The Agency-to-Agency Transfer process, initiated in OPS, was developed to improve product visibility, from product pick-up through delivery. The process provides oversight, allowing OHLQ to confirm that Agencies, Vendors, Brokers, and A3as are adhering to established transfer guidelines.

Recent circumstances have underscored the importance of following the Agency-to-Agency Transfer process. Please take a moment to review the reminders below.

Transfer Overview Reminders

• All Agency-to-Agency Transfer requests are reviewed by OHLQ. Please allow for up to three business days for approval following submission. Do not initiate product movement unless and until your request is approved.
• Email confirmations will be sent to the Shipping and Receiving Agencies, as well as the Vendor/Broker/A3a representative requesting the transfer.
  • Agency: An email will be sent to the primary, secondary, and product manager contacts listed in OPS.
  • Vendor/Broker/A3a: An email will be sent to the representative who submitted the transfer request.
• Agencies cannot deny a transfer that has been approved by OHLQ. If an Agency refuses a transfer, the Vendor/Broker/A3a should contact the Liquor Enterprise Service Center (LESC) immediately.
• The Vendor/Broker/A3a must complete Agency-to-Agency transfer within three business days. When the three-day limit passes, the Vendor/Broker/A3a will be prohibited from initiating any additional transfers until the outstanding transfers are received systematically using the RF Scanner at the receiving Agency.
• The Vendor/Broker/A3a is responsible for any loss or breakage while a product is in transit. This includes the time between systematically shipping the product in OPS and receiving the product with the RF Scanner.
  • Agencies are reminded to document any discrepancies and report them to OHLQ immediately by contacting the LESC.

Shipping Agency Reminders

• The Shipping Agency must print three copies of the Transfer Overview report to accompany the product movement. Each party must sign copies of the report during the transfer process. When the Vendor/Broker/A3a representative arrives to pick up the product:
  • Shipping Agency: Sign all three copies of the Transfer Overview report.
  • Vendor/Broker/A3a: Sign one copy of the Transfer Overview report.
• Once signed:
  • Shipping Agency: Retain the copy signed by both the Shipping Agency and the Vendor/Broker/A3a. This serves as a receipt for the transfer and for the Agency’s next audit.
  • Vendor/Broker/A3a: Retain two copies signed solely by the Shipping Agency. This serves as chain-of-custody documentation that product was given to the Vendor/Broker/A3a for transfer.
• The Vendor/Broker/A3a should then obtain the product(s) and quantity listed on the Transfer Overview report. The Vendor/Broker/A3a should take the specified product, as well as the Transfer Overview report signed solely by the Shipping Agency, to the Receiving Agency, and mark the TO as “Shipped” in OPS.
  • If the Transfer Overview report is not printed and/or signed, the Vendor/Broker/A3a representative should not take the product.
  • Additionally, the Vendor/Broker/A3a is not permitted to take more bottles than approved on the transfer.

Receiving Agency Reminders

• The Receiving Agency must verify that the items and quantities being dropped off by the Vendor/Broker/A3a match the listed items and quantities on the accompanying Transfer Overview report.
  • If an Agency receives product without the signed copy of the Transfer Overview report, call the LESC immediately to report that the required paperwork is missing.
• The Receiving Agency and the Vendor/Broker/A3a must sign the remaining two copies of the Transfer Overview report, each retaining one copy showing that the quantities included in the approved transfer were received.
• Once signed, the Receiving Agency must receive the items using their RF Scanner to complete the process and update their inventory systematically.
• The Vendor/Broker/A3a must mark items that are transferred into the Agency as “Dropped Off”. This action gives OHLQ visibility to those Agencies that may not be receiving items correctly.

Thank you for your diligence in following the Agency-to-Agency Transfer process.