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. Switch between Waiting and Done, filter by store, or tap a shop’s header to see its full history.

Open a request to act on it:

1. Under Choose source for each item, decide how each line is fulfilled:
   • Vendor — buy from an external supplier. Pick from the vendors who supply that item (the preferred vendor and its rate are pre-selected). If no vendor carries the item yet, tap Add vendor and set a unit price.
   • Send from CK — dispatch from Central Kitchen / warehouse stock. The card shows how much CK stock is available.
   • Make at kitchen — for producible items, raises a production order to the central kitchen.
2. If any line goes to a vendor, set the Expected delivery date and choose whether to tick Send WhatsApp to vendor.
3. Check the Plan summary — it totals up the plan in plain words, for example “2 POs · 1 dispatch”, with the combined PO value.
4. Tap Process. One purchase order is created per vendor, dispatches are sent from the warehouse, and any production lines go to the kitchen. The request moves to Ordered.

To turn a request down, tap Reject and give a reason — the requester sees it on the request. Quantities can’t be edited during review, so if the numbers look wrong, reject with a note and ask the outlet to raise a corrected request.

If your organisation uses the outlet-approval step, outlet managers see a simpler choice on their stage: Approve (to warehouse) or Reject.

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

The kitchen 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. See Kitchen production.