Distributions

Who can access this

storeManager and storeKeeper roles. The page exists at every store, but it only carries work when your store supplies others: the central store sees requests from districts, a district store sees requests from the facilities under it.

Overview

Distributions is the supplier's side of a requisition. When a store below you submits a request (from its own Requisition page), it appears here. You decide which of your batches will fulfil each requested product (Batch Mapping), validate the order, then confirm it. Confirming is the moment stock actually moves.

An order goes through these statuses:

1. Draft: the requesting store is still building it (you don't see it yet).
2. Submitted: it has arrived on your New Requests tab; batch mapping happens here.
3. Pending: you validated it; mapping is frozen unless you reverse.
4. Approved: you confirmed it; stock has moved.
5. Complete: the requesting store acknowledged receipt.

Tabs

• New Requests: incoming requests (Submitted and Pending) from the stores you supply, with all mapping and approval actions.
• Pending: orders you approved that the requester has not yet acknowledged; delivery documents can be printed from here.
• History: completed distributions.

New Requests: fulfilling a request

Each row is one order; the table shows where it comes from, its number, and its dates. Expanding a row lists the requested products with their monthly consumption, the requester's current stock, and the quantity requested.

While the order is Submitted, each product row offers:

• Batch Mapping: choose one of your batches, the quantity to issue, and the VVM stage. The system refuses a batch that is expired, a batch you hold no stock for, a quantity above that batch's balance, and any VVM stage of 3 or higher (vaccines at or beyond the discard point cannot be distributed).
• New Batch: allocate an additional batch to the same product when a single batch cannot cover the request. The same batch cannot be allocated twice on one order.
• Mark as not available: sets the issued quantity to zero; nothing will be shipped for that product.

Order-level actions sit at the end of each row:

• Validate (Submitted to Pending): only possible once every product has been mapped or marked not available, and re-checks that each batch's balance covers everything allocated from it across the whole order. You can only have one order in Pending at a time.
• Reverse (Pending back to Submitted): reopens the mapping if you spotted a mistake before confirming.
• Confirm Approval (Pending to Approved): commits the distribution and moves the stock. This cannot be undone.

When stock moves

Nothing happens to any stock during batch mapping or validation. The movement happens at Confirm Approval, in both stores at once:

  Your store (supplier)                    Requesting store
        |                                        |
   Batch Mapping          no stock change        |
   Validate               no stock change        |
        |                                        |
   CONFIRM APPROVAL                              |
        |-- issued qty OUT ------- issued qty IN |
        |                                        |
        |                          Acknowledge receipt
        | shortfall IN <--------- shortfall OUT  |
        |                                        |
        `---------- order Complete --------------'

For every mapped batch, the issued quantity is deducted from your stock (an OUT movement) and credited to the requesting store's stock (an IN movement) at the same moment.

Why an action may fail

• Batch mapping rejected: the batch is expired, you have no stock record for it, its balance is below the quantity entered, or the VVM stage is 3 or above.
• "You have 1 or many Product un marked": at least one product was neither batch-mapped nor marked not available; validation needs a decision on every line.
• "Insufficient Balance for ...": between mapping and validating (or confirming), that batch's stock dropped below the total you allocated from it, for example because an issuing consumed it in the meantime.
• "You currently have a pending order awaiting approval": another order from your store is already sitting in Pending; confirm or reverse it first.
• "Only Pending Orders can be Authorized": the order is not in Pending status, so it must be validated before it can be confirmed.

Pending

Orders you approved that the requesting store has not yet acknowledged. The stock has already left your store; this tab is where you follow up on deliveries and print the order paperwork.

History

All completed distributions from your store: what was requested, what was issued, what the receiver acknowledged, and who did each step.

Screenshots and step-by-step walkthroughs to be added.