Axpert ERP — Inter Division Transactions

Inter Division Transactions

Manages the complete cycle of stock transfers and intercompany trade between divisions or branches — from Purchase Request and Sales Order through invoicing, receipt, expense allocation, and returns — with full batch, pricing, and finance journal traceability.

9 Screens

2 Divisions

Flow Request → Order → Invoice → Receipt → Return

📋 Purchase Request 🛒 Sales Order 🧾 Sales Invoice 📥 ID Purchase 📅 Transfer Booking 📑 Quick Reference

Module Overview

The Inter Division Transactions module handles stock movements and sales between branches or legal entities within the same group. The requesting division initiates the cycle with a Purchase Request; the supplying division responds with a Sales Order and subsequently issues a Sales Invoice (delivery note). The requesting division then receives the goods via the Inter Division Purchase screen. Transfer Bookings group shipments for logistics and expense tracking, while Transfer Expenses record freight and handling costs. Returns are handled symmetrically through Purchase Return and Sales Return screens.

Standard Transaction Flow

Step	Screen	Who	Purpose
1	Inter Division Purchase Request	Requesting Division	Request items from the supplying division
2	Inter Division Sales Order	Supplying Division	Confirm the order and reserve stock against the request
3	Inter Division Transfer Booking	Supplying Division	Group one or more Sales Orders into a shipment booking for dispatch
4	Inter Division Sales Invoice	Supplying Division	Issue the delivery invoice — transfers stock out and creates the intercompany sales entry
5	Inter Division Purchase	Requesting Division	Receive goods against the Sales Invoice — increases stock at the receiving location
6	Inter Division Transfer Expense	Either Division	Record freight, insurance, or handling charges linked to the Transfer Booking
7a	Inter Division Purchase Return	Requesting Division	Return received goods back to the supplying division
7b	Inter Division Sales Return	Supplying Division	Accept returned goods from the requesting division
Alt	Inter Division Order Short Close	Either Division	Formally close a Sales Order with less than the full ordered quantity fulfilled

ℹ️

Trans Type Controls AccountingEvery transaction screen includes a Trans Type field. This determines which Finance module ledger accounts are debited and credited for the intercompany entry. Always select the correct Trans Type before saving, as it cannot be changed after posting.

01

Inter Division Purchase Request

Inter Division›Purchase Request

The Inter Division Purchase Request is raised by the requesting division to formally ask the supplying division for specific items. It records which division is requesting, which division should supply, the required quantities, and available stock for reference. The saved request is referenced by the supplying division when creating the Inter Division Sales Order.

Header Fields

Purchase Request Header Fields

Field Name	Description	Required
Request From*	The division or branch making the stock request. Selected from the dropdown. This is the requesting location that will receive the goods.	Yes
Request Date	The date the purchase request is raised. Defaults to today's date.	No
Request No*	Auto-generated unique reference number for this purchase request document.	Auto
Request To*	The division or branch being asked to supply the items. Selected from the dropdown. This is the supplying location.	Yes
Remarks	Free-text notes about this request (e.g. urgency, delivery instructions, promotional notes).	No

Request Details Grid

Request Details Grid Columns

Column	Description	Required
Item Name*	The item being requested. Selected via the search button from the item master.	Yes
Unit*	Unit of measure for the item. Selected from the dropdown; auto-populated from the item master.	Yes
Packsize	The standard pack size of the item (e.g. 100 tablets per box). Auto-populated from the item master; informational reference.	Auto
Available Stock	Current stock of this item at the Request From (requesting) location. Auto-populated; read-only. Helps the requester assess how much additional stock is truly needed.	Auto
Required Quantity*	The quantity of this item being requested from the supplying division.	Yes

Steps

1

Click New

Open a blank Inter Division Purchase Request form.

2

Select Request From and Request To

Choose the requesting division and the supplying division from their respective dropdowns.

3

Add Items

In the Request Details grid, use the search button to select each item. Enter the Required Quantity. Available Stock auto-populates for reference.

4

Save or Save and Print

Click Save. The Request No. is assigned. Share the request with the supplying division for action via the Sales Order screen.

02

Inter Division Sales Order

Inter Division›Sales Order

The Inter Division Sales Order is created by the supplying division in response to a Purchase Request. It confirms what items will be supplied, reserves the stock at the supplying location, and records pricing information (Cost Rate and Sales Price Interlocation). The Sales Order is linked to a Transfer Booking for shipment planning and is the basis for the Sales Invoice.

Header Fields

Sales Order Header Fields

Field Name	Description	Required
From Location*	The supplying division's location — the source of the goods. Pre-filled with the user's default location.	Yes
Receipt Location*	The requesting division's receiving location — the destination for the goods.	Yes
Document Date	The date the Sales Order is raised.	No
Document No	Auto-generated Sales Order reference number.	Auto
Trans Type*	Transaction type determining the Finance ledger accounts for the intercompany sales entry. Must be selected before saving.	Yes
Request No*	Reference to the Inter Division Purchase Request being fulfilled. Selected from the dropdown — auto-populates Request Date, items, and quantities from the request.	Yes
Request Date	Date of the original Purchase Request. Auto-populated from the Request No; read-only.	Auto
Booking No*	Reference to the Inter Division Transfer Booking under which this order will be shipped. Selected from the Booking dropdown. Links the order to a scheduled shipment.	Yes

Item Particulars Grid

Sales Order Grid Columns

Column	Description	Required
Item*	The item to be supplied. Auto-populated from the Request; can be selected via search button.	Yes
Unit*	Unit of measure. Auto-populated from the item master.	Yes
Pack Size	Standard pack size of the item. Auto-populated; informational.	Auto
Current Stock	Current stock quantity at the From Location. Auto-populated; read-only.	Auto
Reserved Stock	Quantity already reserved by other open orders at the From Location. Auto-populated; read-only.	Auto
Balance Qty	Available uncommitted stock = Current Stock − Reserved Stock. Auto-calculated; read-only.	Auto
Quantity*	Quantity being confirmed in this Sales Order. Should not exceed Balance Qty.	Yes
Item Gross Weight*	Gross weight per item unit (in KG). Used to calculate Total Gross Weight in the footer for logistics planning.	Yes
Item CBM*	Cubic metre volume per item unit. Used to calculate Total CBM for container/vehicle capacity planning.	Yes
Cost Rate	The intercompany cost price of the item from the supplying division. Auto-populated from the item master or price list.	No
Last Sales Price	The previous intercompany sales price for this item — shown for reference comparison.	Auto
Sales Price (Interlocation)	The intercompany transfer price at which this item is being sold to the requesting division.	No

Footer Fields

Footer Summary Fields

Field	Description	Required
Total Gross Weight (Kg)	Sum of all item gross weights × quantities. Auto-calculated.	Auto
Total CBM	Sum of all item CBM × quantities. Auto-calculated.	Auto
Total Qty	Sum of all item quantities in this order. Auto-calculated.	Auto
Total Amount	Sum of all line amounts (Quantity × Sales Price). Auto-calculated.	Auto
Remarks	General notes for this Sales Order.	No

Steps

1

Click New

Open a blank Inter Division Sales Order.

2

Set From Location and Receipt Location

Confirm the supplying and receiving locations.

3

Select Trans Type and Request No.

Choose the transaction type and reference the Purchase Request. Items auto-populate from the request.

4

Select Booking No.

Link the order to the appropriate Transfer Booking for this shipment.

5

Confirm Quantities and Pricing

Review item quantities, set Sales Price (Interlocation) and Item Gross Weight/CBM. Total fields auto-calculate.

6

Save or Save and Print

Click Save. The Sales Order is confirmed and stock reserved. Proceed to Sales Invoice for delivery.

03

Inter Division Order Short Close

Inter Division›Order Short Close

The Inter Division Order Short Close formally closes a Sales Order when the full ordered quantity cannot be or will not be fulfilled. It records the quantity being short-closed (i.e., the unfulfilled balance) and marks the order as complete for that reduced quantity, releasing any remaining reserved stock and preventing the order from remaining open indefinitely.

Header Fields

Order Short Close Header Fields

Field Name	Description	Required
Order No.	Reference to the Inter Division Sales Order being short-closed. Selected from the dropdown. Populates From Location, Receipt Location, Trans Type, Request No, and item details automatically.	No
From Location*	The supplying division's location. Auto-populated from the Sales Order; read-only.	Auto
Receipt Location*	The requesting division's receiving location. Auto-populated from the Sales Order; read-only.	Auto
Document Date	The date the short close is being processed.	No
Document No	Auto-generated reference number for this short close document.	Auto
Trans Type*	Transaction type from the Sales Order. Auto-populated; read-only.	Auto
Request No*	Purchase Request reference from the Sales Order. Auto-populated; read-only.	Auto
Request Date	Date of the original Purchase Request. Auto-populated; read-only.	Auto
Narration	Reason for the short close (e.g. "Stock unavailable – item discontinued", "Partial fulfillment agreed").	No

Item Particulars Grid

Item Particulars Grid Columns

Column	Description	Required
Item*	Item being short-closed. Auto-populated from the Sales Order.	Auto
Unit*	Unit of measure. Auto-populated.	Auto
Pack Size	Pack size reference. Auto-populated.	Auto
Balance Qty	Remaining unfulfilled quantity on the Sales Order. Auto-populated; read-only.	Auto
Quantity*	The quantity being short-closed (the amount to be cancelled/released). Must be ≤ Balance Qty.	Yes

Steps

1

Click New

Open a blank Order Short Close form.

2

Select Order No.

Choose the Sales Order to be short-closed. Header and item fields auto-populate.

3

Enter Short Close Quantity

For each item row, enter the quantity to be short-closed (cancelled from the open balance).

4

Enter Narration

Provide the reason for closing the order short.

5

Save

Click Save. The reserved stock is released and the Sales Order balance is reduced or closed.

04

Inter Division Sales Invoice

Inter Division›Sales Invoice

The Inter Division Sales Invoice is the delivery and billing document raised by the supplying division when goods are physically dispatched. It references the Sales Order and Transfer Booking, records the actual batch numbers being dispatched, confirms delivery quantities, and creates the intercompany sales entry in the Finance module. The Sales Invoice is also the document used by the receiving division as the basis for the Inter Division Purchase (receipt).

Header Fields

Sales Invoice Header Fields

Field Name	Description	Required
Order No.	Reference to the Inter Division Sales Order being invoiced. Selected from the dropdown. Populates From Location, Receipt Location, Trans Type, Request No, Booking No, and item lines.	No
From Location*	The supplying division's dispatch location. Auto-populated from the Sales Order.	Auto
Receipt Location*	The receiving division's location. Auto-populated from the Sales Order.	Auto
Document Date	The dispatch/invoice date. Defaults to today's date.	No
Document No	Auto-generated invoice reference number (e.g. 261ICINV000001).	Auto
Trans Type*	Transaction type for Finance posting. Auto-populated from the Sales Order; can be overridden.	Yes
Request No*	Purchase Request reference. Auto-populated from the Sales Order.	Auto
Request Date	Original request date. Auto-populated.	Auto
Booking No*	Transfer Booking number linking this invoice to the shipment. Auto-populated from the Sales Order.	Yes
Driver Name	Name of the driver responsible for delivering the shipment. Optional; printed on the delivery note.	No
Vehicle No.	Vehicle registration number used for the delivery. Optional; printed on the delivery note.	No

Item Particulars Grid

Item Particulars Grid Columns

Column	Description	Required
Item*	Item being dispatched. Auto-populated from the Sales Order.	Auto
Unit*	Unit of measure. Auto-populated.	Auto
Pack Size	Pack size reference. Auto-populated.	Auto
Reserved Stock	Quantity reserved under this order at the From Location. Auto-populated; read-only.	Auto
Current Stock	Current on-hand stock at the From Location. Auto-populated; read-only.	Auto
Batch*	The inventory batch being dispatched. Selected from available batches at the From Location.	Yes
Stock	Stock available for the selected batch. Auto-populated; read-only.	Auto
Balance Qty	Remaining quantity from the Sales Order not yet invoiced. Auto-populated; read-only.	Auto
Quantity*	Actual quantity being dispatched in this invoice. Cannot exceed Balance Qty or available batch stock.	Yes
Cost Rate	Intercompany cost price per unit. Auto-populated from the Sales Order.	Auto
Sales Price (Interlocation)	Transfer price per unit for this dispatch. Auto-populated from the Sales Order; editable.	No

Steps

1

Click New

Open a blank Inter Division Sales Invoice.

2

Select Order No.

Choose the Sales Order. All header and item fields auto-populate.

3

Enter Driver Name and Vehicle No. (optional)

Record delivery logistics details for the delivery note.

4

Select Batch for each item

Choose the specific inventory batch to be dispatched for each line.

5

Confirm Dispatch Quantities

Enter the actual quantity dispatched per line. Total Gross Weight, CBM, Qty, and Amount auto-calculate.

6

Save or Save and Print

Click Save. Stock is deducted at the From Location and the intercompany sales entry posts to Finance. Print Delivery generates the delivery note for the driver.

ℹ️

Partial InvoicingA Sales Invoice can be raised for a partial quantity from the Sales Order. Multiple invoices can be raised against the same Sales Order until the full ordered quantity is dispatched. Use Order Short Close to formally close any remaining balance if full fulfillment will not occur.

Financial Posting

Triggered on Save. The Trans Type selected on the Sales Invoice controls which ledger accounts are used. The example below shows the standard intercompany sales posting.

Journal Entry — Inter Division Sales Invoice (Supplying Division)
Dr/Cr	Account	Amount	Description
DR	Intercompany Receivable (Receivable from Receiving Division)	Total Invoice Amount (Qty × Sales Price Interlocation)	Amount owed by the receiving division for goods dispatched
CR	Inventory / Stock Account (At Supplying Location)	Cost of Goods Dispatched (Qty × Cost Rate)	Reduction in inventory at the supplying division's location
CR	Intercompany Sales / Transfer Income (Profit Margin, if Sales Price > Cost)	Sales Price − Cost Rate (per unit × Qty)	Intercompany margin recognised at the supplying division (if transfer pricing applies)

💡

Cost-Only TransferIf the Sales Price (Interlocation) equals the Cost Rate (i.e. no margin), the Intercompany Sales/Income credit is zero and the entry simplifies to: Dr Intercompany Receivable / Cr Inventory for the same amount. This is the most common setup for internal stock transfers.

05

Inter Division Purchase

Inter Division›Inter Division Purchase

The Inter Division Purchase is the goods receipt document processed by the requesting division when stock arrives from the supplying division. It references the Sales Invoice raised by the supplying division, confirms the received quantities and batches, and increases inventory at the Receipt Location. Any additional landed costs (freight, insurance) allocated via Transfer Expense are included in the purchase cost. The Finance journal entry (credit intercompany payable, debit inventory) is created on save.

Header Fields

Inter Division Purchase Header Fields

Field Name	Description	Required
Invoice No*	Reference to the Inter Division Sales Invoice raised by the supplying division. Selected from the dropdown. Populates Receipt Location, Issue Location, Trans Type, Transfer Booking No, and item details automatically.	Yes
Receipt Location	The receiving division's location where goods will be received into stock. Auto-populated from the Sales Invoice; read-only.	Auto
Issue Location	The supplying division's dispatch location. Auto-populated from the Sales Invoice; read-only.	Auto
Receipt Date*	The date the goods are physically received at the Receipt Location.	Yes
Receipt No	Auto-generated goods receipt reference number.	Auto
Trans Type*	Transaction type for Finance posting. Auto-populated from the Sales Invoice; read-only.	Auto
Transfer Booking No	The shipment booking number from the Sales Invoice. Auto-populated; read-only.	Auto
Location Batch Flag	When checked, the system assigns or inherits batch numbers based on the receiving location's batch settings rather than the dispatch batch.	No

Item Particulars Grid

Item Particulars Grid Columns

Column	Description	Required
Item Name	Item being received. Auto-populated from the Sales Invoice; read-only.	Auto
Unit	Unit of measure. Auto-populated.	Auto
Pack Size	Pack size reference. Auto-populated.	Auto
Balance Qty	Quantity dispatched per the Sales Invoice not yet received. Auto-populated; read-only.	Auto
Batch	Inventory batch from the Sales Invoice. Auto-populated; can be changed if Location Batch Flag is used.	Auto
Manufacturing Date	Manufacturing date of this batch. Auto-populated from the Sales Invoice batch record.	Auto
Expiry Date	Expiry date of this batch. Auto-populated from the Sales Invoice batch record.	Auto
Quantity*	Actual quantity received. Should match the dispatched quantity; short receipts are handled by raising a partial receipt.	Yes
Price	Intercompany purchase price per unit. Auto-populated from the Sales Invoice (Sales Price Interlocation).	Auto
Amount	Quantity × Price. Auto-calculated.	Auto
Expense Amount	Allocated transfer expense (freight, insurance) apportioned to this line from the Transfer Expense record. Auto-calculated when Transfer Expense is linked.	Auto
Total Amount	Amount + Expense Amount = total landed cost for this line. Auto-calculated.	Auto

Steps

1

Click New

Open a blank Inter Division Purchase form.

2

Select Invoice No.

Choose the Sales Invoice from the dropdown. All header and item details auto-populate.

3

Enter Receipt Date

Set the actual date of physical receipt.

4

Verify Item Details

Confirm quantities, batches, manufacturing dates, and expiry dates. Expense amounts auto-populate if Transfer Expenses are linked.

5

Save or Save and Print

Click Save. Stock increases at the Receipt Location and the Finance journal entry (Debit Inventory, Credit Intercompany Payable) is posted. Use Voucher Details to verify.

Financial Posting

Triggered on Save. Creates the receiving-side journal entry at the requesting division. Transfer Expense amounts are included in the landed cost.

Journal Entry — Inter Division Purchase (Requesting Division)
Dr/Cr	Account	Amount	Description
DR	Inventory / Stock Account (At Receipt Location)	Total Amount (Price × Qty + Expense Amount)	Increase in inventory at the receiving division including apportioned freight and handling costs
CR	Intercompany Payable (Payable to Supplying Division)	Invoice Amount (Price × Qty)	Obligation to the supplying division for goods received — matches the Intercompany Receivable on the supplying side
CR	Transfer Expense Payable / Freight Payable (If Transfer Expense linked)	Total Expense Amount (apportioned per item)	Freight, insurance, or handling costs allocated to this purchase from the Transfer Expense record

ℹ️

Intercompany MatchingThe Intercompany Receivable posted by the supplying division's Sales Invoice must match the Intercompany Payable posted by the receiving division's Inter Division Purchase. At period-end, these two balances are eliminated in the group consolidation. Always ensure Trans Type is consistent on both sides to use the same intercompany control accounts.

06

Inter Division Transfer Booking

Inter Division›Transfer Booking

The Inter Division Transfer Booking is a logistical planning record that groups one or more Sales Orders into a single shipment from the supplying division to the receiving division. It acts as the shipment reference used across Sales Orders, Sales Invoices, and Transfer Expenses. The Booking Number links all related documents for a single shipment dispatch, allowing consolidated tracking of freight costs and delivery status.

Fields

Transfer Booking Fields

Field Name	Description	Required
From Location*	The supplying division's dispatch location for this shipment. Selected from the dropdown.	Yes
To Location*	The receiving division's destination location for this shipment.	Yes
Booking Date*	The date the shipment booking is created — typically the planned dispatch date.	Yes
Booking Number	Auto-generated unique reference number for this shipment booking. Used across Sales Orders, Sales Invoices, and Transfer Expenses.	Auto
Notes	Shipping instructions or notes (e.g. carrier name, container number, special handling requirements).	No
Closed?	Check to mark this booking as closed once the shipment is fully received and all expenses are recorded. Closed bookings are excluded from active dropdowns.	No

Steps

1

Click New

Open a blank Transfer Booking form.

2

Select From Location and To Location

Choose the supplying and receiving divisions for this shipment.

3

Enter Booking Date and Notes

Set the planned dispatch date and add any shipping notes.

4

Save

Click Save. The Booking Number is assigned. Reference this number in Sales Orders and Sales Invoices to link documents to this shipment.

5

Close when complete

Once the shipment is fully received and all expenses posted, check the Closed? box and re-save to close the booking.

💡

Create the Booking FirstThe Transfer Booking must be created before the Sales Order, as the Booking No. is a required field on the Sales Order. Create the booking as soon as a shipment is planned, even before all orders are confirmed.

07

Inter Division Transfer Expense

Inter Division›Transfer Expense

The Inter Division Transfer Expense records the freight, insurance, handling, customs, or other shipping costs associated with a specific Transfer Booking. Expenses are entered in a specific currency with an exchange rate, and are linked to a booking so they can be apportioned across the items received in the corresponding Inter Division Purchase. The Finance journal entry is created on save via Voucher Details.

Header Fields

Transfer Expense Header Fields

Field Name	Description	Required
Booking No*	Reference to the Transfer Booking for which these expenses are being recorded. Selected from the dropdown. Populates From Location, To Location, and Booking Date automatically.	Yes
Document Date*	The date the expense document (bill/invoice) is issued.	Yes
Document No	Auto-generated document reference number for this Transfer Expense record.	Auto
Expense Booked to*	The division or location to which this expense is being charged. Selected from the dropdown.	Yes
Trans Type*	Transaction type determining the Finance ledger accounts for the expense journal entry.	Yes
Type*	The nature of the payment — e.g. Supplier Payment, Cash, Bank. Determines the accounting treatment.	Yes
Supplier / Cash / Bank*	The payee for the expense. Selected via the search button — can be a supplier, cash account, or bank account depending on Type.	Yes
Currency	The currency in which the expense is denominated. Selected from the dropdown.	No
Exchange Rate (to USD)*	Exchange rate from the expense currency to USD for base currency conversion.	Yes
Notes	Description of the expense (e.g. Freight charges – March 2026 shipment to Kinshasa).	No
From Location	Supplying location from the Transfer Booking. Auto-populated; read-only.	Auto
To Location	Receiving location from the Transfer Booking. Auto-populated; read-only.	Auto
Booking Date	Date of the Transfer Booking. Auto-populated; read-only.	Auto

Expense Details Grid

Expense Details Grid Columns

Column	Description	Required
Charge Name	The type of charge (e.g. Freight, Insurance, Customs Duty, Handling). Selected from the charge name list or entered as free text.	No
Charge Based on*	The apportionment method for this charge — e.g. by Value, by Quantity, by Weight, or Equal Split. Determines how the expense is spread across received items.	Yes
Bill/Payment Amount*	The actual charge amount in the selected currency (the supplier's invoice amount for this charge type).	Yes
Bill/Payment Amount (USD)	Amount converted to USD using the Exchange Rate. Auto-calculated; read-only.	Auto

Steps

1

Click New

Open a blank Transfer Expense form.

2

Select Booking No.

Choose the Transfer Booking. From/To Location and Booking Date auto-populate.

3

Enter Document Date, Expense Booked to, Trans Type, Type, and Supplier/Cash/Bank

Set the expense date and complete all mandatory payment and accounting fields.

4

Select Currency and enter Exchange Rate

Set the payment currency and confirm the exchange rate to USD.

5

Add Expense Detail Rows

For each charge type (Freight, Insurance, etc.), add a row. Set Charge Based on and enter the Bill/Payment Amount. USD conversion auto-calculates.

6

Save

Click Save. The expense journal entry is posted to Finance. The amounts will be apportioned as Expense Amount in the corresponding Inter Division Purchase lines.

08

Inter Division Purchase Return

Inter Division›Purchase Return

The Inter Division Purchase Return is raised by the requesting division to return goods previously received back to the supplying division. It references the original Inter Division Purchase (goods receipt), specifies the items, batches, and quantities being returned, and posts the inventory reduction at the receiving location along with the intercompany credit note journal entry in Finance.

Header Fields

Purchase Return Header Fields

Field Name	Description	Required
From Location	The returning division's location — source of the goods being returned. Auto-populated from the selected Inter Division Purchase; read-only.	Auto
To Location	The original supplying division's location — destination of the returned goods. Auto-populated; read-only.	Auto
Purchase No.	Reference to the Inter Division Purchase (goods receipt) against which this return is being raised. Selected from the dropdown.	No
Invoice No.*	The Inter Division Sales Invoice reference from the original receipt. Auto-populated from the Purchase No; read-only.	Auto
Return No.	Auto-generated reference number for this purchase return document.	Auto
Return Date*	The date the goods are being physically returned.	Yes
Trans Type*	Transaction type for the Finance credit note posting. Auto-populated from the original transaction; read-only.	Auto
Location Batch Flag	When checked, batch reassignment rules apply at the receiving (supplying) location.	No

Item Particulars Grid

Item Particulars Grid Columns

Column	Description	Required
Item Name	Item being returned. Auto-populated from the Inter Division Purchase.	Auto
Unit	Unit of measure. Auto-populated.	Auto
Pack Size	Pack size reference. Auto-populated.	Auto
Balance Qty	Returnable quantity remaining from the original receipt. Auto-populated; read-only.	Auto
Batch	Inventory batch from the original receipt being returned. Selected from batch dropdown.	Yes
Batch Stock	Current stock of the selected batch at the From Location. Auto-populated; read-only.	Auto
Quantity*	Quantity being returned. Must not exceed Balance Qty or Batch Stock.	Yes
Manufacturing Date	Manufacturing date of the batch. Auto-populated; read-only.	Auto
Expiry Date	Expiry date of the batch. Auto-populated; read-only.	Auto
Price	Original purchase price of the item. Auto-populated from the Inter Division Purchase.	Auto
Amount	Quantity × Price. Auto-calculated.	Auto

Steps

1

Click New

Open a blank Inter Division Purchase Return form.

2

Select Purchase No.

Choose the original Inter Division Purchase. Header and item details auto-populate.

3

Enter Return Date

Set the date of physical return.

4

Select Batches and Enter Return Quantities

For each item row, select the batch and enter the quantity being returned.

5

Save or Save and Print

Click Save. Stock is deducted at the From Location and the Finance credit note entry is posted.

Financial Posting

Triggered on Save. Reverses the inventory receipt and intercompany payable posted by the original Inter Division Purchase.

Journal Entry — Inter Division Purchase Return (Requesting Division)
Dr/Cr	Account	Amount	Description
DR	Intercompany Payable (Payable to Supplying Division)	Return Amount (Qty × Original Price)	Reduces the outstanding intercompany payable — mirror of the Sales Invoice credit on the supplying side
CR	Inventory / Stock Account (At Requesting Location)	Return Amount (Qty × Cost)	Reduces inventory at the requesting division for the returned goods

09

Inter Division Sales Return

Inter Division›Sales Return

The Inter Division Sales Return is processed by the supplying division to record the receipt of goods returned by the requesting division. It references the original Inter Division Purchase Return raised by the requesting division, confirms the returned quantities and batches, and increases stock at the supplying location. The corresponding intercompany debit note / credit reversal is posted to Finance on save.

Header Fields

Sales Return Header Fields

Field Name	Description	Required
Purchase Return No*	Reference to the Inter Division Purchase Return raised by the requesting division. Selected from the dropdown. Populates Receipt Location, Issue Location, Trans Type, and item details automatically.	Yes
Receipt Location	The supplying division's location — where returned goods will be received back into stock. Auto-populated from the Purchase Return; read-only.	Auto
Issue Location	The requesting division's location — source of the returned goods. Auto-populated; read-only.	Auto
Return Date*	The date the returned goods are received at the supplying division's location.	Yes
Return No	Auto-generated reference number for this Sales Return document.	Auto
Trans Type*	Transaction type for Finance posting. Auto-populated from the Purchase Return; read-only.	Auto
Location Batch Flag	When checked, batch re-intake rules apply at the Receipt Location.	No

Item Particulars Grid

Item Particulars Grid Columns

Column	Description	Required
Item Name	Item being returned to the supplying division. Auto-populated from the Purchase Return; read-only.	Auto
Unit	Unit of measure. Auto-populated.	Auto
Pack Size	Pack size reference. Auto-populated.	Auto
Balance Qty	Returnable quantity from the Purchase Return not yet received by the supplying division. Auto-populated; read-only.	Auto
Batch	Inventory batch of the returned items. Auto-populated from the Purchase Return; can be adjusted.	Auto
Manufacturing Date	Manufacturing date of the returned batch. Auto-populated.	Auto
Expiry Date	Expiry date of the returned batch. Auto-populated.	Auto
Quantity*	Quantity of the return being received. Should match the Purchase Return quantity.	Yes
Price	Original sales price per unit. Auto-populated from the Purchase Return.	Auto
Amount	Quantity × Price. Auto-calculated.	Auto

Steps

1

Click New

Open a blank Inter Division Sales Return form.

2

Select Purchase Return No.

Choose the Purchase Return reference raised by the requesting division. Header and item fields auto-populate.

3

Enter Return Date

Set the date the goods are received back at the supplying location.

4

Confirm Return Quantities and Batches

Verify each item row. Adjust batches if Location Batch Flag is used.

5

Save or Save and Print

Click Save. Stock is added back to the Receipt Location and the Finance reversal entry is posted. Use Voucher Details to verify.

ℹ️

Return Process Requires Both SidesThe full return cycle requires two documents: the requesting division raises the Inter Division Purchase Return first; the supplying division then raises the Inter Division Sales Return referencing that Purchase Return. Both documents must be saved to fully reverse the original transaction in both locations' inventories and Finance records.

Financial Posting

Triggered on Save. Reverses the original Sales Invoice posting — increases inventory at the supplying location and reduces the intercompany receivable.

Journal Entry — Inter Division Sales Return (Supplying Division)
Dr/Cr	Account	Amount	Description
DR	Inventory / Stock Account (At Supplying Location)	Return Amount (Qty × Cost Rate)	Restores inventory at the supplying division upon receipt of returned goods
CR	Intercompany Receivable (Receivable from Requesting Division)	Return Amount (Qty × Sales Price Interlocation)	Reduces the intercompany receivable — matches the Purchase Return debit on the requesting side

10

Quick Reference

A summary of all Inter Division Transaction screens, their navigation paths, toolbar buttons, and key mandatory fields.

Screen Summary

#	Screen	Raised By	Key Mandatory Fields
01	Inter Division Purchase Request	Requesting Division	Request From, Request To, Item Name, Unit, Required Quantity
02	Inter Division Sales Order	Supplying Division	From Location, Receipt Location, Trans Type, Request No, Booking No, Item, Unit, Quantity, Item Gross Weight, Item CBM
03	Inter Division Order Short Close	Either Division	Order No., Trans Type, Request No, Item, Unit, Quantity
04	Inter Division Sales Invoice	Supplying Division	From Location, Receipt Location, Trans Type, Booking No, Item, Batch, Quantity
05	Inter Division Purchase	Requesting Division	Invoice No, Receipt Date, Trans Type, Item, Batch, Quantity
06	Inter Division Transfer Booking	Supplying Division	From Location, To Location, Booking Date
07	Inter Division Transfer Expense	Either Division	Booking No, Document Date, Expense Booked to, Trans Type, Type, Supplier/Cash/Bank, Exchange Rate, Charge Based on, Bill/Payment Amount
08	Inter Division Purchase Return	Requesting Division	Purchase No., Return Date, Trans Type, Item, Batch, Quantity
09	Inter Division Sales Return	Supplying Division	Purchase Return No, Return Date, Trans Type, Item, Batch, Quantity

Required Field Badges

Yes Mandatory — cannot save without this field No Optional — can be left blank Auto System-generated or auto-populated — read-only Cond Conditional — required depending on other field values

Standard Transaction Flow Summary

Step	Screen	Who	What Happens
1	Transfer Booking	Supplying	Create shipment booking; get Booking No.
2	Purchase Request	Requesting	Request items; get Request No.
3	Sales Order	Supplying	Confirm order; reserve stock; link Booking No. + Request No.
4	Sales Invoice	Supplying	Dispatch goods; reduce stock at supplying location; post intercompany sales entry
5	Transfer Expense	Supplying	Record freight/insurance; apportion to purchase lines
6	Inter Division Purchase	Requesting	Receive goods; increase stock at receiving location; post intercompany purchase entry
7 (if needed)	Purchase Return + Sales Return	Both	Return goods; reverse stock movements at both locations

ℹ️

Document Chain IntegrityEach Inter Division document links to the previous one via reference fields (Request No → Sales Order → Booking No → Sales Invoice → Inter Division Purchase). Always use the correct reference fields to maintain the complete document chain — this is essential for audit trails, stock reconciliation, and intercompany account matching.

Finance Posting Summary

The table below shows the Finance module journal entries created by each transaction screen. All entries are posted on Save and can be reviewed via the Voucher Details button on the relevant screen. The Trans Type field selected on each document determines which specific ledger accounts are used.

Inter Division Transactions — Finance Journal Entry Summary
Screen	Division	Dr/Cr	Account	Amount Basis
Inter Division Sales Invoice	Supplying	DR	Intercompany Receivable	Qty × Sales Price (Interloc.)
		CR	Inventory / Stock Account	Qty × Cost Rate
		CR	Intercompany Sales / Transfer Income	Sales Price − Cost (margin, if any)
Inter Division Purchase	Requesting	DR	Inventory / Stock Account	Qty × Price + Expense Amount (landed cost)
		CR	Intercompany Payable	Qty × Invoice Price
		CR	Transfer Expense Payable	Apportioned freight / insurance
Transfer Expense	Either	DR	Transfer Expense / Freight Expense	Bill/Payment Amount (USD)
Transfer Expense	Either	CR	Supplier Payable / Cash / Bank	Bill/Payment Amount (USD)
Purchase Return	Requesting	DR	Intercompany Payable	Qty × Original Purchase Price
Purchase Return	Requesting	CR	Inventory / Stock Account	Qty × Original Cost
Sales Return	Supplying	DR	Inventory / Stock Account	Qty × Cost Rate
Sales Return	Supplying	CR	Intercompany Receivable	Qty × Sales Price (Interloc.)

⚠️

Trans Type Must Match on Both SidesThe Intercompany Receivable (Supplying) and Intercompany Payable (Requesting) must use the same Trans Type / ledger accounts to net to zero for group consolidation. If Trans Types differ between the Sales Invoice and the Inter Division Purchase, the intercompany accounts will not match, causing reconciliation differences at period-end.