Stock requests

Inventory Coordinator opens a stock request for a specific organization. The record carries a number, subject, item, requested units, required date, location and owner. A counterparty location remains visible separately from the location holding the stock. That distinction matters when a team plans a move between storage and distribution points. The request’s revision identifies the version a reviewer saw.

A request can stay in draft while the coordinator checks its scope. When it enters review, Independent Reviewer examines the item and quantity against the organization and location. The reviewer records a decision and reason against the source revision. A changed request needs a fresh decision tied to its new revision. This keeps an approval from being reused after the quantity or destination changes.

• Preparation. Inventory Coordinator sets the organization, owner, item, location, counterparty and required date before seeking review.
• Decision. Independent Reviewer reads the current revision and supporting attachments, then records approval, rejection or return with a reason.
• Execution. Inventory Coordinator follows an approved request into reservations, movement evidence and a receipt result; execution stays separate from approval.

Decide who may own a request at each organization and who can review that owner’s work independently. Agree how item codes and base units are entered, how the counterparty location is used, and when a revised request returns to review. Set the point at which the team requires an attachment. A file title and evidence type should tell the reviewer what they are opening without relying on a loose chat thread.

Agree what counts as an executed request. A posted movement and a completed operation receipt answer different questions: one describes a stock effect, the other records the result of the attempted operation. Keep both linked to the same request and expected revision. If the operation fails, leave the exception visible for reconciliation instead of marking the request executed because someone attempted it.

Suppose a site needs packaged rice by Friday. Inventory Coordinator enters the requested units, active item and storage location, then assigns the request to a Team Member in the same organization. Independent Reviewer sees it in Pending Stock Review, checks the current revision and attachment, and records a decision. If the coordinator later changes the requested amount, the earlier decision remains evidence for the old revision. The next stock action uses the revised scope only after another review.

A reservation can claim stock for this request, but it does not subtract food from on-hand. The team verifies any posted movement and its linked receipt before marking the request executed. If delivery arrangements are handled outside this app, keep the external acknowledgment as a separate connection and evidence source.

• Pending Stock Review — Requests awaiting a revision-specific decision, with owner and due date beside the quantity.
• My Stock Requests — The assigned coordinator’s request list for daily follow-up.
• Stock Request Lifecycle Board — Draft, review, approved and executed work grouped by status.

Follow request review, then reservation and posting. The data model shows the exact references that keep request history together.