Customer Resources

Transfers List

Purpose
 This guide walks through the process of searching for already created USDA Foods transfers, reviewing the transfer details, processing Recipient Agency (RA) transfers, processing State-to-State transfers, and processing Emergency Food transfers within the Food Distribution module.  USDA Foods transfers are created in the Transfer USDA Foods function and, depending on the transfer type, can be created by the State Agency or the Recipient Agency.

Step-by-Step Instructions

Searching for Transfers

1. Navigate to the Food Distribution module > Transfers > Transfer List page.
2. Select the applicable School Year, Program, Transfer Type.
3. Select any optional search filters including Item Type, Status, Transfer From, Transfer To and Sales Order #.
4. Click Apply to display matching transfers.

Reviewing Transfer Results

1. Review the transfer information displayed within the Transfer List table.
2. Click the Arrows to view additional transfer details
3. Select the Transfer Number hyperlink to open the transfer record.

Note: Transfer numbers beginning with "P" indicate Processed Goods transfers, while transfer numbers beginning with "D" indicate Direct Ship transfers.

RA to RA Transfer Management - Direct Ship

Open the desired submitted direct ship transfer by clicking the Transfer Number hyperlink on the Transfer List table.  Review the transfer information and complete the transfer process.

1. Enter Comments, as needed.
2. Work through stepped process starting with Quantity Adjustments.
3. Enter Adjustment Quantity, as needed.

Note: Only negative adjustment values are allowed to decrease the transfer quantity.

Note: Adjustments can only be completed for inventory types with quantities greater than zero.

4. Click Next to proceed through the transfer workflow.
5. Cancel will cancel the entire transfer transaction.

RA to RA PAL Adjustment - Direct Ship

1. Review the PAL Adjustments step information.  There is no action on this step for Direct Ship items.

Note: PAL Adjustments for Direct Ship transfers are calculated automatically and displayed as view-only information.

2. Click Next to continue.
3. Click Previous to go back to the previous step.
4. Cancel will cancel the entire transfer transaction.

RA to RA Transfer Worksheet - Direct Ship

1. Review the Transfer Worksheet step information.
2. Click Transfer Worksheet to review/print the worksheet report.
3. Click Email Worksheet to send a copy of the worksheet by email. Enter the email address, subject and message.        The transfer worksheet will be attached to the email.
4. Click Next to continue.
5. Click Previous to go back to the previous step.
6. Cancel will cancel the entire transfer transaction.

RA to RA Complete Transfer - Direct Ship

1. Review the Complete Transfer step.

Note: The transfer status will change to Pending Acknowledgement.  Once acknowledged by the RAs, the status will update to Acknowledged and the transfer can be completed by the State Agency.

3. For RA to RA Direct Ship transfers that involve the State Account as either the Transfer From or Transfer To agency, click Finish to complete the transfer.

Note: The transfer status will change to Complete.

4. Click Previous to go back to the previous step.
5. Cancel will cancel the entire transfer transaction.

RA to RA Completing Acknowledged Transfers - Direct Ship

Once Direct Ship transfers between two RAs have been acknowledged by both parties, the status will update Acknowledged and the transfer can be completed by the State Agency.  If the notification setting is on, an acknowledgement notification will be received in My Messages.

Open the desired acknowledged direct ship transfer by clicking the Transfer Number hyperlink on the Transfer List table.  Review the transfer information and complete the transfer process.

1. Review the steps of the USDA Food Transfer including the Quantity Adjustments, PAL Adjustments and Transfer Worksheet.  Make any adjustments, save and print the worksheet, as needed, and click Next through each step.
2. On the Complete Transfer step, click Finish to complete the transaction in the system and update the transfer status to Complete.

RA to RA Transfer Management - Processed Goods

Open the desired submitted direct ship transfer by clicking the Transfer Number hyperlink on the Transfer List table.  Review the transfer information and complete the transfer process.

1. Enter Comments, as needed.
2. Work through stepped process starting with Quantity Adjustments.
3. Enter Adjustment Quantity, as needed.

Note: Only negative adjustment values are allowed to decrease the transfer quantity.

4. Click Next to proceed through the transfer workflow.
5. Cancel will cancel the entire transfer transaction.

RA to RA PAL Adjustments - Processed Goods

1. Review the PAL Adjustments step information.  
2. If needed, decrease the PAL quantity to increase the Free quantity for the transfer and adjust the change in PAL.
3. Click Next to continue.
4. Click Previous to go back to the previous step.
5. Cancel will cancel the entire transfer transaction.

RA to RA Transfer Worksheet - Processed Goods

1. Review the Transfer Worksheet step information.
2. Click Transfer Worksheet to review/print the worksheet report.
3. Click Email Worksheet to send a copy of the worksheet by email. Enter the email address, subject and message.        The transfer worksheet will be attached to the email.
4. Click Next to continue.
5. Click Previous to go back to the previous step.
6. Cancel will cancel the entire transfer transaction.

RA to RA Complete Transfer - Processed Goods

1. Review the Complete Transfer step.
2. Click Finish to complete the transfer.

Note: The transfer status will change to Complete.

3. Click Previous to go back to the previous step.
4. Cancel will cancel the entire transfer transaction.

State-to-State Transfer Management

1. Open the desired State-to-State transfer from the Transfer List by clicking the transfer number hyperlink.

2. Review transfer details and update Comments, as needed.
3. Update Transfer Quantity, whether it Affects PAL and Sales Order #, as needed.
4. Click Transfer Worksheet to review/print the worksheet report.
5. Click Email Worksheet to send a copy of the worksheet by email. Enter the email address, subject and message.        The transfer worksheet will be attached to the email.
6. Add or review supporting Documents, as needed.

Note: Supporting documentation may be uploaded using the Upload File option.

7. Click Save to retain changes.
8. Complete Transfer to finalize the transfer.

Note: The transfer status will change to Complete.

9. Cancel Transfer will cancel the entire transfer transaction.

Emergency Foods Transfer Management

1. Open the desired Emergency Foods transfer from the Transfer List by clicking the transfer number hyperlink.

2. Review transfer details and update Comments, as needed.
3. Update Transfer Quantity, as needed.

Note: Adjustments can only be completed for inventory types with quantities greater than zero.

4. Click Transfer Worksheet to review/print the worksheet report.
5. Click Email Worksheet to send a copy of the worksheet by email. Enter the email address, subject and message.        The transfer worksheet will be attached to the email.
6. Click Save to retain changes.
7. Complete Transfer to finalize the transfer.

Note: The transfer status will change to Complete.

8. Cancel Transfer will cancel the entire transfer transaction.

FAQs

Q: What is the difference between Processed Goods and Direct Ship transfers?

A: Processed Goods transfer numbers begin with "P" while Direct Ship transfer numbers begin with "D".

Q: Can transfer worksheets be emailed?

A: Yes. The Email Worksheet option sends the worksheet as an attachment directly from the transfer process.

Q: Can supporting documents be attached to transfers?

A: Yes. Supporting documents may be uploaded to State-to-State transfers.