Only the people who run a store can move stock out of it. Everyone else asks. When another department needs something your store holds (the repair workshop needs a part, for example), it raises a stock request. You see it here, decide what to send, and send it with an ordinary stock transfer. The department that asked is told at each step.
Before you start
- You need the right to move stock (Stock movement on your user group).
- You see requests for the stores your user group may use (Setup → User groups → Departments). If no departments are ticked for your group, you see requests for every store.
- New requests also arrive in the bell at the top of the screen, for everyone who can send stock out of that store.
Steps
1. Find the request
- Open Products & Services → Stock Requests. The To do list shows everything waiting on your stores, newest first.
- Click a request. On the right you see who asked, what it is for (a repair booking, for example; click it to open it), and for each item: how much was asked, how much is already sent, what is still to send, and how much is in your store now (red when you cannot send it all).
2. Send it
- Press Send. The stock transfer screen opens already filled in: from your store to the department that asked, reference SR-<number>, and every item still to send.
- Type the Transferring Officer. Lower a quantity if you can only send part now: whatever you don't send stays on the request for later.
- Press Save. You return to the request, which now shows what was sent. The department that asked is told.
3. Or decline it
Press Decline, say why ("none to spare until Friday"), and confirm. The department that asked sees your reason and can ask another store or order from a supplier. If you have already sent part of it, the button reads Close the rest: it stops the remainder, and what you sent stays sent.
Confirming arrival
Your company decides whether stock movements must be confirmed by the receiving department: Setup → Preferences → Stock & Inventory → Movement & Posting → Stock Movement Requires Authentication.
- Off (the usual setting): the stock moves when you save the transfer.
- On: the request shows Sent, on its way until the department that asked confirms it arrived. Until then the stock still counts in your store. The tick box on the transfer screen does not change this for a request: the company setting decides.
Tips
- The All tab shows finished requests too: sent, declined, withdrawn.
- The transfer is an ordinary stock transfer: it appears under Stock Transfer, carries the reference SR-<number>, and follows the usual rules (batches, department access).
- If a transfer made for a request is deleted, the request goes back to waiting for that quantity.
Common problems
I don't see a request someone says they raised. It is addressed to a store your user group cannot use. Ask an administrator to tick that department for your group, or ask the person who runs that store.
"A transfer for a stock request must go from the store asked to the department that asked." You changed Transfer From or Transfer To on the screen. Put them back; to send from another store, decline the request so it can be asked of that store.
"This request has ended; there is nothing to send." It was declined, closed, or withdrawn by the department that asked.
"Everything on this request has already been sent." Nothing is left to send. If the stock has not arrived, the receiving department still has to confirm it (see Confirming arrival).
The Send button is missing. The request is finished, or everything has been sent and is on its way.