How to create a Transfer Note
How to create a Transfer Note in WEEE Manager
WEEE MANAGER
HOW TO CREATE A TRANSFER NOTE
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Who this is for: office / admin users.
A transfer note is used when IT / electronic equipment is being
collected from a client and transferred to your company. It is not the
same as a waste note.
Waste note = general waste collection (bins, WEEE, etc.)
Transfer note = equipment transfer paperwork (who is handing the
kit over, who is collecting it, and what is expected)
Creating the note books the job. You still need to assign it to a
driver afterwards. The driver fills in container type, quantity, and
the client's signature on site.
BEFORE YOU START
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These records must already exist. If any are missing, add them first
or you will not be able to save.
1. The client who currently holds the equipment
(Operations > Clients)
2. A collection location (Operations > Locations)
This is your company / site that will appear as the transferee
(the organisation collecting the equipment), not the client's
pickup address.
3. The equipment / waste types you expect to collect
(Operations > Waste Types)
Each type doesn't need to have an EWC code.
Optional:
- A broker, if a broker or dealer arranged the transfer
- A vehicle, if you already know which one will be used
(you can leave this blank and set it later)
HOW TO OPEN THE FORM
--------------------
1. Log in.
2. In the top menu, click Operations.
3. Under Waste Management, click Transfer Notes.
4. Click the blue Create New button (top right).
If the list is empty you will also see a Create Transfer Note
button in the middle of the page. Either button opens the same form.
You should now see a page titled "Create Transfer Note".
The form card is headed "Create New Transfer Note".
STEP 1 BASIC INFORMATION
-------------------------
Fill in the Basic Information box at the top of the form.
Client *
Choose the client the equipment is being collected from.
This is the transferor (the current holder of the equipment).
Required.
Collection Location (Section C - Transferee) *
Choose the location that will appear as the person / company
collecting the equipment.
The help text under the field says:
This will appear as the person collecting the equipment
Required.
Pick your licensed site, not the client's street address.
The client's address comes from the client record.
Broker (Section D2)
Optional. Choose a broker if one arranged this transfer.
Leave as Select Broker (Optional) if none.
Vehicle
Optional. Options look like:
Make - Model (AB12 CDE)
Leave as Select Vehicle (Optional) if you do not know yet.
Collection Date
Optional. The date the equipment is due to be collected.
You can leave this blank and set it later.
STEP 2 EQUIPMENT EXPECTED (SECTION A)
---------------------------------------
This box is headed Section A - Equipment Expected.
The note on the form says you only choose the equipment types now.
Container type (A2) and quantity (A3) are filled in later by the
driver when they capture the transferor's signature on site.
1. Under Equipment Types Expected *, open the first dropdown.
2. Choose a type. Each option looks like:
Description (EWC: 16 02 14)
or without an EWC like (EWC:.)
3. To add another type, click Add Equipment Item and choose again.
4. To remove a row, click the red bin button on that row.
You cannot remove the last row. At least one equipment type
is required.
A blue Note box under the list reminds you:
The driver will complete A2 (Container Type) and A3 (Quantity)
when capturing the transferor's signature on-site.
STEP 3 SAVE
------------
1. Click the purple Create Transfer Note button (bottom right).
Or click Cancel / Back to List if you do not want to save.
2. If anything is missing, a red box appears at the top:
Please correct the following errors:
The usual ones are:
- Client
- Collection Location
- At least one equipment type
Correct those fields and click Create Transfer Note again.
3. On success you are taken back to Transfer Notes. A green
message should say:
Transfer Note created successfully with ID: TN-ACMELT/23086
The ID is built from:
- TN-
- the first 6 letters and numbers of the client name (capitals,
no spaces)
- a slash
- today's date as day, month, and the last digit of the year
Example: client "Acme Ltd", created on 23 August 2026
→ TN-ACMELT/23086
The date in the ID is the day you create the note, not the
collection date. If that ID is already used, the system adds -1,
-2, and so on (TN-ACMELT/23086-1).
WHAT HAPPENS NEXT
-----------------
The new note is Pending on Transfer Notes. It is not yet a live
job for a driver.
Typical next steps (separate tasks):
1. Assign the transfer note to a staff member / driver.
2. The job then appears under Jobs > Active Jobs for that person.
3. On site the driver captures the transferor's name and
signature, and completes container type (A2) and quantity (A3).
4. The note is then confirmed and completed.
You can also open the note from Transfer Notes to check, edit, or
delete it before it is assigned.
Completed transfer notes are listed separately. From Transfer Notes,
click View Completed.
QUICK CHECKLIST
---------------
[ ] Opened Operations > Transfer Notes > Create New
[ ] Client chosen (who currently holds the equipment)
[ ] Collection Location chosen (your site / transferee)
[ ] Broker chosen only if one arranged the work
[ ] Vehicle chosen if you already know it, otherwise left blank
[ ] Collection date entered if known
[ ] At least one equipment type chosen
[ ] Create Transfer Note clicked
[ ] Green success message shown, with a TN- ID
HOW THIS DIFFERS FROM A WASTE NOTE
----------------------------------
- No bin options. Transfer notes are not used for bin collections.
- No recurring series.
- No driver notes field on create.
- Vehicle is optional (on a waste note it is required).
- You only pick equipment types. Weights, container type, and
quantity are added on site, not on this form.
- The ID is prefixed with TN- so it is easy to tell apart from a
waste note ID.
COMMON PROBLEMS
---------------
"Please correct the following errors"
Client, Collection Location, or an equipment type is missing.
All three are required.
The Client or Location list is empty
Those records have not been added yet. Create them under
Operations, then come back to this form.
The Equipment Types list is empty
Add waste / equipment types under Operations > Waste Types.
Transfer notes use the same list as waste notes.
I cannot remove the only equipment row
That is normal. At least one type is required. Change the
dropdown instead of deleting the row.
I picked the wrong client or location
After saving, open the note from Transfer Notes and use Edit
(if it is still pending), or delete it and create it again.
The note does not appear on the driver's Jobs list
Creating it is not the same as assigning it. The note stays
Pending until you assign it to a staff member.
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Guide: Create a Transfer Note
System: WEEE Manager
Last checked against the Create Transfer Note screen in the software.