Raise and review purchase requests

Build a stock request from your phone and see it through approval to delivery.

A purchase request (PR) is how an outlet asks for stock — “we’re low on milk, send more”. Staff build the request on their phone, the manager reviews it in the Requisitions queue, and each line is turned into a vendor order, a warehouse dispatch, or a kitchen production run. The request keeps a timeline the whole way, so everyone can see where it is.

Note: New to the terms here (PR, PO, transfer, par level)? See the Glossary.

Raise a request (outlet staff)

1. Open Order Stock. The list shows your outlet’s items — each tracked item shows what you Have, its Par level, and a red Low tag when it has dropped below par. If you belong to more than one department, chips at the top let you switch between All and a single department.
2. Search or use the filter pills (including Low) to find items, then tap the + button to add one. The app suggests a quantity from your par level and current stock, and quantities step in whole packs where the item is bought in packs.
3. Need something your outlet doesn’t normally stock? Tap Request from warehouse to search everything your supplying warehouse carries and add it to the same request.
4. Tap Review on the bar at the bottom. In the Review items sheet you can adjust quantities, remove lines, pick When do you need this by? (Today, Tomorrow, In 2 days, This week, or a custom date — Tomorrow is the default), and add a note for the manager (for example “weekend rush expected”). An Estimate shows the rough value in rupees.
5. Tap Send to manager. The request is submitted straight away — there is no separate draft step.

What happens next

Your request lands in the manager’s Requisitions queue, and the Requisitions item in their sidebar shows a badge with how many requests are waiting. In organisations with a two-step approval, the request first stops with your outlet manager (shown as Awaiting outlet approval) before it reaches the warehouse.

Review requests (managers)

Open Requisitions. Requests are grouped by shop, with the most urgent shops first — badges show Overdue, Due today, or This week. Requests still sitting with an outlet manager are listed apart, under With outlet managers, and cannot be selected: they are not the warehouse’s yet.

Open a request and the plan runs on arrival. Each line is sorted into a lane, and you change a line’s lane on the row itself:

Quantities are editable on every lane, and the same cell means a different document on each one:

• On a vendor row it is what the purchase order will buy. Above the ask, the extra rides the order as a top-up.
• On a warehouse row it is what will be sent. Below the ask, the rest is held as open work; above it, the extra rides the transfer as surplus.
• On a kitchen row it is what the production order will make, and it will not go above the ask, because a production order has no surplus to carry.
• Vendor rates are editable inline too.

Trimming a line writes its own hold reason from the two quantities (“Sent 3 kg of 5 kg from stock”), which you can then edit. Every row also carries Hold, for leaving a line out deliberately rather than because it is blocked.

Nothing is written until you approve. Source, vendor, price, holds and quantities are all yours to change until then.

Set the Expected delivery date for any vendor lines, check the Plan summary, then press Approve & fulfil. One purchase order is created per vendor, dispatches are queued from the warehouse, and each production line goes to the kitchen that makes it (a request whose items are made in different kitchens raises one production order per kitchen). The request moves to Ordered, or Ordered · lines held when something was held back.

To turn a request down, press Reject and give a reason. The requester sees it on the request.

Two-step approval

Where your organisation uses it, a request stops twice:

Holding the permission is not enough on its own: your location has to match the stage. A warehouse manager opening a request still at the outlet stage sees no enabled approve, and a chip telling them who it is waiting on. The header badge is written for whoever is reading: Your approval if it is yours, Waiting on outlet approval if it is not.

The outlet stage has no sourcing to do. It is one decision: send it on, or turn it down.

Reviewing several at once

Two other doors open on the same queue. Combine reviews several requests against one warehouse together, where quantities are editable on the vendor lane only, because a warehouse line’s quantity belongs to its transfer and a kitchen line’s to its production order. Process all requisitions is the master triage: everything ready to order, grouped by warehouse, with a toggle for including tomorrow’s batch.

Track your own requests

Open any request you raised to see its lines, the estimated value, and a timeline: Request sent → Outlet approval → Warehouse approval → Order placed → Goods received, each step stamped with who acted and when.

The statuses in plain words:

While a request is still awaiting approval you can withdraw it with Cancel request. Warning: cancelling can’t be undone and the manager is notified — you’ll need to raise a fresh request if you change your mind.

When your goods arrive at the warehouse, the request shows Goods received at warehouse and the warehouse dispatches them on to your outlet — you’ll then see the delivery in your Ready to Receive list (see Confirm GRN).

Kitchen ingredient requests

A production unit raises ingredient requests the same way from its own Requisitions page — kitchen users never see the procurement tabs, but their requests arrive in the same manager queue, and the delivery is received on the kitchen’s GRN tab. Every production unit needs a supplying warehouse set under Settings → Locations, or its requisitions won’t submit. See Production units and Kitchen production.