now" has this problem. The moment of the move is precisely when the record is weakest:
- Deduct at departure and the item vanishes from the system until it arrives.
- Add at arrival and the source still shows something it no longer has.
- If nobody signs, there is no moment at which responsibility passes.
- If the list was made from memory, there is nothing to check against on receipt.
Which is why a transfer between locations is not a change of field, but a flow with two ends and a state in the middle.
The sender signs, the receiver signs
The sender raises the note and signs it
Select what is leaving, choose the destination, sign on the phone. Their name stays on the request. Without a name the transfer is not created at all — not a cosmetic validation, but the condition that lets the receiving end be closed correctly.
What leaves enters „in transit”
Items are flagged as moving. They are no longer available at the source and do not yet count at the destination — the real state has its own name instead of being hidden inside one of the two locations.
Sets leave whole
Descendants are added to the note automatically, at every level. You cannot accidentally send a machine without its batteries, because you are not the one adding them.
The receiver checks and signs
On arrival, whoever is responsible at the destination confirms and signs in turn. Only then do the items change location and leave transit.
Or the sender cancels
If the transfer no longer makes sense — the plan changed, the lorry never left — the request is withdrawn and the items return to the source.
What the two signatures actually solve
Not suspicion. Ambiguity. With two signatures and a note, „where did it go missing" has an answer you read rather than negotiate:
- Not signed by the sender — it never officially left.
- Signed at departure but not at arrival — it was lost on the way, and you know in which load and on which day.
- Signed at both ends — it is at the destination, and responsibility sits there.
The same logic as handing a tool to a person, only between two places. Whoever takes it on takes the responsibility with it — and that shows in a document rather than in somebody’s recollection.
A location is not only a warehouse
A transfer can go to any defined location: central warehouse, site store, work point, or a vehicle in the fleet. A van is a warehouse on wheels — it has what it has in it, and somebody answers for it — so it deserves the same treatment rather than a separate list.
Worth keeping straight: a transfer between locations and a supply request are different flows. A transfer moves what you already have from one place to another. A supply request asks for something you have not got — and has its own approval route.
The guide above covers one situation. The app covers the whole chain — from the scan to a signed, archived handover report.
See all featuresAlready using ToolFlux? The complete manual, step by step.
Other situations, solved