Requisition
Request stock from your parent store, follow the request, and acknowledge what arrives.
Who can access this
storeManager and storeKeeper roles, at stores that have a parent store. The central (main) store sits at the top of the hierarchy and has nobody to request from, so it cannot create requisitions; it only receives them on its Distributions page.
Overview
Requisition is the requester's side of a distribution. You ask your parent store for products, the parent maps batches and approves on its Distributions page, and you acknowledge what physically arrives.
A request goes through these statuses:
- Draft: you are still adding products; nothing is sent.
- Submitted: sent to the parent; this cannot be taken back.
- Pending: the parent has validated its batch mapping.
- Approved: the parent confirmed; the doses are now credited to your stock and travel to you.
- Complete: you acknowledged receipt.
Tabs
- New Request: build and submit the current request to your parent.
- Pending Requests: everything you submitted that is not finished yet, including the acknowledgment step.
- History: completed requests.
- Pull Batch Information: register a batch into your store's stock list at zero quantity (see below).
New Request: asking for stock
Add Product opens a small form: product type, product, and the quantity you want. For each line the system records your current stock of that product and your average monthly consumption (computed from your net usage over the last 90 days; campaign products show zero), so the parent can judge the request.
The same product can only appear once per request, and your store has one draft request at a time: adding more products keeps extending it. The request carries an order number starting with RQ. While it is a draft, every line can be edited or deleted.
Submit Order Request sends it to the parent store.
Submitting cannot be undone
Once submitted, the request leaves your control: there is no recall or edit. Anything to change after that point has to be handled by the parent during batch mapping (for example marking a product not available), or by you at acknowledgment time.
Pending Requests: following up and acknowledging
This tab lists your requests in Submitted, Pending, and Approved status. The first two just need patience; the work comes when an order turns Approved: the parent has dispatched it and the system has already credited the doses to your stock.
Expanding the order shows each product with the requested, approved, and received quantities. For every line, the acknowledgement form asks:
- Quantity Received: what physically arrived, never more than what was approved.
- VVM Stage observed on arrival and the Freeze Indicator.
- Returned Reason: mandatory whenever the received quantity differs from the approved one (quality issue or quantity issue).
Once every line is filled in, Confirm Acknowledgement completes the order.
When stock moves
From your side of the flow:
Parent store Your store
| |
| Submit request |
| <------------ no stock change ------- |
| |
CONFIRM APPROVAL |
|-- approved qty OUT -- approved qty IN |
| |
| Acknowledge receipt |
| shortfall IN <------ shortfall OUT |
| |
`---------- order Complete --------------'Your system stock rises by the approved quantity the moment the parent confirms the order, before the doses physically arrive. Your acknowledgment then trues this up: any difference between approved and received is automatically moved out of your stock and back to the parent as a return, so you end up holding exactly what you declared received. A line acknowledged with a VVM stage above 2 is treated as received zero.
Acknowledge before touching the new stock
Until you acknowledge, the approved quantities sit in your stock but the order is unsettled, and the system blocks you from creating a new request, starting a return, or saving inventory counts ("An order is awaiting your acknowledgment"). If you dispense doses from a short delivery before acknowledging it, the automatic return of the shortfall can fail for insufficient balance.
Why an action may fail
- "Central User's does not allowed to perform this actions": the central store cannot create requests; it has no parent.
- "Your store is not mapped to any parent store": your organisation unit has no parent configured; contact an administrator.
- "An order is awaiting your acknowledgment": an earlier order is Approved and unacknowledged; settle it first.
- "You have a pending order with the same product": that product is already on your current draft; edit the existing line instead.
- "Select from the dropdown the reason for your return.": you acknowledged fewer doses than approved without picking a returned reason.
- "You have 1 or many Product in your order pending for acknowledgement": Confirm Acknowledgement needs every product line acknowledged first.
- "Insufficient Balance for ..." at acknowledgment: the shortfall to send back is no longer in your stock; it was issued or distributed in the meantime.
History
Your completed requests: what you asked for, what the parent approved and issued per batch, what you acknowledged, and who handled each step.
Pull Batch Information
Sometimes a batch physically reaches your store without ever being assigned to it in the system, so it appears nowhere in your lists. This tab fixes that: pick the product type, product, and batch (from the batches registered nationally), then Pull Batch.
The system adds that batch to your store's stock records at quantity zero. No stock moves. The point is visibility: the batch now shows up in My Stock on the Inventory page, where a physical count and inventory posting can bring the real quantity in.
Already have the batch?
If the batch already exists in your store's records, the pull is refused with "You already possess the Batch Number information in your store". There is nothing to fix in that case; the batch is already visible.
Screenshots and step-by-step walkthroughs to be added.