Locations and people

Organizations carry the name, code, active state, time zone and currency used to scope work. Storage locations belong to an organization and have their own active state, contact, address and eligibility note. Team Members also belong to an organization and link to a User. Stock requests and assistance allocations reference the operating organization directly, so reviewers can compare the transaction with its location and owner.

This model supports a practical question: is this person, item and location eligible for the same organization as the request? Inventory Coordinator should resolve that before reserving stock. A location’s address tells the team where work happens, while the eligibility note records why it may be used. Neither field should substitute for the active state or organization link.

• Organization scope. Admin maintains active organizations and their time zones before users begin operating work.
• Location directory. Inventory Coordinator and Admin keep location codes, contacts and eligibility notes current.
• Member assignment. Admin links a Team Member to a User and organization; request ownership and review evidence point to that member.

Decide which real operating entity each organization record represents. Avoid using one organization as a catch-all for unrelated sites, because requests, items and locations refer back to it. Agree who can activate a location, what evidence supports its eligibility note, and how contacts are kept up to date. Assign every operator to the right organization before allowing requests or stock operations.

Set reviewer separation as an access rule, not merely a naming convention in a member record. A reviewer who owns the request should not approve the same revision. Agree how a member moves between organizations and how prior decisions remain attributable after a person’s assignment changes. Use the user’s identity and the member record together when checking access.

A food bank operates a main store and a distribution point. Admin records both as active locations under the same organization, with distinct codes and contacts. Inventory Coordinator opens Active Storage Locations and selects the store as the request’s stock location. The distribution point can be the counterparty location. The owner is a Team Member assigned to that organization.

Before any reservation or movement, the coordinator checks that the item and both locations belong to the request’s organization. If a location is made inactive, it should not be used for a fresh operation. Previous movement records remain part of the history; deactivation is not a reason to rewrite them. Independent Reviewer can see the request’s organization, owner and linked evidence when deciding whether to release an allocation.

• Active Storage Locations — The location directory with contacts and eligibility notes for current operations.
• My Stock Requests — Work assigned to the current request owner.
• Pending Stock Review — The review queue with the responsible member and due date.

Use request review to test ownership and scope, and implementation to sequence organization and member setup.