Lab Inventory Transfers — HQ ↔ ITFIT / Encore

How to record every frame/accessory movement between HQ and the Rx labs so Shopify per-location inventory stays accurate. The one rule: nothing ships without a Shopify Transfer.

SOP: Lab Inventory Transfers (HQ ↔ ITFIT / Encore)

Owner: Joaquin Abondano (COO) · Executors: Reuben (dispatcher), Alex (CS lead) Effective: June 9, 2026 · Status: Active — validation phase (~4 weeks)

Purpose

Every physical movement of frames or accessories between Lucyd HQ and the Rx labs (ITFIT, Encore) must be recorded so that Shopify per-location inventory stays accurate. Encore holds custodial inventory (title stays with Innovative Eyewear, NASDAQ: LUCY) — transfer records are supporting evidence for the quarter-end audit count.

The one rule: nothing ships without a Shopify Transfer.

Scope

• In scope: HQ ↔ ITFIT Lab, HQ ↔ Encore Lab, lab ↔ lab (rare)
• Out of scope: 3PL locations (Flexport Reserve, KLN, Sales Supply NL) — these sync via their own WMS. Mobilare / Storage Unit moves are not covered (for now).

Where

• System of record: Shopify admin → Products → Transfers (admin.shopify.com/store/lucyd-dev). No Airtable, no spreadsheet — the Transfer record IS the log.
• Shopify locations:

  Location	Shopify ID
  Lucyd Head Quarters	61436166262
  ITFIT Lab	68208001142
  Encore Lab	80156131446

Process (4 steps)

1. Create the Transfer — before the box leaves the building

Reuben/Alex creates a Transfer in Shopify admin:

• Origin = where stock is leaving, Destination = where it’s going
• Add every SKU and quantity in the box
• Put the carrier tracking number on the transfer; use the Reference field for context (e.g. Encore restock, Return to HQ, Defect/RMA)
• SKU won’t add? It isn’t stocked/tracked at one of the locations — flag Joaquin, don’t work around it

2. Mark Shipped

When the box leaves, mark the transfer Shipped. Shopify deducts the origin location and shows the units as incoming at the destination.

3. Mark Received

When the lab confirms arrival (WhatsApp ops group or email), open the transfer and Receive the actual quantities. Short or damaged units: receive only what arrived and note the difference in the transfer — never receive phantom units.

4. Verify weekly

The weekly lab count sheets must match Shopify per-location available quantities:

• ITFIT: Google Sheet 1pyGOxb2rtZWLeivVc1_hKEQmL909Zo6pGSsCdgN9pCo
• Encore: Google Sheet 1yM8D7NhfEr0DG0Nkn5_kxwzCkvZ4COvoqC4rH7uq_vI

Mismatch → check open Transfers first (created but never shipped/received? unrecorded shipment?), then investigate physically.

Quarter-end audit

Full physical count at both labs on the 1st of each quarter (public-company requirement). The quarter’s Transfer records are the movement evidence.

Hygiene rules

• One Transfer per physical box/shipment — don’t batch multiple shipments into one record
• Transfers should not sit in “Pending/Draft” — create it when packing, ship it the same day
• Open transfers (shipped but not received) older than ~5 business days → chase the lab

Escalation

• Count discrepancy that transfers can’t explain → @Alex in the order Timeline / WhatsApp ops group; backup @Ruben
• Repeated unrecorded shipments → Joaquin

Validation criteria (review ~July 7, 2026)

1. Every physical shipment has a Transfer record (spot-check vs. lab receiving)
2. Weekly counts match Shopify per-location within ±2 units per SKU
3. No transfer stuck un-received > 5 business days

If validated → consider extending to Mobilare/Storage Unit and adding an open-transfer watchdog (ShipBot cron). If not → fix the leak the data shows before adding tooling.

Go-live prerequisites (one-time)

• Activate LCD008/010/011 SKUs at Encore Lab location in Shopify (location currently has ZERO stocked items)
• Activate the same SKUs at ITFIT Lab (currently has legacy Lyte/lens SKUs only — no LCD010/011)
• Fix stray untracked variant: LCD008-10 (Armor Photochromic) — enable inventory tracking
• Record Encore’s initial shipment (6 × LCD011 styles + Nitrous) as the first Transfer
• Confirm Reuben/Alex Shopify staff permissions include creating/receiving Transfers
• Brief Reuben/Alex + Encore (huddle or WhatsApp): the new rule and the 4 steps